For build-up, open days and breakdown timings, please view our Event Schedule.
It is the responsibility of the individual, exhibitor, stand builder or 3rd party to ensure they have a valid passport/visa to allow them to work in the Netherlands.
STAND BUILDER AND EXHIBITOR ACCESS DURING BUILD-UP & BREAKDOWN
EXHIBITOR ACCESS TIMES:
BREAKDOWN TIMINGS by Stand Type/Hall:
For more information on late working, take a look here: Event Schedule - Late Working.
EARLY ACCESS REQUEST LINKS
Early access links will be available soon - they will be added as a task in the E-Zone Task Management.
NEW for 2026 - Exhibitor or stand builders will be able to book early access to unload and build space only or balcony suite space only stand on 03 September from 8am. This is charged at £17 per sq/m of the stand(s) being built during early access. New for 2026, we are also allowing exhibitor/stand builders to book early access after 3pm on 03 Sept for unloading only. This year this will be free of charge if booked before the show but will be chargeable for anyone arriving to unload on the day.
WORK PASS
To speed up the process and to avoid queuing and congestion onsite, all stand builders must be pre-registered for their Work Pass in advance.
Each individual will need to watch the RAI safety video before being sent their unique QR code, it takes less than 5 minutes. Everyone who has pre-registered can take their QR code and gain access to the RAI from the hall loading door where the badge printer can be accessed. Please note that not every loading door has a badge printer - at least one door per hall will have a badge printer. Work Pass badges can also be collected onsite. Please ensure ID is carried at all times. Exhibitor do not need to register for a Work Pass. Build-up and breakdown access to the halls is included in your Exhibitor Stand Pass. The Work Pass grants free parking during build up and breakdown.
If you have any questions or need help with your Work Pass registration, please email badgecentre@rai.nl.
Register for a work pass here: Stand Builder/Contractor Work Pass.
RLMS LOADING/UNLOADING APPOINTMENTS
The RAI LMS appointment system will be live on 08:00 CET on 03 August - the link will be available as a task in the E-Zone Task Management page or is available here - Event Information.
PARKING & TRAFFIC REGULATIONS
Booking a Timeslot for Loading and Unloading:
If you are not serviced by CEVA for loading and unloading (i.e. if you have not booked a forklift or a pallet truck with CEVA), you will need to book a timeslot via the RAI Logistics Management System (LMS). For vehicles over 8m. long, it’s only possible to book a timeslot in LMS by RAI staff at P20. Timeslots will be given out based on availability. If your preferred timeslot is not available, you will need to book another timeslot.
The LMS booking system will be available from 08:00 CET on 03 August.
The RAI traffic regulations - attached to this article.
CEVA services Brochure - attached to this article.
LORRY TRAFFIC REGULATIONS
The movement of lorry traffic through Europe is subject to differing country laws. Exhibitors and Contractors should take note of these regulations to avoid unnecessary delays.
LORRY PARKING
Lorry parking for will be located at P20 which is a secured location. Details are available in the traffic regulations. All lorry drivers must visit the RAI security gate at the P5 Lodge by foot in order to confirm the parking position and pre-pay the parking fee for the event days (parking during build-up and breakdown is free of charge when ordering lorry parking for the event days). A shuttle service will operate from Further details are here - RAI Traffic Regulations. for the lorry registration and parking route maps. Important note: during show days there won’t be shuttles present and P20 will be closed off, with the exception on Monday the 14 September.
To ensure smooth delivery and collection of goods, exhibitors are requested to share this information and the RAI Traffic Regulations with their appointed contractors/drivers.
DELIVERIES / COLLECTIONS
All trucks and lorries that need to deliver or collect goods to/from the RAI loading terraces must first report to the P20 buffer area, with vehicles under 8m. long and with a booked LMS time slot excluded. Vans over 2.70m. high are permitted to book a time slot in LMS. Vans underneath 2.70m. high are permitted to load/unload through the P4 garage. Please ensure you carry a photographic identification with you at all times. Unloading must be carried out as quickly as possible. Empty vehicles cannot be left on the RAI loading terraces under any circumstances at any time. If after receiving a warning, vehicles are still left on the RAI loading terraces, they will be towed away, and the exhibitor concerned will be charged with all related costs.
Maximum loading / unloading times at the RAI loading terraces
Vans - 30 minutes
Trucks - 45 minutes
Trailers - 60 minutes
PRIVATE CAR DELIVERIES / COLLECTIONS
Private cars with deliveries for halls should use the underground car parks and make use of the goods service lifts. During build-up and breakdown, cars and vans up to 1.90m high are permitted in P1/2/3/4 parking areas. Vans up to 2.70m high are only permitted in P4. Other vehicles must register at the P20 buffer area and will be directed to the RAI loading area. Private cars are not allowed on the RAI loading terraces, except when a vehicle is higher than 1.90m or the goods are very heavy or bulky. These vehicles should proceed to the P20 buffer area where they will be re-directed. The same rules for unloading on the RAI loading terraces as for other delivery vehicles (as above) will then apply.
Please read the RAI Traffic Regulations for detailed information. Should you require further assistance, please contact RAI Traffic & Logistics Management - logistics@rai.nl
EXHIBITOR REGISTRATION
Exhibitor registrations are now available via the Exhibitor Registration tab of the E-Zone. There will be no option to register onsite, all registrations need to be completed before arriving at the venue. Children under the age of 16 are NOT allowed into the show during build-up, breakdown or show open. More information on the ticket types is available here - Exhibitor Registration – IBC.
Stand Exhibitor passes also allows early entry to the venue and access during build-up, show days and breakdown for you and your colleagues to run your stand.
Our registration provider provides all attendees at IBC with a registration portal and a QR badge solution. The QR printed on the badge will allow for a lead capture scanner solution for exhibitors to be used on the show floor. Everyone must be pre-registered. Onsite registrations will not be possible.
WHEN AND HOW DO I REGISTER MY EXHIBITOR STAFF?
The Primary Exhibitor Coordinator will click on the registration tile in your E-Zone. As the coordinator you will then need to register members of your organisation. The coordinator can register individuals, complete bulk uploads and resend confirmation emails all in one convenient place.
When you register your staff, each will receive an email confirmation with a QR Code which can be used onsite to collect their badge. Photographic ID must always be carried in the Netherlands. A reminder email confirmation will be resent 2 weeks before the show.
Please Note: Every person will need to be registered with their own individual email address. You will not be able to use one single email address for multiple registrations. There will be no option to register onsite, all registrations need to be completed before arriving at the venue. Speak with your coordinator if you do not have a confirmation email for badge collection.
EXHIBITOR CUSTOMER CODES
An Exhibitor Customer Code is your exclusive invitation to your clients or prospects to visit you at IBC. They can use this code to register for IBC2026 and obtain a free Visitor Pass. Your Customer Codes are now available on the right hand side of the Dashboard page of the E-Zone.
Why is it useful?
This is the perfect opportunity to invite your customers and potential prospects to IBC. The more customers that use the code will be more potential customers and prospects to your stand at the show. You can then access the data from the code users post-show to find out more information about your customers, and to follow up potential sales leads.
What will I get out of it as an exhibitor?
The wealth of data collected on your customer code users will be extremely valuable to your company for you to use in future marketing and sales initiatives. You can track your code usage in the run up to the show. For every ‘Visitor’ who registers using your customer code, the exhibitor will receive their contact details as a lead. The benefit for the visitor is a free visitor pass.
How to Distribute Your Exhibitor Customer Code?
- Access your Exhibitor Customer Code from your E-Zone, this is visible on the Welcome page when you first log in.
- Add the Exhibitor Customer Code to your email marketing and email it to all of your current and potential customers in the run up to the show.
- Place a reminder on your website; dedicate a page to your presence at IBC and attract potential IBC visitors to your stand by encouraging them to register using the Exhibitor Customer Code.
- Add the Exhibitor Customer Code to all of your marketing materials, including adverts, banners, company website and emails to drive awareness of your presence.
- Demonstrate your commitment to your customers by sending out special invitations that include the code and promote free access to the exhibition.
CODE OF CONDUCT
IBC will not tolerate harassment of event attendees in any form. All attendees are expected to comply with our guidelines to promote a respectful and positive environment and experience for the duration of the event, including social events and online.
The purpose of this policy is to ensure a professional, safe, positive, and harassment-free environment for all individuals involved in IBC events, whether in-person or online. This policy applies to all attendees, staff, exhibitors, sponsors, speakers, delegates, press, and contractors.
- All attendees are expected to:
- Treat others with respect and professionalism.
- Avoid inappropriate, disruptive, or abusive behaviour.
- Comply with IBC’s anti-harassment guidelines and dress code.
- Follow all venue rules, safety protocols, and event regulations.
- Report any concerns or violations promptly.
The policy covers everyone connected to your stand including contractors/3rd parties during build up, show days and breakdown. For full details of the policy, please visit https://show.ibc.org/ibc-code-conduct
COACH COLLECTIONS/DROP-OFF
Any exhibitor pre-booking a coach to collect or drop-off their staff or visitors, must complete a form to arrange a permit for entry to the RAI. The form will need to be completed for EVERY time the coach enters the RAI - ie if a coach is both collecting and dropping off visitors on the same day, the form will need to completed twice - once for the collection and once for the drop-off. The permits issued are for a single visit and must be displayed by the coach in order to access the RAI. The collection/drop-off point is P5A.
IBC Exhibitor Coaches - IBC2026
For more information or assistance on the above, please email support@ibc.org