A-Z information for exhibitors

2025

A-Z INFORMATION FOR EXHIBITORS

Here you can find all the practical information about the fair and if you have any questions,

you can contact us by mail or phone +45 2720 0508

  The fair will take place at the Odense Congress Center. Hereafter referred to as OCC.
The fair's organizer is Myvendo Fair v/ Vendor ApS

A

 

Accommodation:

  • Odense Congress Center has pre-reserved a limited number of hotel rooms at OCC's Hotel Odense on the exhibition grounds, and Hotel ODEON in the city with a discount.
  • You must book a room directly at the hotel. Use the booking code Myvendo24 and get a discount. There are a limited number of discounted rooms, so be quick with your booking. You book and settle with the hotel yourself.
  • Odense Congress Center reserves the right for sold-out rooms.

 

Arrival at HALL C:

  • Before the fair, you will receive a floor plan with information of easy access to your stand. Access to hall C is through gates in the north and south sides of the hall. Do not drive with pallet lifters in the north entrance / reception area.
  • Your stand is clearly marked with exhibitor name and stand number. Please come to the reception in the entrance North and pick up your exhibitor cards. Remember to register all employees on the stand before arrival.
  • If you need technical assistance, you can contact OCC's "Technical Service" which can be found next to the reception in Entrance North.

 

B

 

Banners at the entrance:

  • You have an opportunity to have your banner in the entrance at the reception. You can see more about the options and get an offer HERE


Build-up and dismantling:

  • Access to Hall C is through North Gate and South Gate.
  • Hall C is open for buildup on Tuesday, March 4th. at 8:00 to 22:00. Please note that all walking areas / aisles must be cleared at 17:00 for cleaning and laying out carpets.
  • Hall C will also be open for simple build-up Wednesday 5th. from 7:30 to 8:30. You are not allowed to use pallet lifters Wednesday morning.
  • Dismantling of stands must only begin after the closing hours of the fair, Thursday, March 6th. at 16:00.
  • HALL C is open for dismantling on Thursday, March 6th. until 22:00. On Friday, March 7th. the HALL C is open from 8:00 to 12:00.
  • Goods must be picked up not later than Friday, March 7th. at 16:00.
  • If you need more time for building, this can be arranged. Just let us know your wishes HERE
  • During setup and dismantling, it is not necessary to have exhibitor or crew badges.
  • Do not break down your stand before time. Even if your feet are tired after 2 days on the fair, keep up for the last half hour. Do not pack before closing time.

 

C


Carpet:

  • Carpet on your stand - choose from the following standard colours: Blue, Green, Grey, Red or Black. If you want a different color, please contact US. Deadline see details under D


Catalogue bar:

  • Catalogue bar at the intrance by the reception. Free activity for you as a exhibitor. Deadline see details under D

Cleaning on the stands:

  • Vacuum cleaning will be done on the stand and in the aisles on Tuesday and Wednesday evenings.

 

Conditions for renting a stand:

  • A stand can be reserved for a maximum of 2 weeks and only if agreed by the organizer.
  • Rental of a stand is confirmed by order confirmation sent from Myvendo Fair by e-mail and is binding according to terms of sale as stated in attachment to the order confirmation. Please read the terms carefully and should there be any disagreements in the order confirmation, you as exhibitor, must promptly notify us in order to adjust the order confirmation to the correct agreement.
  • In particular you must pay attention to conditions regarding cancellation of a booked and confirmed stand.
  • Subletting or lending of the rented stand is not allowed, and the exhibitor may not advertise for companies that are not registered as exhibitor.

 

 D

 

DEADLINES:


September 30, 2024:

  • Ticket booking opens for exhibitors and visitors.


November 4, 2024:

  • Ticket booking opens for our networking evening meet n` eat for exhibitors and visitors.


November 4, 2024

  • Booking of banner advertisement in our newsletters.


January 2, 2025

  • Discount for hotel rooms ends. Remember to use the code MyVendo25 

 

January 14, 2025:

  • Deadline for choosing carpet color for your stand. Please see info on your order confirmation.


January 14, 2025:

  • Last chance for ordering technical services e.g., wires, extra power etc.

 

January 14, 2025:

  • Deadline for signing up for banner in the entrance.


January 14, 2025:

  • Deadline for signing up for your own poster in the restaurant.


January 27, 2025:

  • Submit your file for your banner in the entrance or for your stand walls - if ordered.


January 27, 2025:

  • Submit your file for your poster in the restaurant - if ordered.

 

February 3, 2025:

  • Sign up for SHOW POINT HERE
  • Sign up for TAKE AWAY SAMPLES HERE
  • Sign up for UNDER THE CHRISTMAS TREE HERE
  • Sign up for CATALOG BAR HERE


February 10, 2025:

  • MYVENDO FAIR must receive products for SHOWPOINT according to the sign-up information. As we have many areas to decorate, we kindly ask that you meet this deadline.


February 10, 2025:

  • Description of your product to UNDER THE CHRISTMAS TREE must be sent to myvendofair@myvendofair.dk


February 10, 2025:

  • Deadline for submitting material for your profile page.


February 17, 2025:

  • Ordering rental furniture. HERE.


February 17, 2025:

  • Sign up for networking party meet n` eat. HERE.

 

March 3, 2025:

  • Delivery of goods to the fair. See details under: L logistics.


March 7, 2025:

  • Pick up and shipment of goods from your stand. See details under: L logistics.

 

Dining and food during build up:

  • On the build up day you can buy sandwiches, bewerages in "TECHNICAL SERVICE" office next to the reception in Entrance North.
  • Free coffee or tea in the MOCCADELI coffee bar.


Dining and food during the fair:

  • During opening hours everyone can eat in the restaurant in Hall C restaurant where good food is served at reasonable prices.
  • If you want your lunch brought to you on your stand, you can order it through OCC's web shop.
  • In the MOCCADELI coffee bar, you can get free coffee, tea, chocolates, water and snacks throughout the fair, including all the coffee or tea you need at your stand.


Dismantling:

  • Do not break down your stand before time. Even if your feet are tired after 2 days on the fair, keep up for the last half hour. Do not pack before closing time at 16:00.

 

E

 

Exhibitor cards:

  • Remember to register all staff on the stand before arrival and bring your registration by phone or in print. You will get your exhibitor cards at the MYVENDO FAIR reception in Entrance North.
  • As an exhibitor, you must visibly wear your exhibitor card during the fair's opening hours.
  • During setup and dismantling, it is not necessary to have an exhibitor/work card.
  • Order your free Exhibitor Cards HERE.
     

Exhibitor guide Odense Congress Center:

  • Please read the OCC exhibitor guide HERE.

 

Exhibitor list:

  • REMEMBER - we use exhibitor information for FaceBook, LinkedIn and newsletters in connection with marketing the fair. So please submit info and logo to the exhibitor list / profile page on Myvendofair.dk.

 

Exhibitor Office:

  • During setup, opening days, and dismantling, OCC Technical Service is available to assist you with almost anything you can think of!
  • The Technical Service can be found in the Glass Corridor/Entrance North.
  • You can contact the organizer by phone at +45 2720 0508 or visit the reception in Entrance North/Glass Corridor.

 

Exhibition Venue:

Odense Congress Center

Oerbaekvej 350

5220 Odense SO

Denmark

Hall C

 

F

 

Floor Plan:

  • The floor plan changes continuously until the last registration day. You can always order an updated floor plan HERE


Furniture Rental:

  • You can rent furniture for your stand in our furniture shop. Deadline for order, please look under D.
  • View the selection HERE.
  • You can also order technical equipment such as wires, extra power, and additional lighting from us. Please note that technical equipment orders will be confirmed and invoiced by Odense Congress Center. Deadline: See under D.

 

G

 

Garbage containers:

  • In Denmark we have to sort our waste, so different waste containers are set up in the hall during build up, into which we ask you to sort your waste.
  • Please remember to fold cardboard boxes.


H

Hotel:

  • Odense Congress Center has pre-reserved a limited number of hotel rooms at OCC's Hotel Odense on the exhibition grounds, and Hotel ODEON in the city with a discount.
  • You must book a room directly at the hotel. Use the booking code MyVendo25 and get a discount. There are a limited number of discounted rooms, so be quick with your booking. You book and settle with the hotel yourself.
  • Odense Congress Center reserves the right for sold-out rooms.

     

    IT and Internet:

    • Free wireless internet connection is available throughout the OCC area. If you need a wired internet connection at your stand, this can be ordered through our webshop HERE


     

    Insurances:

    • The exhibitor is responsible for the necessary insurance, including liability and theft insurance, to cover the stand and exhibition gear brought along.
    • Exhibitor is responsible for any damage inflicted on the organizer or OCC's property and/or materials.

     

    L

     

    Language:

    • Almost all Scandinavians speak English very well, so don’t worry about talking to the visitors in English.


    Leadscan App:

    • You get one free Leadscan app included, if you need more users, you can purchase these. Price per extra user 107,00 €
    • You can/must collect data from your visitors by scanning their visitors badge with your smart phone. You have many options for adapting the app to your needs, and we will send you instructions so you can get started.  

     

    Logistics partner of the fair is:

    ST Messelogistik

    OCC

    Oerbaekvej 350

    5220 Odense SO

    DENMARK

    Contact person: Steen Thorvaldsson.

    Email: messe@stml.dk 

    Phone: +45 2296 8183

     

    Delivery of goods – not earlier than Monday, March 3, 2025 at 08:00.

    Shipments of goods to your stand must be addressed as follows:

    MYVENDO 2025 - HAL C.

    Stand number and company name.

    C / O Odense Congress Center.

    Oerbaekvej 350.

    DK-5220 Odense SO.

    DENMARK

     

    All goods, sent to the fair will be delivered to your stand, and after building up, your goods will be stored at ST Messelogistik.

    Please contact ST Messelogistik for information about the price for the delivery and storage of goods.

    After closing time your empty goods will be returned to your stand. Please have patience with the logistics people as goods must be transported to many stands.
    Pick up of goods for return, must be no later than Friday March 7, 16:00

     

    M


    Marketing of Myvendo Fair:

    • We use exhibitor information for FaceBook, Instagram, LinkedIn and newsletters in connection with marketing the fair. So REMEMBER to submit info and logo to the exhibitor list / profile page on Myvendofair.dk as early as possible. If you are missing information - send us a MAIL.
    • Remember that you can place an advertisement in the online magazine Promotion Creator well in advance of the fair.
    • It is important that you make an effort to attract your customers to visit your booth at the fair. Therefore, invite your customers. If you need a logo or if there's anything else we can assist you with, feel free to contact us at any time.
    • Your own post on Facebook, Instagram, and LinkedIn. We offer you one free post on social media with your own information.

     

    Music at your stand:

    • Playing music at your stand is only allowed if it does not cause disturbance to the surrounding exhibitors. Any complaints regarding the sound level from neighboring stands must be addressed.
    • If you have music at your stand, it is your responsibility to pay the fee to Koda/Gramex.


    N

     

    Network Party:

    • The network party meet n` eat is the cozy evening, where exhibitors and customers meet for good food and surprising entertainment. Deadline for ordering tickets: Please look under D.
    • There are a limited number of tickets so you should book your tickets in good time. Read more about the evening HERE.

     

    O

     

    Opening hours for visitors:

    Wednesday, March 5, 2025: 9:00 -17:00

    Thursday, March 6, 2025: 9:00 -16:00

     

    Opening hours for exhibitors:

    Build-up:

    Tuesday March 4, 2025: 08.00 – 22.00

    Wednesday March 5, 2025: 07.30 – 08.30

     

    Wednesday March 5, 2025: 09.00 – 17.00

    Thursday March 6, 2025: 09.00 – 16.00

     

    Dismantling:

    Thursday March 6, 2025: 16.00 – 22.00

    Friday March 7, 2025: 08.00 – 12.00

    As an exhibitor at MYVENDO FAIR, you are committed to exhibit and having staff on your stand throughout the opening hours of the fair.

    Odense Congress Center Exhibitor guide:

    • Please read the OCC exhibitor manual HERE.

     

    Organizer / Reception:

    • The fair is organized by Myvendo Fair, a division of Vendor ApS. Skovstien 3. 8800 Viborg. Denmark.
    • Contact to the organizer +45 2720 0508 and at the reception in entrance NORTH.

     

    P

     

    Parking:

    • OCC has approx. 1500 free parking lots. You do not need a parking ticket.
    • Please use the exhibitor parking in the south parking area, as parking at entrance North is reserved for our visitors.


    Poster in the restaurant:

    • Get extra attention with your own giant poster at Myvendo Fair's restaurant.

    • The poster comes with a stand on the back side and measures 145 cm x 190 cm, printed on reboard. Your poster will be displayed in the restaurant. Please look under D.


    Profile Page:

    • REMEMBER - we use exhibitor information for FaceBook, LinkedIn and newsletters in connection with marketing the fair. So please submit info and logo to the exhibitor list / profile page on Myvendofair.dk.

     

    R


    Reception/Organizer's Office:

    • You can contact the organizer by phone at +45 2720 0508 or visit the reception in Entrance North/Glass Corridor.


    S


    Shipment of exhibiton goods:

    ST Messelogistik

    OCC

    Oerbaekvej 350

    5220 Odense SO

    DENMARK

    Contact person: Steen Thorvaldsson.

    Email: messe@stml.dk

    Phone: +45 2296 8183

     

    Delivery of goods – not earlier than Monday, March 3, 2025, at 08:00.

    Shipments of goods to your stand must be addressed as follows:

    MYVENDO 2025 - HAL C.

    Stand number and company name.

    C / O Odense Congress Center.

    Oerbaekvej 350.

    DK-5220 Odense SO.

    DENMARK

     

    All goods, sent to the fair will be delivered to your stand, and after building up, your goods will be stored at ST Messelogistik.

    Please contact ST Messelogistik for information about the price for the delivery and storage of goods.

    After closing time your empty goods will be returned to your stand. Please have patience with the logistics people as goods must be transported to many stands.

    Pick up of goods for return, must be no later than Friday March 7, 16:00

     

    Show Points:

    • All exhibitors can submit products and news to our SHOW POINTs.
    • Read more and sign up HERE. Deadline for sign up, Please look under D.

     

    SoMe:

    • We promote the fair on Facebook, Instagram and LinkedIn with text and a photo from our exhibitors. All you as an exhibitor have to do is send us a photo and some text, and we will do the rest. We will post as we receive the material.


    Stand number:

    • Your stand number will be on your order confirmation and will be visible on the stand when you arrive.
    • During the opening hours of the fair, your stand number and company name are placed on the floor in front of your stand.

     

    Stand information:

    • The stand is constructed with white stand wall, LED spot above the stand, power socket and carpet. The power supply on the stand is 220V/6amp, which is sufficient for charging phones, TV screens or a fridge. If you need more power, for example a coffee machine, you must order 10amp power in the our webshop. HERE
    • Height of stand walls is 250 cm. Width of the walls is 100 cm.
    • We will mail a sketch of your stand together with the order confirmation.
    • The stand walls is made of white laminate board with aluminum profiles.
    • Its not allowed to screw or nail anything on to the boards. Please us as special tape for mounting on the boards. Tape can be purchased in TECHNICAL SERVICE.
    • Broken or destroyed walls must be replaced. The cost will be informed to you after inspection by OCC. Invoice will be issued by OCC. You can order additional equipment for your stand through our webshop HERE

     

    Stand rental conditions:

    • A stand can be pre-reserved for a maximum of 2 weeks, only by special agreement.
    • Rental of a booth is confirmed by sending an order confirmation via email and is binding according to the general terms and conditions, which will be provided along with the order confirmation. Please carefully read the terms and conditions, and if there are any discrepancies in the agreed terms, you, as an exhibitor, should promptly inform us so that the order confirmation can be adjusted accordingly.
    • You should pay particular attention to the conditions regarding the cancellation of a reserved booth.
    • Subleasing or lending the rented booth is not permitted, and exhibitors may not advertise for companies that are not registered as exhibitors.

     

    Storage of exhibitor goods:

    Please contact ST Messelogistik to inquire about the price for storing exhibition goods.

    ST Messelogistik

    OCC

    Ørbækvej 350

    5220 Odense SØ

    Contact person: Steen Thorvaldsson.

    Email: messe@stml.dk - Phone: +45 2296 8183

    Please note that exhibition goods should not be stored behind the stand walls in the hall.

    At the end of the fair, your exhibition goods will be delivered back to your stand. Please be patient with the logistics as there is a lot of goods to be delivered to multiple stands.

     

    T

     

    Take Away Samples:

    • TAKE AWAY SAMPLES are the area where you can have a basket for samples that visitors can take home for free.
    • Read more about TAKE AWAY SAMPLEs and sign up HERE. Deadline for sign up, look under D.

     

    Technical equipment:

    • Order technical equipment such as wires, extra power and extra light from us, be aware that technical equipment is order confirmed and invoiced by Odense Congress Center. Deadline for ordering, look under D. See more HERE


    Technical Service OCC:

    • During build-up, openning hours, and dismantling, OCC TECHNICAL SERVICE office is open and can help with almost anything you can think of!
    • TECHNICAL SERVICE office can be found next to the reception in Entrance North.

     

    Tickets:

    • As an exhibitor, you must visibly wear your exhibitor card during the fair's opening hours.
    • During setup and dismantling, it is not necessary to have an exhibitor/work card.

    U

     

    Under The Christmas Tree:

    • The trend zone highlighting christmas presents. Deadline for submitting, please see under D.
    • Read more about Under The Christmas Tree and sign up HERE.

     

    V

     

    Venue:

    Odense Congress Center

    Oerbaekvej 350

    5220 Odense SO

    Denmark

    Hall C


    Visitor List:

    • Please note that due to GDPR regulations, the visitor list will not be provided/sent after the fair.
    • We recommend using the free Lead Scan App to collect information about the visitors who have visited your booth.


    Thank you for reading to the end.