CENTREX International Exhibition Statistics Union
(last amended on November 22, 2021)
In order to ensure the availability of internationally acknowledgeable and transparent exhibition data (mostly to meet UFI standards) the CENTREX International Exhibition Statistics Union members have updated their earlier Exhibition Statistics Auditing Rules and apply this as Unified Regulation by the afore mentioned companies in their exhibition activity.
Chapter I. refers to the physical trade fairs/exhibitions
Chapter II. refers to the trade fairs which are held as hybrid events (combination of physical and digital/on-line solutions)
Chapter III. refers to the trade fairs which are held as fully digital (on-line) trade fairs
Chapter I.
Definitions and procedures
I. VISITORS
I./ 1. Quantitative visitor data
Number of visitors is calculated on evidence.
I./1.1. Paying visitors
Number of paying visitors is established through financial evidence:
- number of sold tickets (prepaid or on the spot)
- number of tickets/entry passes paid by the exhibitor or a third party
Visitors with season tickets are calculated as financially reasonable minimum number of use of the tickets (price of season ticket divided by the price of the respective single ticket).
Number of family tickets sold - whenever relevant - are calculated as 4 visitors.
I./1.2. Other identified visitors
Persons arriving with vouchers, registration cards or similar valid free passes, tickets can be counted as visitors only if evidence is available (e.g. serial numbered control slips or the registration cards).
Persons entering the exhibition with permanent passes (e.g. annual complimentary cards or VIP passes) can only be considered as visitors if evidence is provided for the visit (e.g. special registration slip).
I./1.3. Number of visits
In case of verifiable conditions repeat visits and consequently total number of visits may be calculated on evidence (e.g. serial numbered control slips or electronic entry system reports). Total number of visits is the sum of the total number of single visits and of the total number of repeat visits.
In case no verifiable conditions apply the total number of visitors and the total number of visits shall be the same.
I./1.4. Other
Persons visiting an exhibition/fair without evidence provided cannot be considered as visitors.
Person buying tickets or pre-registering e.g. through Internet but not entering the gates/visitor control system shall not be counted as visitors.
I./ 2. ATTENDANCE
The exhibition organizer may establish statistics for total attendance at the exhibition/fair. The number of total attendance equals to the sum of total number of visitors, the number of persons entering with exhibitor passes, speakers, media representative.
Exhibitor passes issued can be considered as 1 attendee - irrespective whether they were issued free or sold. The organizer must provide evidence for the auditor about process of exhibitor pass system. Service staff member passes (e.g. host/hostess or stand service) are not considered.
I./ 3. Qualitative visitor data
I./3.1. Foreign visitors
Number of foreign visitors can be established either by direct evidence: tickets/passes sold/given out at special counters/gates for foreigners, filled in-registration cards with evidence of the foreign origin of the visitor or indirectly, through representative visitor surveys.
I./3.2. Trade visitors
Number/percentage of trade visitors can be obtained through processing of the registration cards or representative visitor surveys.
I./3.3. Other specific data
Other specific data on the quality of the visitors like age groups, decision-making capacity etc. can also be obtained through processing of the registration cards or representative visitor surveys.
I./ 4. Control of visitor data
Number of sold tickets are established on the basis of cash counter records of the organiser. Tickets should be issued with serial numbering.
Number of registration cards/vouchers is to be established through actual count and recorded in relevant documents.
Number of revisits is to be established through actual count of the control slips and other documents or on basis of relevant report from the electronic entry system.
Control of the qualitative figures should be performed through inspection of the evidences available - gate entry records, registration cards, visitor survey questionnaires and reports etc.
Financial records/cash box reports/relevant documents shall be subject to control by the auditor.
In case representative survey serves as base of qualitative data the auditor shall specify the method of it in its report.
II. EXHIBITORS
II./1. Quantitative data
II./1.1. Number of exhibitors
Whoever rents an autonomous, separable and paid-up area unit (a stand) where people are employed exclusively by himself to offer goods and/or services in his own name for the entire duration of the exhibition/fair can be considered an Exhibitor - irrespective of the branch or product classification. The organiser of the exhibition issues an invoice on him.
Co-exhibitors at an exhibitor's stand - or participants at a collective stand a- re also considered as exhibitors for statistical purposes if they exhibit their own goods employing their own personnel on the exhibitor's stand or at a common stand organised by a collective stand organiser and their autonomy can be undoubtedly recognised even without physical separation. These companies are considered as exhibitors regardless that the invoice is being issued on the exhibitor or on a collective stand organiser. The nature of the participation and the identity of each exhibitor at the stand should be undoubtedly clear from the application form sent to the exhibition organiser.
A collective stand organiser itself should be considered as an exhibitor only if it is undoubtedly clear from the common stand plan that the collective stand organiser also disposes of an autonomous stand segment with at least one open side towards the visitors to carry out his own marketing activity.
When an exhibitor has more than one stand within an exhibition branch (product group) only counts as one exhibitor. In case it exhibits at more than one branch (product group) it can be counted according to the number of branches where it rents stands.
Service companies, authorities, associations, institutes, media companies who rent/contract exhibition space (stand) and they offer their services which are relevant to the theme of the exhibition are also considered as exhibitors.
A company who does not attend the exhibition (although it rented a stand) is not considered as exhibitor.
II./1.2. Transparency of the calculation
Further to exhibitors no other categories like sub-exhibitor, co-exhibitor, non-direct exhibitor, indirect exhibitor should be used in the statistical publications.
II./2. Nationality
II./2.1. Nationality of the exhibitor
Nationality of the exhibitor should be undoubtedly clear from the application form sent to the exhibition organiser. The nationality of the exhibitor is the country which is mentioned in the application form.
Nationality of a domestic multinational company shall be registered under “multinational” as a sub-category of domestic exhibitors.
II./2.2. Statistics on the exhibitors
The number of the exhibitors can be broken down into domestic and foreign exhibitors.
II./2.3. Multinationality
Within domestic exhibitors the number of exhibitors can separately counted as multinational exhibitors and non-multinational exhibitors as sub-categories. (see classification/definition in Section V. of the present Auditing Rules)
II./2.4. International exhibitors are considered as sum of foreign exhibitors and multinational exhibitors.
II./3. Control of the exhibitor data
Exhibitor data is to be controlled on the basis of application forms, contracts, agreements, invoices and relevant computer printouts. These documents shall give evidence to the qualitative figures as well.
The total number of participating countries can also be declared where the country of the organiser/location of the event is also included.
Other statistics on available qualitative data can also be made public (like trader or manufacturers or loyalty of the exhibitors) but they should be subject of control and verification (statistics audit) beyond the present Regulation.
III. EXHIBITION SURFACE
III./ 1. Exhibition surface
Exhibition surface and stand data are given in square meters.
III./1.1. Total contracted space
Total contracted space is the total territory of exhibition stands rented/contracted by exhibitors (as invoiced to or rendered under agreement to the exhibitors) and which is occupied by the exhibitors for the entire duration of the exhibition.
III./1.2. Special show space
Special show space is an exhibition space (net sq. m.) where performances, shows, lectures, contests (e.g. stage) are held, if this activity relates/covers/promotes the theme of the exhibition, and which space is independent of any single exhibitor.
III./1.3. Total net exhibition space
Total net exhibition space includes the total contracted space (as per Point III./1.1.) and the total special show space (as per Point III./1.2.)
III./1.4.Special regulations
The contracted space of a collective (common) stand can be calculated in total (the rented space according to the invoice) or as added up exhibitor-by-exhibitor (according to the stand plan if this completely equals the space invoiced to the collective stand organiser). Multi-storey stand space is to be calculated as per the invoice.
III./ 2. Qualitative exhibition space figures
III./2.1. Contracted space
Contracted space as well as special show space can be broken down into
Indoor space - t.i. rented/built in exhibition halls
Outdoor space - t.i. rented/built in open area of the exhibition compound.
as well as
domestic (rented/contracted to non-multinational),
domestic (rented/contracted to multinational) and
foreign (rented to foreign entity incl. embassies etc.)
III./2.2. Total gross exhibition space
Gross exhibition space can be calculated also for gross area occupancy of the exhibition compound. Such data shall be communicated only by members in their capacity as exhibition centres.
III./2.3. Definition of indoor space: when exhibition space rented, contracted to exhibitors is in halls, tents, or similar: basically when visitor passes by between stands in covered environment.
III./ 3. Control of exhibition space data
The total net exhibition space is to be controlled on the basis of invoices and agreement documents (contracted space) and on the basis of the hall/open area occupancy plans (floor plans) of the organiser (for the special show space).
These documents shall give evidence to the qualitative figures as well.
IV. THE PUBLISHING OF EXHIBITION DATA
The publishing of exhibition data must be undoubtedly clear in definitions and content.
Definition of the present Rules should be used only when fully complying with the content of this Rules.
In no case should number of visitors be mixed up with total attendance, nor gross exhibition space be indicated/made public in a way to create confusion by exhibition organiser.
V. MISCELLANEOUS
For statistical purposes domestic exhibitors can be broken down by multinational exhibitors and non-multinational exhibitors.
„A multinational is an enterprise with substantial local operations in several countries. Generally, any company or group that derives an important portion of its revenues from operations outside of its home country may be considered a multinational. A multinational exhibitor is one representing a multinational company.”
Original agreement made in Brno, on April 24, 1997.
Last updated in Bucharest, on March 27, 2015.
VI. Enclosures
Audit Report input table 2021/I.
Audit Report output table 2021/I.
………………………………………………………
Chapter II. Hybrid exhibitions, fairs, events
(This Chapter intentionally relates to hybrid events bearing – or willing to bear – UFI Approved Event or UFI Approved International Event acknowledgement)
II/A. Definitions and procedures of Hybrid event (offering physical and digital components).
Hybrid event is an exhibition/fair where the organizer facilitates (under the same title) mixed physically participating exhibitors and visitors as well and where some exhibitors are physically not participating at the exhibition’s terrain, only use electronic virtual means to present their products, offers digital access for visitors to their supply / contacts and they rent the organiser’s special, dedicated virtual package for this type of participation.
THE DEFINITIONS AND PROCEDURES OF STATISTICS AND AUDIT OF PHYSICAL COMPONENT OF THE HYBRID EVENT REMAIN UNCHANGED AND CALCULATED AS IN CHAPTER I.
II. B. Virtual VISITORS
Virtual visitors are those who do not participate physically the hybrid event, obtains online access to visit and makes at least one access to the event.
Visit counts as visit only if it happens during the declared opening hours (UFI says as “when synchronous interactions between visitor and exhibitor can take place”). That is when the virtual exhibitor can real-time communicate (eg. chat) with the visit.
II. B./ 1. Quantitative visitor data
Number of virtual visitors is calculated on electronic evidence – t.i. individual unique identifier needed
II. B./1.1. Paying virtual visitors
Number of paying visitors is established through financial evidence: number of sold virtual visitors tickets either directly to visitors or through purchasing agents and or by exhibitors.
Virtual visitors with season tickets (multiple access) are calculated as one visitor regardless the actual number of access.
II. B./1.2. Other identified virtual visitors
Persons accessing with free registration (having obtained online access by the organizer (or its subcontractor) can be counted as visitors only if evidence is available (t.i. individual unique identifier needed) and its (at least one) access is electronically verified.
II. B./1.3. Number of virtual visits
Total number of virtual visits is the sum of the total number of single visits (paid and unpaid), repeat visits are not calculated.
II. B./1.4. Total number of visitors of a hybrid event
When an organizer offers visitor the opportunity to attend both the digital and physical part of the event, counts should be provided as follows (separately):
i. those unique visitors who attend only the digital event;
ii. those unique visitors who attend only the physical event;
iii. If available, the unique visitors who attend both the digital and physical event;
iv. i.e. an unduplicated count of both sets of visitors (net visitor number).
II. B./ 2. ATTENDANCE
The exhibition organizer may establish statistics for total attendance at the exhibition/fair. The number of total attendance equals to the sum of total number of visitors (B/1.4), plus the number of persons entering with physical exhibitor passes, speakers, media representative.
Virtual exhibitors also virtual speakers are strictly calculated as one attendee in this respect.
II. B./ 3. Qualitative visitor data
II. B./3.1. Internationality of visitors
International visitors can be broken down to number of foreign visitors at the physical event, and the non-domestic virtual visitors (ascertained by the individual unique identifiers)
II. B./ 4. Control of visitor data
Number of sold tickets are established on the basis of cash counter records of the organizer, the organiser’s proof of evidence on the electronic sales of tickets and the roaster of the virtual access permits (relevant individual unique identifiers).
Number of registration cards/vouchers of the physical event is to be established through actual count and recorded in relevant documents.
Number of revisits is to be established through actual count of the control slips and other documents or on basis of relevant report from the electronic entry system.
Number and internationality of the virtual visitors/visits should be established through detailed report of the organizer (and its subcontractor if any) indicating the access timing (within time frame) and nationality at the virtual visitors’ online registration.
Control of the qualitative figures should be performed through inspection of the evidences available - gate entry records, registration cards, visitor survey questionnaires and reports etc.
Financial records/cash box reports/relevant documents shall be subject to control by the auditor.
In case representative survey serves as base of qualitative data the auditor shall specify the method of it in its report.
II. C. Virtual EXHIBITORS (of a hybrid event)
Virtual exhibitors are companies, organisations, who physically not participating at the exhibition’s terrain, only use electronic virtual means to present their products, offers digital access for visitors to their supply / contacts and they rent the organiser’s special, dedicated virtual package for this type of participation.
Virtual exhibitors (or in mixed case the simultaneously physical AND digital exhibitors) – where understandably no space data, only number of exhibitors are to be calculated (duplicity should be avoided) – and in case of hybrid fair the data is to be added to the physical exhibitors’ number) (nationality as per application).
II.C. /1. Quantitative data
II.C. /1.1. Number of virtual exhibitors
Whoever rents an autonomous, separable and paid-up virtual exhibition package unit (a virtual stand) to offer goods and/or services in his own name for the entire duration of the exhibition/fair can be considered an Exhibitor - irrespective of the branch or product classification. The organiser of the exhibition issues an invoice on him.
When a virtual exhibitor separately rents also physical exhibition space (a physical stand within an exhibition) only counts as one exhibitor.
II.C. /2. Nationality
II.C. /2.1. Nationality of the virtual exhibitor should be undoubtedly clear from the application form sent to the exhibition organiser. The nationality of the exhibitor is the country which is mentioned in the application form.
Nationality of a domestic multinational company shall be registered under “multinational” as a sub-category of domestic exhibitors.
II.C. /2.2. Statistics on the exhibitors
The number of the virtual exhibitors can be broken down into domestic and foreign exhibitors.
II.C. /2.3. Multinationality
Within domestic virtual exhibitors the number of exhibitors can separately counted as multinational exhibitors and non-multinational exhibitors as sub-categories. (see classification/definition in Section V. of the present Auditing Rules)
II.C. /2.4. International exhibitors are considered as sum of foreign exhibitors and multinational exhibitors.
II.C. /3. Control of the exhibitor data
Exhibitor data is to be controlled on the basis of application forms, contracts, agreements, invoices and relevant computer printouts. These documents shall give evidence to the qualitative figures as well.
In case of hybrid fair the total exhibitor data is a combination of the physical exhibitors’ number and the number of virtual exhibitors.
The total number of participating countries can also be declared and where the country of the organiser/location of the event is also included as one.
Other statistics on available qualitative data can also be made public (like trader or manufacturers or loyalty of the exhibitors) but they should be subject of control and verification (statistics audit) beyond the present Regulation.
II. D. EXHIBITION SURFACE
II. D. /1. Exhibition surface
Exhibition surface and stand data in case of the digital component of a hybrid fair does not exist. Therefore exhibition surface is calculated only for the physical component of the fair as per Chapter I. Section ÍII.
II. E. THE PUBLISHING OF EXHIBITION DATA
The publishing of exhibition data must be undoubtedly clear in definitions and content.
Definition of the present Rules should be used only when fully complying with the content of this Rules.
In no case should number of visitors be mixed up with total attendance, nor gross exhibition space be indicated/made public in a way to create confusion by exhibition organiser.
II. F. MISCELLANEOUS
For statistical purposes domestic exhibitors can be broken down by multinational exhibitors and non-multinational exhibitors.
„A multinational is an enterprise with substantial local operations in several countries. Generally, any company or group that derives an important portion of its revenues from operations outside of its home country may be considered a multinational. A multinational exhibitor is one representing a multinational company.”
Original agreement made in Brno, on April 24, 1997.
Last updated in Budapest, November 22, 2021.
II. G. Enclosures
Audit Report input table 2021/II.
Audit Report output table 2021/II.
…………………….
Chapter III. Virtual (or digital-only) exhibitions, fair, events
III/A. Definitions and procedures of virtual exhibition, fair, event (offering only digital components)
Digital-only or virtual exhibition, fair or event is an exhibition/fair where
- the organizer facilitates only virtual (online) means for ‘exhibitors’ to present their products,
- offers digital access for visitors to their supply / contacts;
- where exhibitors rent the organiser’s special, dedicated virtual package for this type of participation;
- access for visitors is organized via online registration;
- online access to the exhibitors’ exhibits is strictly via the digital channel established by the organizer;
- access for visitors is limited time-wise to predetermined, preannounced time frame when synchronous interactions between visitor and exhibitor can take place.
III. B. Virtual VISITORS
Virtual visitors are those who obtain online access to visit and makes at least one access to the event.
Visit counts only if it happens during the pre-declared ‘opening hours’ (“when synchronous interactions between visitor and exhibitor can take place”). That is when the virtual exhibitors can real-time communicate (eg. chat) with the virtual visitors.
III. B./ 1. Quantitative visitor data
Number of virtual visitors is calculated on electronic evidence – t.i. individual unique identifier needed
III. B./1.1. Paying virtual visitors
Number of paying visitors is established through financial evidence: number of sold virtual visitors tickets either directly to visitors or through purchasing agents and or by exhibitors.
Virtual visitors with season tickets (multiple access) are calculated as one visitor regardless the actual number of access.
III. B./1.2. Other identified virtual visitors
Persons accessing with free registration (having obtained online access by the organizer (or its subcontractor) can be counted as visitors only if evidence is available (t.i. individual unique identifier needed) and its (at least one) access is electronically verified.
III. B./1.3. Total number of visitors
Total number of visitors are sum of paying and other identified virtual visitors.
III. B./ 2. ATTENDANCE
The exhibition organizer may establish statistics for total attendance at the digital exhibition/fair. The number of total attendance equals to the sum of total number of visitors (III. B/1.3), plus the number of exhibitors, speakers, media representatives registered for the event. (every exhibitor is just one attendee)
III. B./ 3. Qualitative visitor data
III. B./3.1. Internationality of visitors
The “Nationality” is determined on the basis of a visitor’s place of residence and must be stated on visitor registration forms with mention of the address abroad (individual unique identifiers). Foreign or international visits are those visits by visitors of places of residence other than the country in which the event takes place. The “country in which the event takes place” is that country which has the most visitors at the digital event. All other visitors are determined to be “international” visitors.
III. B./ 4. Control of visitor data
Number of visitors’ access is to be presented through detailed report by the organizer (or its subcontractor if any) on the registration and realized access indicating the access timing (within time frame).
Numbers of internationality of the virtual visitors/visits should be established through detailed report of the organizer (and its subcontractor if any) indicating the access timing (within time frame) and nationality at the virtual visitors’ online registration.
III. C. Virtual EXHIBITORS (of a digital event)
Virtual exhibitors are companies, organisations, who use electronic virtual means to present their products, offers digital access for visitors to their supply / contacts and they rent the organiser’s special, dedicated virtual package for this type of participation. (meeting conditions mentioned at point III/A.)
III.C. /1. Quantitative data
III.C. /1.1. Number of virtual exhibitors
Whoever rents an autonomous, separable and paid-up virtual exhibition package unit (a virtual stand) to offer goods and/or services in his own name for the entire duration of the exhibition/fair can be considered an Exhibitor - irrespective of the branch or product classification. The organiser of the exhibition issues an invoice on him.
III.C. /2. Nationality
The nationality of an exhibitor is determined by the address of the exhibiting company/organization as written on the contract with the organizer. In the case of an address not representing the true nationality of the exhibitor, the organizer may accept the nationality mentioned by the exhibitor on a self-declaration. A declaration by the Organizer alone is not acceptable. Where a doubt may exist about the nationality of an exhibitor, the exhibiting company’s/organization’s headquarters should provide a declaration stating that the subsidiary is acting on its behalf. To determine the national or international status of an exhibitor for an only digital event, when the count of exhibiting companies yields companies from more than one country, an “international” event may be occurring. The country from which the most visitors come shall be considered “national”; using the address of the exhibiting company/organization, exhibitors from that country will be declared to be “national”. Exhibitors coming from all other countries shall be considered ‘international”.
Nationality of a domestic multinational company shall be registered under “multinational” as a sub-category of domestic/national exhibitors.
III.C. /2.2. Statistics on the exhibitors
The number of the virtual exhibitors can be broken down into national and international exhibitors.
III.C. /3. Control of the exhibitor data
Exhibitor data is to be controlled on the basis of application forms, contracts, agreements, invoices and relevant computer printouts. These documents shall give evidence to the qualitative figures as well.
The total number of participating countries can also be declared and where the country of the ‘national’ established as point III.C. /2.1. is also included as one.
Other statistics on available qualitative data can also be made public (like trader or manufacturers or loyalty of the exhibitors) but they should be subject of control and verification (statistics audit) beyond the present Regulation.
III. D. EXHIBITION SURFACE
Exhibition surface calculation in case of the digital fair does not exist.
IV. THE PUBLISHING OF EXHIBITION DATA
The publishing of exhibition data must be undoubtedly clear in definitions and content.
Definition of the present Rules should be used only when fully complying with the content of this Rules.
In no case should number of visitors be mixed up with total attendance, nor gross exhibition space be indicated/made public in a way to create confusion by exhibition organiser.
V. MISCELLANEOUS
For statistical purposes domestic exhibitors can be broken down by multinational exhibitors and non-multinational exhibitors.
„A multinational is an enterprise with substantial local operations in several countries. Generally, any company or group that derives an important portion of its revenues from operations outside of its home country may be considered a multinational. A multinational exhibitor is one representing a multinational company.”
Original agreement made in Brno, on April 24, 1997.
Last updated in Budapest, November 22, 2021.
V. Enclosures
Audit Report input table 2021/III.
Audit Report output table 2021/III.