Exhibitor Manual

Quick Reference

Venue: Windsor Oceanico Hotel, Rua Martinho de Mesquita, 129, Barra da Tijuca, Rio de Janeiro, Brazil
Exhibition Area: Windsor Oceanico Convention Center, Americas Ballroom, level -2
Set up: see table below - must be completed by 1:00 pm on Sunday, 17 January.
Exhibition Dates: 17-20 January 2027
Registration and exhibition opens: Sunday, 17 January, 1:00pm.

Exhibition Timetable

Building your own booth

If you plan on building your own booth and do not require the provided furniture above, please provide layout plans and material information to Ana Baglioli by 27 November 2026.
For Health & Safety reasons CRU will need to ensure the design and materials being used are approved by the Fire Marshall ahead of the conference.

We recommend contacting one of the following suppliers to help with your project:

• LingCom Events: Paula Amatore
• Sky Expo: Boris Bijelic
  

Graphics for your Booth

Our exhibition supplier LingCom Events will provide printing for the backwall and counter; this is included in your exhibition package.

Please provide artwork for the backwall and your company logo in high-resolution PDF or TIFF format, at actual size (3m x 2.35m - bleed?? >>>>>>>>>>>) by 4 December 2026.

Furniture

Your package includes one round table (90 cm in diameter) and four chairs. To order additional furniture, please refer to the furniture catalogue.

TVs for Booth

Rental rates are as follows:

43” TV: US$70 + VAT per day
51” TV: US$90 + VAT per day
65” TV: US$200 + VAT per day

Submit Your Requests

To submit artwork, order additional furniture, or request TV rentals, please complete the contact form below or contact Paula Amatore.

fill out the contact form

Interactive Exhibition & Sponsorship Add-On Packages  

Enhance your presence and drive traffic to your booth by hosting an Interactive Food & Beverage Station, complete with custom branding, dedicated agenda highlighting, and on-site recognition. Check the exhibition manual for full details to maximize your presence. View your options here.

Brochure Printing

Please contact Paula Amatore if you wish to print brochures locally – which is advisable with customs issues that can be faced in Brazil.

Important Information and Actions Required

SEFAZ Booth Licence

Each exhibitor at FLA 2027 is required to obtain a SEFAZ licence, which confirms that no goods will be sold from their booth. To streamline this process, we will apply for the licence on your behalf.

What You Need to Do:

• Fill out highlighted sections and sign your prefilled form HERE. The signature/responsible name can be provided by either the contract signee or the individual attending the booth onsite.
• Provide a copy of the passport of the signee. This is a legal requirement from the Brazilian authorities.

Important Note:

• The SEFAZ licence must be visibly displayed at your booth during the event, as authorities may conduct spot checks.
• We will provide the licence to you on the setup day.

LSAT Tax for Food and Beverages

If you plan to serve food or beverages at your booth - whether sourced from the hotel or an external supplier - an additional LSAT tax will apply and can take up to 45 days to be issued.

You are responsible to cover any tax related to any food or beverages served at your booth.

Action Checklist

1. Return sign the attached SEFAZ licence form
2. Attach a copy of the passport of the signee.
3. Inform us if you plan to serve food or beverages at your booth, so we can provide detailed information and connect you with the appropriate resources to handle the LSAT tax payment.
   

Please return form, passport copy and inform us of any catering at your booth by emailing [email protected]  as soon as possible, latest 27th November.

Shipping & Storage

Shipping to Rio de Janeiro involves complex customs and logistics requirements. CRU recommends using our preferred logistics partner to minimize complications.

Logistics Support

More Events Logistics Ltd

• David Leigh & Dan Flower
• Email: [email protected] 

More Events Logistics can ship items to and from Rio de Janeiro, store freight in their warehouse before and after the event, and advise on the best shipping methods for Brazil.

Courier Shipments
All courier shipments (FedEx, DHL, TNT, etc.) require a Brazilian importer. If you don't have a local office, contact More Events Logistics Ltd for assistance.

Restricted Items
The following require Brazilian government permits: foodstuffs, seeds, grains, beverages, chemicals, textiles, and leather. Other items may also have restrictions - contact David Leigh for advice.

Advance Deliveries
Hotels do NOT accept advance shipments. If using a local supplier, More Events Logistics Ltd offers a warehouse option: your supplier delivers to their local warehouse pre-event, and they handle transport to the venue during official setup (handling charge applies).

Customs Clearance
All incoming shipments must clear customs. When using courier companies, instruct them to add DDP (Delivered Duty Paid) to documentation and provide POA (Power of Attorney) for customs clearance. DDP ensures all import costs and risks are paid upfront.

Important: CRU Events, More Events Logistics Ltd, and the venue will not cover customs clearance costs. Failure to arrange DDP may result in late or non-delivery. You are responsible for all customs documentation and return shipping.

Storage
You may store small items under your exhibition table. For larger items, contact More Events Logistics Ltd. The venue cannot store empties.

Accommodation

We have preferential rates at the Windsor Barra and Tower Hotels ranging from R$645,00- R$890+taxes per night/single occupancy.

*cut-off date of 16 December 2026, unless rooms sell out before
**rates on pre and post conference dates may differ as per hotel's availability

Our preferential rate at Windsor Oceanico is now sold out.

book your room online here

Please note that you should only book your room via the above-mentioned link. If you book directly with the hotel through their website or a travel agent, the group rate and cancellation policies will not apply, and CRU will not be able to assist in case of any problems with your booking.

Health, Safety & Security

Fire & Safety

• No chemicals or exhaust fumes are permitted.
• Machinery demonstrations require Fire Marshal approval. Please email Ana Baglioli by 27 November 2026 with: name, company, address, and insurance certificate.

Security & Insurance

• Remove valuables from your exhibition stand daily as the area will not be locked.
• CRU Events and the venue are not responsible for loss or damage.
• Please ensure that you have the relevant insurances: legal liability, injury/damage claims, event cancellation/curtailment.
  

Key contacts

Privacy Policy

• CRU Events does not share delegate information with third parties. Data is held for registration purposes only.