1. Auftragsumfang
For the tourism trade fair appearance of the Berlin-Brandenburg Capital Region at the International Tourism Exchange (ITB) Berlin 2024, visitBerlin is inviting tenders for the following services:
The conception, design and rental of the trade fair equipment as well as the implementation of the stand construction for a joint appearance of the Berlin-Brandenburg Capital Region on the occasion of ITB Berlin 2024. The contract has been awarded for ITB 2024. There is an option to extend it by one year each for ITB 2025 and ITB 2026.
International Tourism Exchange (ITB) Berlin 2024
Every year in March, the world of international tourism meets at the World's Leading Travel Trade Show(R), ITB Berlin. Since 1966, ITB Berlin has been the cradle, innovation driver and leading platform for the tourism industry, making it the leading trade fair for the global travel industry.
With a who's who of the travel industry, ITB Berlin is the central communication and marketing forum and the largest service trade fair for the travel industry every year.
Despite its size and the unique variety of products and services from over 180 countries and territories, ITB Berlin is clearly structured: in addition to a geographical breakdown by destination, the halls are also structured according to market segments in the most important tourism areas, e.g. Business Travel, MICE, Travel Technology / Mobile Travel Services, Technology, Tours & Activities (TTA), Cultural Tourism, LGBTQ+ Travel, Youth & Adventure Travel, Responsible Tourism, Medical Tourism, Luxury Tourism and Career in Tourism.
Dates of ITB Berlin:
- ITB Berlin 2024: Tuesday, 5 March - Thursday, 7 March 2024
- ITB Berlin 2025: Tuesday, 4 March - Thursday, 6 March 2025
- ITB Berlin 2026: Tuesday, 3 March - Thursday, 5 March 2026
For more information www.itb-berlin.de
Further partners of the trade fair appearance of the Berlin-Brandenburg Capital Region
TMB Tourismus-Marketing Brandenburg GmbH (hereinafter referred to as TMB)
represented by the managing director Dieter Hütte
Babelsberger Str. 26, 14473 Potsdam
and
Flughafen Berlin Brandenburg GmbH (hereinafter referred to as FBB)
represented by the Chairwoman of the Management Board, Aletta von Massenbach
12521 Berlin
TMB Tourismus-Marketing Brandenburg GmbH (hereinafter referred to as "TMB") was founded on
Founded February 25, 1998. As a central destination management organization, TMB is responsible for the long-term and sustainable positioning, development and marketing of tourism offers in the state of Brandenburg. Since 2012, TMB has been leading a branding process for the destination of Brandenburg.
On the basis of the Brandenburg State Tourism Concept, the TMB acts as a superordinate control and communication institution for tourism and all stakeholders involved in it in the state. Against this background, it cooperates with technically and strategically important partners in the state, the neighbouring federal states, the German National Tourist Board and companies in the private sector.
The shareholders of TMB are the State of Brandenburg (59%), the Association of Brandenburg Corporations for the Promotion of the Brandenburg Tourism Industry GbR and visitBerlin.
Flughafen Berlin Brandenburg GmbH (hereinafter referred to as FBB) operates Berlin Brandenburg Willy Brandt Airport (BER) with Terminals 1 and 2.
Berlin is the third largest airport location in Germany; in terms of arriving and departing passengers (excluding transfers), it is even the largest.
In 2019, before the coronavirus pandemic, around 35.65 million passengers took off and landed in the capital region. In 2022, 19.85 million passengers used BER.
2. Requirements for a joint stand of the Berlin-Brandenburg Capital Region at ITB Berlin 2024
At ITB 2024, a joint appearance of visitBerlin, TMB and FBB is to be realised under the umbrella of the "Berlin-Brandenburg Capital Region". The focus is on a flexible meeting solution that takes into account the applicable hygiene requirements. The overall atmosphere of the booth is intended to represent the Capital Region in the best possible way, no action or theme areas are planned.
The booth size of the joint stand is 294m², with a division of approx. 224m² visitBerlin, approx. 47m² FBB and approx. 21m² TMB. Functional and possibly shared areas such as cloakroom, lockers, catering (more details below) are included as a percentage. The aim is to make the most efficient use of the available space.
A headstand is planned in the Hub27 of Messe Berlin. The preliminary positioning and allocation of space can be found in the annex "Aufplanung Hub 27" (not final, changes possible until the end of September). The stand concept to be proposed is to be created on the basis of a 28m x 10.5m headstand area. The concept should be modular in such a way that it can be adapted to later, actual area conditions.
The stand concept is to be characterised by an overarching presentation of the Berlin-Brandenburg Capital Region, with identification of the individual exhibitors visitBerlin, TMB and FBB.
The focus of the use of the booth is on technical discussions, i.e. the focus should be on a meeting area for exhibitors and trade visitors (lounge format or meeting points with an open room concept). For this purpose, appropriate seating or standing areas are required, whereby the maximum possible number of meeting options is to be presented or a flexible solution - depending on the co-exhibitor participation - is to be sought. The routing of the joint stand is intended to enable access to all exhibitors that is as equal and barrier-free as possible. In detail, meeting points are required for the following stakeholder groups (specific explanations later):
- visitBerlin: 20-25 people
- visitBerlin co-exhibitors (other Berlin service providers): 6 co-exhibitors with up to 4 people
- visitBerlin partner hotels: 15 people
- TMB: 8 people
- FBB: 18-20 people
Separate reception areas must be planned for the reception of customers/guests of visitBerlin, TMB and FBB. The counter(s) or reception areas should offer space for two to three people and at least one laptop per partner. Access to the meeting areas as well as catering and other functional rooms (cloakroom/storage, etc.) is controlled and coordinated via entrances, so that only the company's own employees or registered co-exhibitors and their appointments have access to the stand.
For the visitBerlin area, opportunities for co-exhibitor integration (e.g. Humboldt Forum, Berlin districts, hotels and other service providers) are to be offered. These potential partners are entitled to share the meeting facilities (at least 6 partners with up to 4 people) or have (depending on the bidder's concept proposal) separate meeting areas, meeting points or other (supplementary) presentation formats and should be identifiable to the visitor as a sub-exhibitor. However, they are not intended to overshadow the appearance of the main exhibitors (visitBerlin/TMB/BER) in their visual representation. The classic counter format with meeting table is not absolutely necessary and can be designed more freely/flexibly. It should also be possible to change partners during the trade fair so that the space can be used as flexibly as possible or sold to partners.
A separate discussion area with either its own access or coordinated via the counter/reception area of visitBerlin is to be provided for the visitBerlin partner hotels. This meeting area will be available to visitBerlin's partner hotels for their own discussions during the trade fair. There is no need for individual branding of individual hotels, but only a label "visitBerlin partner hotels". In addition, the area is intended to reflect the character of Berlin. The area should offer space for at least 15 people.
For the catering of exhibitors and trade visitors, the establishment of a functional catering area for drinks (coffee, tea, cold drinks) and small cold dishes is to be provided. Furthermore, a lockable cloakroom including lockers for the stand personnel (cloakroom for up to 50 people, 20 lockers) and intermediate storage facilities for material must be planned.
Further action areas or similar are not planned.
For the arrangement and functionality of the reception, the meeting facilities, functional areas and paths, the corresponding hygiene measures or the hygiene concept of Messe Berlin must be observed (if available). Due to the unpredictable pandemic situation, the stand concept is intended to allow the greatest possible flexibility in this regard.
The services of the contractor include, in addition to the conception, design, graphic creation and rental provision of the exhibition equipment (if necessary also rental furniture) as well as the execution of the stand construction, the transport to and from the exhibition venue, the assembly and disassembly according to the respective confirmed floor plan and the technical support during the trade fair. The stand elements will only be available on a rental basis for the trade fair appearance at ITB Berlin 2024. After the end of the trade fair, all reusable elements must be stored for possible follow-up use (see framework agreement §§ 3 para. 8). Messe Berlin's stand construction guidelines (Annex 02) must be complied with.
visitBerlin, TMB and FBB presuppose that the design services relating to them are carried out in compliance with their respective independent identities (CI and CD) (see Appendices to CD Manuals).