FAQ – Frequently Asked Questions
Prior to the fair
Where can I register?
You can do that through our online registration module. If you like, you can also order various items right away.
How can I log in to my account?
The account can be accessed via this link (or through the top menu of this site). Enter the email address you provided during registration and the password you received.
Is the participant package mandatory?
Yes, it is mandatory. It includes:
- Placement of your new product on the visitor website
- Admission tickets for the stand crew (number based on stand size, minimum 4)
- Promotional material to communicate your participation in the event
- Name listing in all participant lists
- Invitation cards for your contacts (number based on stand size, minimum 4)
Who can I contact if I have questions?
You can reach us by email at or by phone at +31 20 2805544.
How can I request a quote?
Via . Please clearly indicate the number of square meters you need and whether you prefer to use your own stand construction or the standard stand construction.
Am I allowed to bring my own stand?
Absolutely, provided that the stand design is submitted no later than December 15 via . In that case, you only pay for the floor space and – if needed – electricity. We do require that your stand is equipped with a back wall and carpet. Also, don’t forget the lighting: a well-lit stand attracts more attention.
Can I order items that are not listed in the webshop (see the registration module)?
That is possible. Please contact .
What is the deadline for registration?
There is no exact deadline, but it is advised to register at least two months before the event starts due to the limited availability of spots on the floor plan.
Can I choose my own stand location on the floor plan?
No, we do not have a fixed floor plan where exhibitors can choose their own stand. However, we do take exhibitors’ preferences regarding stand location into account as much as possible.
What are the opening hours for visitors?
Utrecht: Friday and Saturday from 10:00 AM to 5:00 PM, and Sunday from 10:00 AM to 3:00 PM.
Ghent: Saturday and Sunday from 10:00 AM to 5:00 PM.
I have a question about ordering items.
Please contact . For items ordered through the Jaarbeurs webshop: or +31(0)30 295 29 99.
How can I order construction passes for the stand builders?
You can order extra construction passes in your account. Don’t forget to share all information about setup and teardown with the stand builder!
How do I order extra participant tickets for exhibitors?
You can order extra participant tickets in your account.
How do I order extra invitation tickets for my contacts?
You can order extra invitation tickets in your account.
How can I order carpet, counters, chairs, electricity, internet connection, and other items for my stand?
You can do so in your account.
I have a standard stand. How can I attach something in it?
On the system walls, you can use double-sided tape, adhesive tape, and similar materials to attach posters and other decoration materials. Please remove the tape and any other materials afterwards to leave the walls clean.
It is strictly forbidden to use nails, thumbtacks, or similar items on the system walls. Any damage caused to the walls will be charged for repair costs.
I would like extra exposure for my stand.
Please contact for this .
Is electricity available at my stand?
No, this is not included.
How can I order electricity?
For stands in Utrecht, you can order this through the Jaarbeurs webshop. For stands in Ghent, please email to or order this directly in your account.
How much electricity do I need?
A connection with a capacity of 3 kW is sufficient for equipment such as:
- laptop
- projector
- slide projector
- a few extra lamps
- a kettle or coffee maker for personal use
- larger kettle
- vacuum cleaner, etc.
If you want to connect multiple devices at the same time, a higher capacity is recommended.
Note: continuous power supply is required for connecting a refrigerator.
What is the maximum height of a stand?
This is subject to the organization’s approval. In all cases, you must submit the stand design to us in advance.
Can I attach promotional and stand materials to the ceiling of the hall using cables?
Yes, that is possible; hanging items using this method is called rigging.
Rigging is possible in the Jaarbeurs halls, but not in all areas of the halls. Orders can be placed via the Jaarbeurs webshop. Once the Jaarbeurs webshop is open, you can log in by creating your own account and place your order(s). From one week before the fair, ordering is only possible by email or by phone at +31(0)30 295 2999.
Rigging is also possible in Ghent. Exceptions are the ‘no rigging zones’ located near the entrance. You can request rigging through your account.
I want to check my stand space, stand location, and orders. How do I do that?
You can check your stand space and orders after logging into your account. Your stand location will be confirmed once the floor plan is finalized, and you will be notified about this. Additionally, you can find your location in the participant list on the website.
I want to send materials to the exhibition halls before the event, to be delivered to my stand. How do I arrange this?
Please refer to the general information for Utrecht and Ghent in due course.
What are the setup and teardown times?
Please refer to the general information for Utrecht and Ghent in due course.
Does my stand always border directly on the cycling course?
That is not necessarily the case. Exhibitors can also choose to be located in the vicinity of the test track.
Is there a minimum requirement for floor space?
If the stand is directly adjacent to the cycling course, the minimum required floor space is 15 m². For stands in the vicinity of the course, the minimum is 9 m².
Is a pop-up tent sufficient for participation?
A stylish pop-up tent with carpeting and lighting is adequate for a professional-looking stand setup.
What is the registration deadline?
There is no exact deadline, but it is recommended to register no later than two months before the start of the event, due to the limited availability of spots on the floor plan.
Can I choose my own stand on the floor plan?
No, we do not have a fixed floor plan where exhibitors can select a stand. However, we do take exhibitor preferences regarding stand location into account as much as possible.
Can I park my test bikes outside the stand?
If your stand is directly adjacent to the cycling course, you will receive 1 meter of free stand space along the full width of your stand. This space is ideal for parking test bikes.
Am I allowed to sell e-bikes at the Challenge?
Absolutely, there are no restrictions on that.
Am I allowed to participate as a bike dealer or bike shop?
That is possible, provided you present the e-bikes under the banner of a brand. The Challenge concept is based on participating brands showcasing their latest e-bike models.
During the event
Am I allowed to use nails to attach materials to panels in a standard stand?
No, this is forbidden!
How can I find the location of my stand on the floor plan?
As soon as this is known, we will send you a stand number. This number consists of a digit indicating the hall, followed by a letter and a number that indicate the location according to a coordinate system.
Do stand builders need to register if they are going to set up the stand?
No, if they have the construction passes – either printed or digital – registration is not necessary.
Is there separate catering for exhibitors?
Yes. Please refer to the general information that you will receive before the fair.
Am I allowed to distribute food or drinks at the stand?
Jaarbeurs: Only in the case of a small tasting. Please contact for this .
Ghent: Only a small tasting is allowed.
Can I deliver materials to the stand by car?
Jaarbeurs: You must register at least 48 hours in advance in DB Schenker’s Vehicle Registration System (VRS) to book a time slot. For the procedure, please check the website www.jaarbeurs.nl.
It is prohibited to park the vehicle on the loading and unloading area after unloading. Detached trailers and trailers are also not allowed to be left on the Jaarbeurs premises.
NOTE: If you exceed the loading and unloading time, this may result in charges, so please be careful!
On Thursday, you can no longer drive a car into the hall; the hall doors will be closed then. Transport (heavy) goods on this day using, for example, a trolley or hand truck.
Ghent: Yes, this is possible upon showing your construction ticket. After unloading, you must park at P1. The truck or car may not remain in the hall!
Can I park at the Jaarbeurs?
During exhibition days, you can park at P2 or P4. Please order parking tickets through the Jaarbeurs webshop. Log in using your Jaarbeurs account details.
Can I park at Flanders Expo in Ghent?
Yes, at P1. Payment can be made to the parking attendant.
Where can I go with questions during the fair?
At the organization office. The location of this office will be indicated in the general information.
After the event
When can I start dismantling the stand?
You can start dismantling the stand immediately after the fair closes: at 15:00 in Utrecht and at 17:00 in Ghent.
If you have your own stand construction, dismantling must begin before 17:00 in Utrecht and before 19:00 in Ghent. Standard stand construction must be cleared immediately after the fair ends.
For both fairs, you have until 23:00 to complete dismantling. After that, the halls must be empty.
Am I allowed to store my belongings overnight after the fair?
This is possible with the company DB Schenker. They will store your items for you. Please contact:
Jaarbeurs: of +31(0)30 295 29 99,
Flanders Expo Ghent: .
Other questions
Items have been stolen from my stand, what should I do?
Report the theft to the police and make sure you have proper insurance coverage.
What should I do if my stand is damaged?
During the event and the setup and dismantling periods, you must have a liability insurance policy.
Can I pay my invoice after the fair?
No, the invoice must be paid in advance.
I have questions about my invoice.
Please contact
or if you received an invoice from Jaarbeurs +31(0)30 295 29 99 or .
I want to cancel.
Cancellation by a participant can only be made in writing by means of a registered letter to the organizer. The date of the postmark will be considered the cancellation date. In case of cancellation, the cancellation fees below will apply:
- In case of cancellation of a rebook or early booking registration: 100% of the total invoice amount including VAT.
- In case of cancellation at least 18 weeks before the start of setup AND within 14 days after the invoice date: 50% of the total invoice amount including VAT. For Utrecht, that date is October 8, 2025; for Ghent, October 23, 2025.
- At least 14 weeks before the start of setup: 75% of the total invoice amount including VAT. For Utrecht, this is October 30, 2025; for Ghent, November 20, 2025.
- In case of cancellation on or after these dates: 100% of the total invoice amount including VAT.