ITMA Exhibitors E-Service Guide Updated as of 22 nd May 2015

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1 ITMA Exhibitors E-Service Guide Updated as of 22 nd May 2015 I) INTRODUCTION This Guide is to assist ITMA exhibitors using the Fiera Milano (FM) E-service platform (E-service) for the first time. The FM E-service serves all other exhibitions organised in Fiera Milano. Only three parts to the E-service platform is customised specially for ITMA 2015, namely: Compulsory Forms Part 1 Onsite Logistics Services Promotion Services The above three sections are only available in English. All other documents and information on the E-service are original script of Fiera Milano and not edited by the ITMA 2015 organiser. Thus, ITMA exhibitors may find some of the terms of reference unfamiliar as compared to past editions. The enclosed forms are strictly for reference only. No hardcopy order submission can be accepted by the ITMA 2015 Service Team. Please place all service orders on-line through the E-service via and https://eservice.fieramilano.it. In case of any discrepancies, the pricing in the E-service will be the final. Should you have any queries with regards to the service orders, please contact: Important contact for E-Services support Fiera Milano Call Centre Tel: CC: Exhibitors should always communicate via to speed up response time, and the Show Name (ITMA 2015), Exhibitor Name and Stand Number must be indicated in all correspondences for matters relating to ITMA Version 4 22 nd May 15 Page 1 of 20

2 II) Essential Deadlines and Types of Technical/Non-Technical Services ITMA 2015 (Official Move-in Date - 25 Oct 2015 for Hall 1 & 3 and 31 Oct 2015 for rest of the halls) Date of Stand Allocation Submission Deadline Amount of Surcharge Surcharge of 5% imposed on services modified Notification Technical Forms Non-Technical Technical Forms Non-Technical Technical Non-Technical Forms Forms Forms Forms On or before 18 May 26 June, September, 27 June to 15 15% 16 Sept to 25% 27 June to Sept to 15 Oct 2015 Sept onsite Oct 16 Sept to 25% onsite 19 May to 15 June July, September, 25 July to 15 15% 16 Sept to 25% 25 July to Sept onsite Oct 16 Sept to 25% onsite 16 June to 13 July August, September, 22 Aug to 15 15% 16 Sept to 25% 22 Aug to Sept onsite Oct 16 Sept to 25% onsite 14 July to 31 Aug September, 15 September, 16 Sept to 25% 16 Sept to 25% 16 Sept to onsite onsite Oct Deadline for forms submission for applicants allocated after 31 Aug will be reviewed on a case-by-case basis. Service Forms received on or after 24 October 2015 shall not be accepted. Service orders after this date shall be placed in person onsite at the ITMA 2015 Service Office. Any modifications on or after 16 October 2015 will be considered as late orders and a surcharge of 25% will be imposed Version 4 22 nd May 15 Page 2 of 20

3 S/N List of Items Stand Allocation Notice Issued: Remarks Before 18 th May 1a. Compulsory Forms Part 1 b. Compulsory Forms Part 2 c Service Catalogue Certifications d Service Catalogue Rigging Services e Service Catalogue Technical Services f Service Catalogue Telecommunication g Service Catalogue Stand Fitting 26 th June 2015 Between 19 th May 15 th June 24 th July 2015 Between 16 th June 13 th July 21 st Aug 2015 Between 14 th July 31 st Aug 15 th Sep a. Service Catalogue Car Parking b. Service Catalogue Ecological Services c. Service Catalogue Entrance Pass d. Service Catalogue Exclusive Services e. Service Catalogue Meeting Rooms f. Service Catalogue Promotion Services g. Service Catalogue Stand Components h. Service Catalogue Stand Furniture i. Service Catalogue Surveillance j. Service Catalogue Video & Informatics k. Service Catalogue On-Site Logistics Services l. Service Catalogue Additional Services m. Service Catalogue Stand Fitting 15 th September 2015 Version 4 22 nd May 15 Page 3 of 20

4 III) LOGGING IN TO THE E-SERVICE PLATFORM The E-service can be accessed from both the ITMA website at and the Fiera Milano online shop at https://eservice.fieramilano.it For security reason, Fiera Milano will issue a different set of unique password for exhibitors to log in to the E-service. Contact the Fiera Milano Call Centre if you did not receive an on your User ID and Password. Should you forget your password/log-in ID, click on the Password Lost tab to have your credentials resent to your 1B address as stated in the application form. IV) STARTING THE PROCESS Exhibitor will see this landing page to log in. Log in here with the User ID and password issued to you by Fiera Milano. This set of password is different from the one you use for the Exhibitor Centre. Upon logging in, verify that the information of your company name, located hall and stand number including stand size is correct. Otherwise, to contact Fiera Milano Call Centre immediately. In your correspondence, it is advisable to copy which will reach the Organiser s (MP) Operations team. Version 4 22 nd May 15 Page 4 of 20

5 Check to ensure your company name, hall, stand number and stand size is correct. If all the information is correct, proceed to select Compulsory Document to continue. In order to proceed further, you must click on the box I agree to accept the terms and conditions of ITMA 2015 General and Technical Regulations and the Fiera Milano Technical Regulations. Thereafter, a second pop-up box will prompt you to complete all the compulsory documents. Version 4 22 nd May 15 Page 5 of 20

6 To complete the compulsory documents, click on close in the pop-up box. Important Notes: If you have not submitted all your compulsory forms, the pop-up box will reappear each time you log in. All appointed personnel and you will be denied entry into the hall for set-up if you do not submit all your compulsory documents. All compulsory forms must be submitted by the dates as per the table mentioned in (BII) Essential Deadlines and Types of Technical/Non-Technical Services Once you have completed all the compulsory documents, proceed to: Submit your stand plan Order your services Time out feature If you have been inactive for about 10 minutes, the system will automatically log you out. You will need to close the e-service platform and re-log in, if the system does not prompt you to re-log in. V) COMPULSORY DOCUMENT Note : These forms are for declaration purposes and not for your A11 and additional technical services order. Click on Compulsory Document on the left menu bar. Version 4 22 nd May 15 Page 6 of 20

7 There are 2 parts in this section: Part 1 - Documents required for ITMA 2015 (8 documents for submission) Part 2 - Documents required by Fiera Milano (9 documents for submission) Click on the green button to expand the information to complete each form. You may save each section to submit later or submit each form once completed. Please ensure that the status colour changes from red to green after ticking and submitting the respective check boxes. Version 4 22 nd May 15 Page 7 of 20

8 The following are the forms under the Compulsory Document section. All forms must be submitted online. NO FORM CATEGORY REMARKS PART 1 COMPULSORY FORMS FOR ITMA 1 Stand Construction And Contractor Exhibitor must furnish the contact Appointment details of the exhibiting company s person-in-charge. If the onsite stand manager will ultimately be different from the above person-in-charge from the exhibiting company, it is necessary to also furnish the onsite stand manager s contact details. 2 Stand Fitting Appointed contractor contact details, if exhibitor is not using the shell scheme package offered by the ITMA 2015 service team, ordered through the E-service platform. 3 Declaration Of Risks For Machines, Equipment And Materials 4 Machinery Layout And Stand Construction 5 Performance Bond 6 Insurance - Declaration Of Exhibits' Value 7 Protection Of Trademark And Intellectual Property Rights 8 Electrical Declaration And Plan Submission Exhibitors can click on the hyperlink Version 4 22 nd May 15 Page 8 of 20

9 Compulsory Forms Electrical Flow Chart for a better understand on the processess for ordering the electrical mains (including A11 electricals). PART 2 OTHER COMPULSORY FORMS REQUIRED BY THE VENUE 1 Obligations Related To Work Safety In Tender Contract 2 Fire Prevention 3 Collection And Waste Disposal For the collection of demonstration waste during exhibition period, exhibitors are to hand over the waste in rubbish bags (provided by exhibitors) to cleaners station around the hall or place them at the edge of the stand. Demonstration waste, with the exception of fabrics will be disposed free of charge. 4 Introduction Unloading Of Machines And Materials Exhibitors are required to answer the questions accordingly. Exhibitors are to fill in their requirements under the logistics forms (Move-In and Lifting Equipment for Machines/Exhibits & Move-Out and Lifting Equipment for Machines/Exhibits) for their freight details and also the equipment required, the OLC will then work with the exhibitors on these logistic matters, especially with schedules for machines wider than 2.5m. 5 Water Connections 6 Compressed Air Connection 7 Live Performance Permit (SIAE) Refer to ITMA 2015 Technical Regulation, Article B24.2. Exhibitors who are having live performances at their stand ( fashion show) must apply for a live Version 4 22 nd May 15 Page 9 of 20

10 performance permit from SIAE. The broadcasting of sound recordings and music videos in the course of the live performances such as fashion shows, DJ sets, with or without dancing, will also require such a permit. Please get in touch with the following departments directly in case of live performances such as fashion show S.I.A.E: S.C.F: 8 Catering Exhibitors appointing their own external caterers on their stands must abide by the rules of the venue. There are also forms to be submitted by the external caterers before they are allowed to work on the premise. VI) DOWNLOAD OF DETAILED TECHNICAL STAND LAYOUT PLAN PROVIDED BY THE VENUE Log-in to E-Service Platform Navigate to right-side of page, under MY CART, Organiser s Services Version 4 22 nd May 15 Page 10 of 20

11 Click on Floor Plan Click on Download Map VII) STAND PLAN SUBMISSION Click on Send Project to submit the stand plans. Click Select file to upload file. Repeat if you have more than one file to upload. The maximum file size allowed is 10MB for each. Click on Send Projects to submit the files. Version 4 22 nd May 15 Page 11 of 20

12 The following dialogue box will appear when your files have been successfully submitted. Please note that once the files have been submitted, you will not be able to edit your files any further until you have been contacted by the ITMA 2015 Service Team either for approval or modifications. As the stand plan vetting process involves multiple parties, this is to prevent Exhibitor from re-submitting their stand plans mid-way when the stand plan is being vetted by the multiple parties. The vetting process must be completed before the system can allow for any re-submissions. The system does not allow for re-submission of stand plans after the first submission. If you need to re-submit your stand plans, please contact the Fiera Milano Call Centre to reset the system for you. Version 4 22 nd May 15 Page 12 of 20

13 STAND VETTING FLOW * Note: All stand construction must adhere to the plans which have been approved by all 3 parties (Organiser, Vetting Manager, Fiera Milano) and acknowledged by the Organiser and Vetting Manager (2 signatories). a. APPROVED - Upon approval by the Organiser and the Venue, exhibitors will receive an informing them that their stand plans have been approved and they can download the approved plans which have been acknowledged by the Organiser and Vetting Manager after a few days from receipt of the approval . b. REJECTED - During the vetting process, should the stand plans be rejected, exhibitors will receive an informing them that their stand plans have not been approved. The will list down the non-conformities of the designs to the regulations. Exhibitors will then have to take the comments into considerations and resubmit their revised stand plans for stand plan vetting again. c. DEADLINE - The deadline for stand plan submission is 26th June 2015 for those exhibitors who had received their stand allocation notice on or before 18 May 2015 and exhibitors can expect to be informed of the outcome of their submissions by 15 th September Exhibitors with larger stands or complicated stand designs are advised to submit their stand plans before the deadline to avoid any delay to the vetting process. VIII) SERVICE CATALOGUE This section allows exhibitors to order the technical and non-technical services, except badges for Exhibitor, Installer and Sales Agent, Exhibitors Employee and Guest. The online system to order for all categories of badges will be made available from 1 st June 2015 onwards. Please refer to Annex A for a detailed description on the badges ordering process. There are 18 main categories under this section. Click on the main category for the sub-categories drop-down menu. Eg: click on car parking there are 2 sub-categories: 24-hour car parks and Exhibition car parks. Version 4 22 nd May 15 Page 13 of 20

14 Please be reminded that after placing your orders in the Cart, it is not a confirmed order and the respective service providers will not be able to receive your orders at this stage. Please kindly follow the flow appended below in order to receive the order confirmation from the E-Service platform. IX) SERVICE CATALOGUE MAIN AND SUB-CATEGORIES The following are the main categories and the respective sub-categories in the menu bar. Refer to attached forms for more details. MAIN CATEGORY Car Parking SUB-CATEGORIES 24-hour parking REMARKS Options available for 24-hour parking: 1) Vehicles up to 6m in length 2) Passenger car 3) Vehicles over 6m in length 4) Power connection and parking vehicle over 6m in length 5) Power connection and parking vehicle up to 6m in length These are for passenger cars and daytime parking only. Exhibition car parks Exhibitors can order their car park passes under Article A11 entitlements. Exhibitors can also order additional Version 4 22 nd May 15 Page 14 of 20

15 Catering Banqueting Coffee, Beverage & Wine Sandwiches and Focaccias Snacks, Salad, other Special offers car park passes at a fee. Information required when ordering: Number plate Company name Postal address Contact Phone number address There are 2 certification services: A) Certification of Platform Reference: Fiera Milano Technical Regulations, art Certification Special structures B) Certification of Raised Platforms Reference: Fiera Milano Regulations for the assembly of raised platforms Both services include the: - preparation of: 1) static calculation report, 2) static fitness certificates - transmission of documents to Fiera Milano. Truss system For information, contact Fiera Milano s Customer Service: The service includes: - drawing up by a qualified technician of static calculation documents, - preparation of certification, - transmission of documents to Fiera Milano. Reference: Fiera Milano Technical Regulations, art For information, contact Fiera Milano s Customer Service: Version 4 22 nd May 15 Page 15 of 20

16 Collection and disposal materials There are two options for Exhibitors: 1) Extra stand cleaning This is for one time cleaning before the opening day on 11 November General hall cleaning will be provided by the Organiser during the stand set up, exhibition and dismantling period. Ecological services Stand cleaning The final cleaning cost can only be determined onsite when both the cleaning contractor and the Exhibitor meet at the stand. Should Exhibitor require extra cleaning at their stand, please approach the phone 335/ or Fiera Milano customer service centre. Entrance Pass Entrance Entrance authorization for technical staff Overtime Charges 2) Ordinary stand cleaning over 20sqm This cleaning service is for the show day period, November Description of work: Dusting furniture installed in the stand (exhibits or products on show are not included), vacuuming of carpet within the stand and general waste disposal once a day in the evening after the exhibition closes, that is, from 1800 hours onwards. Not applicable for ITMA exhibitors. Overtime Charges Exhibitors who need to request for overtime during the set-up or dismantling period will need to request at the onsite Service Centre by 1200 hours on the day the overtime is required. There is an overtime fee chargeable at 100 per hour. Note: a) Charges will be based on per hour basis with a minimum extension of one hour or part thereof. b) Orders for overtime work must be submitted to the ITMA 2015 Service Team s offices by 1200 hours on the day concerned. Late orders will be Version 4 22 nd May 15 Page 16 of 20

17 subject to a 25% surcharge and will be subject to approval. Request for overtime will not be approved after the halls are closed. c) Payment for overtime requests will be made on-site upon submission of the order form. Exhibitors should pay the charges on-site. d) The above-mentioned price excludes VAT. Exhibitors can apply to hold events within their stands after the exhibition closes at 1900hrs. Please note the following details: Evening Events Note: 1. Event Hours: hrs only. 2. Events are to be held strictly within the confines of the Exhibitor s stand only. Exclusive Services Personalized Shopping Bags USB 3. Exhibitors are reminded to apply for the necessary permits (eg. SIAE) should they have any entertainment on their stands. 4. Please request for a quote in the E-Service form. Exhibitors are advised to download the brochure and view through the facilities and layout applicable to each room prior to requesting for a quote. Meeting Rooms Meeting Rooms * Note: The meeting rooms hours are now: i. 1000hrs 1330hrs (AM) ii. 1530hrs 1900hrs (PM) iii. 1000hrs 1900hrs (Full Day) Onsite Logistic Services (OLC) Delivery of Demonstration Materials Freight Forwarder Appointment and Authorisation Move-In and Lifting Equipment for Machines/Exhibits Move-Out and Lifting Equipment for Machines/Exhibits Version 4 22 nd May 15 Page 17 of 20

18 Promotion Services Rigging Services Stand Components Stand Fitting Stand Furniture Services for Stand Builders and Contractors Storage of Empty Cases and Demonstration Consumables Working Platform Rental Online Advertising Opportunities and Advertising in Exhibition Catalogue, Visitor Guide and EDMs Onsite promotion Ordering of promotional materials Press compartment Lighting equipment Suspension structures Technical structures Flooring Customized stand fitting Optionals for Fiera Milano shell scheme stands ACCESSORIES / SHELVES Optionals for Fiera Milano shell scheme stands DISCOUNTED FURNITURE PACKAGES Optionals for Fiera Milano shell scheme stands ELECTRIC ITEMS Shell Scheme Accessories Note: For the Promotion Services orders, this will be managed offline by The Organiser (Quotations & Invoices). Delivery will be performed by Fiera Milano. Exhibitor can order the ITMA promotional materials (FOC) for visitor promotion. Exhibitor can order either the electronic press compartment or the physical press compartment at the press centre (limited space available) Exhibitors can order their rigging points from this form. Exhibitors can order the following: 1) Aluminium trusses 2) Production and/or graphics hanging 3) Ring for aluminium truss 4) Self-bearing structures (floor support frames) 5) Suspension structures (suspended frames) 6) Truss system, lights and carpeting Exhibitors requiring special design stands can leave their request for the Special Design team to contact you. Note: Items here can only be ordered if Exhibitors had taken up a shell-scheme package or commissioned Fiera Milano to construct their special design stand. Otherwise, these options are not valid and Exhibitors are advised to place their additional orders through the Stand Furniture or Technical Services form. 4 shell scheme packages offered. Version 4 22 nd May 15 Page 18 of 20

19 Surveillance Technical Services Telecommunication Video and Informatics Armchairs and sofas Cabinets Chairs and benches Displays Flowers and plants Mannequin Reception desks Stools Strong boxes Tables CCTV Security staff Compressed air connections Electrical for Lighting and Power Fire-extinguishers Gas connection Securement of Machines Water connections Internet connection Phone Audio equipment Contact recorders Exhibitors can order the Fire Alarm System under this form. *Exhibitors are reminded to have 1 fire extinguisher for every 50sqm of space. The fire extinguishers must be evenly distributed throughout the stand. Two services offered: 1) Bolt holes for anchoring machinery 2) Rental of load distribution plate for heavy machinery Contact recorders refer to badge readers. The following are the 3 options for selection (on rental): 1) E-contact Mobile A mobile app Can be downloaded from Google Play and Apple Store App works on both smartphones and tablets. Permits real time access to visitors data After the app is installed, Exhibitors will be given the web server address and log in details to register. The system will then retrieve and display the visitor data by scanning the QR code printed on the visitors badges. It also enables Exhibitors to access, analyse and store sales contact details. Keyed-in records can be downloaded real-time with internet Version 4 22 nd May 15 Page 19 of 20

20 connection. Requirement: Latest generation SMARTPHONE/TABLET with Auto-FOCUS camera. Required operating system: ANDROID/IOS Exhibitor wanting to have real-time visitor data to their stand will be required to order internet connection. Wi-Fi connection is suggested. Please refer to the Telecommunication Internet Connection section of the e-service platform to order your Wi-Fi service. 2) Pocket Bundle Bundle consisting of 1 Pocket econtact + 1 econtact Mobile Additional Services PC Visual equipment Alessi American Express Billboards Graphics and signage Travel and hospitality Welcome and interpreting 3) Pocket econtact Handheld scanning device to scan the barcode on the visitors badges. Can record visitors interests and other specified requirements. Can also assign follow-up codes to help you record additional information about the individual requirements. At the end of the exhibition, after the data from scanner is downloaded, Exhibitors will be given the web server address and log in details to download the data. Laptops and desktop computers and printers. Digital ground and satellite TV system, LCD and plasma screens can be order under this sub-category. Not applicable for ITMA exhibitors. Not applicable for ITMA exhibitors. Advertising and promotion medium available on-site. Refer to Promotion Services instead. On-demand printing for flyers, business cards, brochures and leaflets can be ordered under this sub-category. Refer to to book your accommodation through Ventana. Refer to temporary personnel including interpreters. Version 4 22 nd May 15 Page 20 of 20

21 BADGES REGISTRATION KIT FOR EXHIBITORS 1

22 Content Section 1: Guide for Online Registration of Exhibitor Badges Part 1: Exhibitor Badges Online Registration within Entitlement.2 Part 2: Additional Exhibitor Badge Order..6 Section 2: Guide for Online Registration of Exhibitors Employees and Guests Badges Part 1: Online registration for Exhibitors Employees and Guests Badges via the TTE Platform.9 Part 2: Issue of Invitation Codes to Exhibitors Employees and Guests Option 1 Receipt of Notification to access SIC Homepage..12 Option 2 Access SIC Homepage via E-Service platform.13 Section 3: Guide for Pre-registration of Exhibitor s Contractors, Sales Agents, Contractor Badge and Vehicles Part 1: Modification of Exhibitor Details Part 2: Registration of Stand Builder Part 3: Pre-registration of Vehicle Car Plate Numbers. 25 Part 4: Pre-registration of Work Permits within Fiera Milano Section 4: Visa Invitation Letter Part 1: Individual Application for Visa Invitation Letter 29 Part 2: Group Application for Visa Invitation Letter

23 Section 1: Guide for Online Registration of Exhibitor Badges Part 1: Exhibitor Badges Online Registration within Entitlement Step 1: Log into the E-Service Platform Step 2: Click on the TTE link on the right column of the home page 2

24 Step 3: Identify the number of exhibitor badges entitled based on space allocated 3

25 Step 4: Enter First Name and Last Name To create the PDF exhibitor badge, please enter the First Name and Last Name of badge holder. Click Create once First Name and Last Name is confirmed. Please click Print to download the pdf format of the badge. Please note: No name change is allowed once badge is created. Data entered will not be registered until you click Create. Kindly ensure First Name and Last Name is correct before you click Create. Upon clicking Create button will change into Print in an instant. Step 2: Click Print to print the badge created Step 5: Click Print to generate the exhibitor badge created 4

26 Step 5: Exhibitor badge in pdf format Important: You are required to print a copy of the exhibitor badge for admission into the venue. The pdf format of the badge appears as below: Once completed, you may close your browser to exit from the TTE platform. To log back into TTE, you may find the link on your e-service as shown in Step 2. -End of Exhibitor Badges Online Registration within Entitlement- 5

27 Part 2: Additional Exhibitor Badge Order Step 1: Download the order form in your TTE 6

28 Step 2: Fill in your Exhibitor details and indicate the quantity of badges you would like to purchase under the ADDITIONAL EXHIBITOR BADGES Please note that Exhibitor Details is compulsory to be duly filled. Step 3: the completed order form to You should expect an invoice within 10 working days upon receipt of your order submission. Please note that respective surcharges for services ordered after the stipulated deadline will be applicable, as per Article A13 of the ITMA 2015 General Regulations. Exhibitors must submit a scanned copy of their bank transfer/advice to once payment for the badges has been made. 7

29 Step 4: Once payment has been received by the Organiser Within 3 working days of your payment recipient notification from the Organiser, you should be able to see the Additional Exhibitor Badges section at the bottom of your TTE page. The creation of Additional Exhibitor badge follows the same process of Part 1: Exhibitor Badges Online Registration within Entitlement on Page 2. - End of Additional Exhibitor Badge Order - 8

30 Section 2: Guide for Online Registration of Exhibitors Employees and Guests Badges Part 1: Online registration for Exhibitors Employees and Guests Badges via the TTE platform Step 1: Log into the E-Service Platform Step 2: Click on the TTE link on the right column of the home page 9

31 Step 3: Click on form to download a copy of the order form Step 4: Fill in your orders for Employees/Guest Badges Please note that exhibitors guests and employees badges are issued with Visitor badges, which is valid during show days only. Step 5: Send the completed order form to itma.com. 10

32 You should expect an invoice within 10 working days upon receipt of your order submission. Exhibitors can submit a softcopy of the bank transfer/advice to once payment for the badges has been made. Within 3 working days of your payment recipient notification from the Organiser, you should be able to issue invitational code to guests/employee via the link at the bottom of your E-Service page. 11

33 Part 2: Issue of invitational codes to exhibitors guests and employees Step 1: Access SIC home page either through Option 1 or 2 Option 1 Receipt of Notification to access SIC Homepage Click on the link in the notification The link will lead you to SIC homepage (see Page 14) 12

34 Option 2 Access SIC Homepage via E-Service platform Click on the link under Invitation The link will bring you to SIC homepage (see Page 14) 13

35 Step 2: View Exhibitor s SIC Homepage You will see the following 6 sections: 1. Choose Language Option-English or Italian 2. Types of Exhibitor Employee and Guest Badges (1-day or 8-day) 3. No. of invitation code badge ordered 4. No. of invitation code sent 5. Remaining code(s) left to be sent 6. Click New Sending Setup to proceed

36 Step 3: Choose to either upload a list of employees and guests names or individually. Refer to Step 3a for Mass Upload and Step 3b for Individual Upload. Step 3a: Download mass upload template: Sample, complete Excel file Key in the data on the database template and save onto your desktop Important note: Any Recipient Name without address will not be processed. Any formatted characters in the file will result in error. Do not enter any values for Invitation Code number, leave the column blank. Once completed, please save the file on your desktop. Sample of template for upload: 15

37 Upload recipient - Click Choose file and select the excel file. View the list uploaded: Upon successful mass upload of the list, the names of your guest/employee will appear in the table below. 16

38 Step 3b: Click Add Invitee to add Individual Exhibitor Employee/Guest name Key in the details and click OK Important note: Any Recipient Name without address will not be processed. Any formatted characters will result in error. Code amount refers to amount of invitation codes to be sent to this guest/employee, please indicate 1. Unless this guest/employee is registering for his colleagues on your invite list. 17

39 Step 4: Select the list of recipients and click Continue to proceed 18

40 Step 5: Type your customised message (Optional) Click Save and Continue if you wish to skip this step Sample of customised message on the Notification to your recipient Step 6: Review and send notifications Verify the followings: 1. Guests/employees receiving this notification 2. Preview of the notification to guest/employee (customised message is optional) Click Send Invitations after verification or click Step 2 to amend the details

41 Step 7: You ll arrive at this page once you ve sent out the invitation code. An example of the that the guest/employee would receive from the exhibitor: Please forward the Guide for Online registration for Visitor Badge (For Exhibitors Employees & Guests only) in Annex A. -End of Issuance of Invitational Codes- 20

42 Section 3: Guide for Pre-registration of Exhibitor s Contractors, Sales Agents, Contractor Badge and Vehicles Note: There are no Installer and Sales Agents badges in Logistic Tool; all installers and sales agents will have to be registered as contractors. Part 1: Modification of Exhibitor Details Step 1: Log into the E-Service Platform Step 2: Click on the Logistics Tool link on the right column of the homepage 21

43 Step 3: Click on Modify Data to modify Exhibitor Details Step 4: Key in Contact Person details and click Submit You can now proceed with the registration of Stand Builder and pre-registration of Vehicle Car Plate Numbers and Work Permits within Fiera Milano. 22

44 Part 2-Registration of Stand Builder Step 1: Click on Refer Stand Builder to view the existing list of Stand Builder existing in the Logistic Tool You may search and insert Stand Builder if the company is already in the Logistic Tool database (Step 2a) or you may send an to invite Stand Builder to be registered in the database (Step 2b). Step 2a: Search for your Stand Builder by Company, City or from the List of Registered Stand Builder 23

45 Step 2b: Enter Address of Stand Builder and click Invite for them to register Step 3: Under the Invited Stand Builder, you ll see the name of of the Stand Builder you have invited on Step 2b. The Invited Stand Builder will receive an invitation with a link to register. Please refer to Annex B-Guide for stand builders online registration to forward your contractors. 24

46 Part 3-Pre-registration of vehicle car plate numbers Step 1: Insert your vehicle number in the field and click Submit. Step 2: Click Ok on the pop-up window You ll receive an Exhibitor Vehicle reservation code notification with a unique barcode which permits entry only to the vehicle numbers registered. 25

47 Step 3: Please print the and present it at the fairground entrance gate. 26

48 Part 4-Pre-registration of Work Permits within Fiera Milano Step 1: Exhibitor registers each contractor by keying in Surname, First Name and Birthdate, then click Add. Step 2: Click Individual s Exhibitor will receive notification with a unique bar code for each of the registered contractor. 27

49 Step 3: Exhibitor receive the notification You should receive the following notification with the Surname, Last Name and barcode. Please note the barcode is unique to the registered contractor: Kindly print the notification with the barcode and bring it to Fiera Milano Logistics office (indicated in orange in the map* below) to print the contractor badges via the badge printer kiosks. *Information accurate as of 29 May 2015 Validity of Contractors Badge Set-up: Dismantling: 25 Oct - 7 Nov: 0800 hours to 2000 hours (Halls 1 & 3) Nov: 0800 hours to 2000 hours 31 Oct - 7 Nov: 0800 hours to 2000 hours (All other halls) 26 Nov: 0800 hours to 1200 hours 8-10 Nov: 0800 hours to 2200 hours (all halls) 11 Nov: 0800 hours to 1800 hours (all halls) You may close your Logistic Tool browser once you ve completed everything. - End of Logistic Tool Guide - 28

50 Visa Invitation Letter Part 1: Individual Application for Visa Invitation Letter Step 1: Log into the E-Service Platform Step 2: Click on the TTE link on the right column of the home page 29

51 Step 3: Click on here for the Visa Invitation Letter link Step 4: Fill in all fields Please ensure all information keyed in is accurate and click Submit 30

52 Step 5: Receive the Letter of Invitation via You may download either by downloading from the attachment or click on here. Step 6: Open the downloaded Letter of Invitation -End of Individual Application for Visa Invitation Letter- 31

53 Part 2: Group Application for Visa Invitation Letter Step 1: Click on here for the Visa Invitation Letter link Step 2: Scroll to the middle section on Group Request for Official Invitation Letter 32

54 Step 3: Click on here to download the excel template Key in the information as per the fields indicated Save a copy of the file on your desktop after you ve completed the compulsory fields. Step 7: Upload the Group Request Excel file 33

55 Step 4: Select the excel file for upload Step 5: Once you ve selected the file, click Upload Note: After you click upload, the Letter of Invitation PDF will be ed directly to each applicant s provided in the excel sheet. Once you click Upload. The PDF letter of invitation will be ed directly to each applicant s provided in the excel sheet 34

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