ICE'18 | 2nd - 4th November 2018 | Arena Zagreb

FAQ

Find answers to frequently asked questions

Q&A for Fleet operators

  • What is a definition of a fleet operator?

A fleet operator is a company that owns or manages charter yachts or has a central booking in yacht charter industry. If you have only one boat in your fleet even if you are also working as a broker/charter agent you are a fleet operator on our expo.

  • Which are fleet operator’s exhibiting options?

You can choose between 8, 16 or 32 sqm booth. You can find all prices and details HERE. After you register online, we will assign you free positions according to your preferences defined in your registration in the “Note to organizer”.
Participation on the expo also includes “Participation fee” charged 15 EUR + VAT per representative.

  • Where can I see how the booths look like?

You can find all booth previews on the page “For Exhibitors > Exhibiting as a fleet operator” or click HERE.

  • Can I choose the location of my booth?

 During the online registration process, there will be a possibility to write a “note to organizer”, including the preferred booth location, etc.

  • Where can I find the expo layout?

You can find the expo layout on the “ICE’17 info” page > ICE’17 Layout” or click HERE.

  • What are fleet operator’s visiting options?

The cost of the visitor’s business pass is 300 EUR for a daily pass or 500 EUR for a 3-day pass, VAT is not included. Participation on the expo also includes “participation fee” charged 15 EUR + VAT per representative.

  • What is the promotional charter week?

A fleet operator can put at disposal one charter week for the organizer. The period is set between May 13th, 2018 and October 7th, 2018. (other periods can be accepted on request). The promotional week is a part of ICE since the very beginning. It has two major purposes;
1. to help attract charter brokers – Brokers who have high travel costs to reach ICE are offered free promotional weeks to use them or resell them
2. to promote the fleets – the broker might use a promotional week from a fleet he hasn’t worked with before and thus start a new cooperation

A promo week must be attractive but should also be in an off-season period where as such it will not create loss of revenue for the fleet operator.
Mostly these are weeks on 3-cabin sailing yachts in the beginning or the end of the sailing season.

There is no special discount involved as compensation for the promo week – it just prevents rising costs.
If a fleet operator chooses not to provide a promo week, a surcharge of 300 eur on the booth price will be added.

The promo is offered as a long term option on a particular period. The option is in the name of the organizer.
The period must be defined during the registration period but it can be changed later on if the fleet operator and organizer both agree.
If the option is not put and defined in the registration period it will be seen as the absence of the promo and the surcharge will apply.

Once the promo is assigned to a charter broker, the fleet operator and broker will receive written confirmation and the option will be renamed in the name of the broker.
The charter is free of charge but all extras and obligations stay as per regular business practices.

In some countries a charter week cannot be given free of charge and must involve special contracting; on request, such contracts will be provided by the organizer.

NEW: Exceptionally, if both fleet operator and exhibitor agree, the off-season promotional boat can be used in a different period as a last minute option but not earlier than 2 days prior to the requested
departure date. The exhibitor will approve or deny the last minute use according to own capabilities. If the promotional week is forwarded to a charter broker, the process stays the same except the recipient of the week is not the organizer but the charter broker.

  • Which are obligatory requirements for the promotional charter week?

All charter exhibitors are obligated to put at disposal one charter week for the organizer
according to the following parameters:
– Vessel with the minimum of 3 cabins (2-cabin vessels can be exceptionally accepted).
– The promotional charter week period has to be set between May 13th, 2018 and October 7th, 2018 (Other periods can be accepted on request).
– Extra costs such as transit log, final cleaning, comfort pack, outboard engine, security deposit etc. do not to be
included, but paid according to the price list.
– After registration but before begin of the expo, the exhibitor is obligated to put a long term option on a defined charter week. If the long term option is not defined before begin of expo, the organizer can charge a fee of 300 EUR as per price list.
– Organizer is able to use the promotional charter week at his discretion; forward to broker, for personal use, concede it without charge or resell it. In case promotional charter
week remains unused 24 hours before embarkation, the long term option is to be canceled. In case promotional charter week is used by organizer, fleet operator will issue an invoice with 70% last minute discount. The amount on the final invoice will be equal to the amount for which the organizer – Jadranski skiperi d.o.o. will issue an invoice for advertising on the official
expo website and app. The compensation statement will be signed from both parties accordingly, so there won’t be need for any transactions regarding the promotional week.

The exhibitor proposes the promotional week upon registration; the organizer can accept or deny the promotional offer thus apply the appropriate pricing.

NEW: Exceptionally, if both fleet operator and exhibitor agree, the off-season promotional boat can be used in a different period as a last minute but not earlier than 2 days prior to requested
departure date. Exhibitor will approve or deny the last minute use according to own capabilities. If the promotional week is forwarded to a charter broker, the process stays the same except the recipient of the week is not the organizer but the charter broker.
Note: Article 13 is not applicable for supplier exhibitors

  • What if I want to exhibit without the promotional charter week?

If a fleet operator chooses not to provide a promo week, a surcharge of 300 euro on the booth price will be applied.

  • Which extras are available for exhibitors?

As usually, we take care of every aspect that you might need before, during the event and after the expo. All services that we offer could be found in our pricelist and in the fleet operator section on our web page.

  • Can I register on ICE on the day of the expo?

Registrations during the expo will not be possible! Registrations are available ONLY throughout the online booking form. The deadline for registration is 7 days before the event (October 7th).

  • Which are the deadlines for sending needed information from each participant?

Deadline for registration and ordering additional extras are 7 days before the event (October 7th). After that period registration form will be closed. Please note that for furniture ordering is very important to order items as soon as possible. Some of the furniture might not be available due to limited quantities. If you ordered graphical package you also have deadline for sending files that you would like to use on your booth walls; deadline is 31st of August. If you ordered airport transfer

  • What is the procedure after the registration?

After you submit your online registration form, you will receive the link to your registration page.  You can always visit your registration page and order new items and submit your registration again. There you will also find you contract with the pro-forma invoice, guidelines, deadlines, requirements and reminders. All important information will be on one place!

Q&A for Charter Brokers

  • What is new in broker registration process?

For ICE event, charter brokers can register for unique broker package which includes expo passes
for two representatives, voucher for -50% discount on accommodation in Sheraton hotel.
Accommodation orders are separated from the expo registration, and has to be booked by participant
directly via unique link on ICE official website. Accommodation discount will be approved after verification of submitted registration by the organizer.

  • Who can register as a charter broker?

Broker pass can be approved to companies/agencies which do not own/manage any vessel,
but work as charter brokers exclusively. A charter broker who applies to ICE, needs to have an operational website on which the end client is able to browse yachts, destinations, etc.
Companies who are fleet owners and also run an agency, can only apply for a business pass as a visitor or exhibitor.

  • Can I make additional order once the registration is submitted?

Both, exhibitors and visitors can make additional orders one the registration form is submitted.
Participants will get their registration link where they can find their order details.
For every separate order ICE team will issue proforma invoice; total order amount needs to be paid before the event.

  • Can I register on spot?

After the official registrations are closed, participants will be able to submit their registration forms
or register on spot; all registration forms need to be approved by ICE personnel at the registration desk.

  • How long ICE shuttle & airport transfer will be available?

ICE shuttle commutes between hotel SHERATON to Arena Zagreb and ICE ROCKS party venue.
Shuttle vans will drive from 08:00 a.m. – 10:00 p.m. on Friday, November 4th;
Saturday, November 5th and Sunday, November 6th ICE shuttle vans will drive from 08:00 a.m. – 08:00 p.m.
Airport transfer service will be provided from November 3rd until November 7th.

Q&A for Suppliers

  • What is a definition of a supplier?

They include shipyards, marinas, yacht equipment, booking systems/software, insurance, leasing and other suppliers that are selling their products to fleet operators or brokers.

  • What are supplier’s exhibiting options?

You can choose between 12, 25 or 56 sqm booth. You can find all prices and details HERE. After you register online, you can choose one of a free positions on the expo.

  • What are supplier’s visiting options?

If you want to come as visitor, you can buy 1-day or 3-day Business Pass. The price is 300 EUR / 500 EUR + VAT and includes registration of company on ICE and one account on match making software. You also pay 10 EUR + VAT per participant.

  • How can I register?

Registration is available ONLY through the online booking form. After you submit your online registration form, you will receive the contract with the pro-forma invoice. You can always orders new items and submit your registration again.

  • How to book a hotel?

To book a room in 5*Sheraton hotel, please submit the booking via THIS reservation page. You will receive the booking confirmation from the hotel and the final invoice from the organizer directly. All additional extras and tourist tax are payable directly to the hotel.

  • Which extras are available for exhibitors?

As usually we take care of every aspect that you might need before, on the event and after the expo. All services that we offer could be found in our pricelist and in the fleet operator section on our web page.

  • Can I register on ICE on the day of the expo?

Registrations at the expo will not be possible! Registration is available ONLY through the online booking form. Deadline for registration are 7 days before the event (October 7th).

  • Which are the deadlines for sending needed information from each participant?

Deadline for registration and ordering additional extras are 7 days before the event (October 7th). After that period registration form will be closed. Please note that for furniture ordering is very important to order items as soon as possible. Some of the furniture might not be available due to limited quantities. If you ordered graphical package you also have deadline for sending files that you would like to use on your booth walls; deadline is 31st of August. If you ordered airport transfer

  • What is the procedure after the registration?

After you submit your online registration form, you will receive the link to your registration page.  You can always visit your registration page and order new items and submit your registration again. There you will also find you contract with the pro-forma invoice, guidelines, deadlines, requirements and reminders. All important information will be on one place!

Q&A for Graphic Packages

  • What is a graphic package?

The graphic package is marketing solution for exhibitors which include banners for all booth walls plus info desk if the one is ordered or included in the package.

  • What is the price of the graphic banner?

Price of graphic banner is 25€ + VAT per square metre.

  • What is included in that price?

The banner material, graphical design, printing, delivery to the expo and montage are included in the price.

  • How can a graphic package be ordered?

While registring on twICE’16 via online registration form you can choose a suitable graphic package for a booth that you order. 

  • Can we deliver you our own design?

Yes, it is your choice if you wish to send us complete print files or content for graphical design.

  • Does this lower the price of the graphic banner?

Price stays the same if you do your own design and send us complete print files.

  • What are the terms for making the print files?

Your designers can find all details and instructions how to prepare print files on this link: http://www.internationalcharterexpo.com/special-terms-for-graphic-packages/

  • What if we decide to send you the content and have you prepare our graphic design?

You have to fulfill obligatory requirements for that, you can find them on this link: http://www.internationalcharterexpo.com/special-terms-for-graphic-packages/

  • Until when we have to provide content for graphical design or complete print files for the graphic package?

To order a graphic package it is necessary to provide content for graphical design or complete print files before 31st August 2016.

  • I want to bring my own banners and promo materials, what then?

The organizer is not in charge for the montage of your banners and promo material that you bring with you. Delivery of your banners and promo material is not in our competence. After the expo, all banners and promo materials left behind will be recycled or disposed. All 3rd party companies in charge for your banners and promo material must be announced to the organizer in advance or they won’t be able to enter the expo area.
All action regarding your own banners must be announced to and approved by the booth builders; their contact is Mr. Goran Kruhonja – goran@temaks.hr