| Exhibition Statistics Auditing Rules |
| (Member's agreement of April 24, 1997, last amended on September 8, 2005) |
| Exhibition Statistics Auditing Rules |
| In order to ensure the availability of internationally acknowledgeable and transparent exhibition data 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. |
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
Number of exhibitor tickets/passes cannot be taken as visitors irrespective whether they were issued free or sold.
Persons visiting an exhibition/fair without evidence provided cannot be considered as visitors. |
| I./ 2. |
Qualitative visitor data |
| I./2.1. |
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./2.2. |
Trade visitors
Number/percentage of trade visitors can be obtained through processing of the registration cards or representative visitor surveys. |
| I./2.3. |
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./ 3. |
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/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.
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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 or another's 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 are 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 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 who rent 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.
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| II./1.2. |
Represented companies
Represented companies offer their goods/services at/through the stand of an exhibitor - who is being invoiced at the exhibition and who usually commercially represents them.
Further conditions to this category:
- The identity with the full address of the represented company should be undoubtedly clear from the application form sent by the exhibitor to the exhibition organiser.
- The represented company can be mentioned in the exhibition catalogue only under or with reference to the exhibitor's name and/or exhibition stand or in separate part of the catalogue listing only the represented companies.
- No other exhibitor has been asked to represent him at the event.
A company does not count as a represented company whose goods and services are only presented in the form of brochures or other printed matter. |
| II./1.3. |
Transparency of the calculation
Further to exhibitors and represented companies no other categories like sub-exhibitor, co-exhibitor, non-direct exhibitor, indirect exhibitor should be used in the statistical publications.
In no cases should the number of the represented companies be added to the number of exhibitors.
|
| II./ 2. |
Qualitative exhibitor data |
| II./2.1. |
Business classification
An exhibitor/represented company is a manufacturer if the goods exhibited at the stand are exclusively or mainly manufactured by the exhibitor/represented company and only in case the classification can be duly made out of the application form. |
| II./2.2. |
Nationality |
| II./2.2.1. |
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. |
| II./2.2.2. |
Nationality of the represented company
Nationality of the represented company should be undoubtedly clear from the application form sent to the exhibition organiser. The nationality of the represented company is the country which is mentioned in the application form. |
| II./ 3. |
Control of the exhibitor/represented company data
Exhibitor data is to be controlled on the basis of application forms, invoices and relevant computer printouts, represented company data under the application forms being also properly processed. These documents shall give evidence to the qualitative figures as well. |
| II./ 4. |
Statistics on the exhibitors/represented companies
The number of the exhibitors can be broken down into foreign exhibitors and domestic exhibitors.
The number of the represented companies can be broken down into foreign and domestic represented companies.
The total number of participating countries is also to be declared where the country of the organiser 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 shall not be subject of control and verification under 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 by exhibitors (as invoiced to the exhibitors) 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.
Represented companies may not have exhibition space data. |
| III./ 2. |
Qualitative exhibition space figures |
| III./2.1. |
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 the open area of the exhibition compound. |
| 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./ 3. |
Control of exhibition space data
The total net exhibition space is to be controlled on the basis of invoices (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.
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IV. THE PUBLISHING OF EXHIBITION DATA |
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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 gross exhibition space be indicated/made public in a way to create confusion by exhibition organiser.
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Made in Brno, on April 24, 1997.
Updated in Nitra, on September 8, 2005. |
© 2005 CENTREX - International Exhibition Statistics Union
Last Updated: 9/8/2005 |
