Exhibitor Manual ECSS Malmö 2015

Exhibitor Manual
20th Annual Congress of the European College of Sport Science
ECSS Malmö 2015
24th – 27th June 2015
Malmö - Sweden
Contents
1.
Important deadlines ......................................................................................................................... 3
1.1 Terms of payment exhibition space and sponsorship items ..................................................................... 3
1.2 Company Logo
Deadline: 1st May 2015 ............................................................................ 3
Deadline: 1st May 2015 .................................................... 3
1.3 Advertisement final programme
1.4 Exhibitor registration and badges
Deadline: 22nd June 2015....................................................... 3
1.5 Accommodation ........................................................................................................................................ 3
1.6 Congress bag insert (3000 copies)
2.
Deadline: 19th June 2015............................................................... 4
Stand building .................................................................................................................................. 4
2.1 Accessibility ............................................................................................................................................... 4
2.2 Guidelines when planning your stand: ...................................................................................................... 5
3.
General Information exhibitors ......................................................................................................... 5
3.1.1 Build-up and decoration of the stand .................................................................................................... 5
3.1.2 Opening hours of the exhibition............................................................................................................. 6
3.1.3 Dismantling ............................................................................................................................................. 6
3.2 Cleaning ..................................................................................................................................................... 6
3.3 Demarcation lines ...................................................................................................................................... 6
3.4 Gangway access ......................................................................................................................................... 6
3.5 Electricity ................................................................................................................................................... 6
3.6 Catering ..................................................................................................................................................... 6
3.8 Internet / WIFI ........................................................................................................................................... 6
3.9 Storage of goods at the venue .................................................................................................................. 7
3.10 Liability..................................................................................................................................................... 7
4.
Suppliers .......................................................................................................................................... 7
4.1 Malmö Mäss Service (MMS) Exhibitor Service .......................................................................................... 7
4.2.1 Payment options in the web shop:......................................................................................................... 7
4.2.2 Contact ................................................................................................................................................... 7
4.3 Shipping of equipment and goods in advance .......................................................................................... 8
4.4 On-site procedure...................................................................................................................................... 8
5. Important Contact details .................................................................................................................... 8
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1. Important deadlines
1.1 Terms of payment exhibition space and sponsorship items
The invoice sent to you for the reservation of your exhibition space / sponsorship item(s) must be paid in full
by the date of payment stated on your invoice. In case payment modalities are not fulfilled in time, the
organisers reserve the right to cancel the exhibition space and sponsorship item(s).
Deadline: 1st May 2015
1.2 Company Logo
For production of congress material in print e.g. final programme, please send a vector format file, preferably
EPS, including your company logo to [email protected]
1.3 Advertisement final programme
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Deadline: 1st May 2015
Please send your colored artwork to [email protected] by 1 May 2015. Specs for the artwork:
LANDSCAPE format; A4 - 297 mm by 210 mm; minimum resolution: 300 dpi; no bleed; no crop marks
1.4 Exhibitor registration and badges
Deadline: 22nd June 2015
As an exhibiting company at ECSS Malmö 2015, you qualify for one free registration per 6 m², providing you
access to all functions, coffee breaks and lunches. A minimum of two registrations per exhibitor will be
provided.
To avail you of the free registrations, each company representative needs to create an ECSS account on
https://www.ecss.de/ASP/MOBI/MobiLogin.asp or login to his/her existing account from previous ECSS
congresses. Please report back the account IDs of your delegates to [email protected] so that ECSS
can register you for the congress. If you have exceeded the number of free delegates it is possible to register
a maximum of four additional delegates. However, any additional registration is to be purchased at a
registration fee of € 250,-. The additional delegate from your company wishing to attend the exhibition needs
to undergo the same procedure as described above. Please pick up your congress badge on Wednesday,
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24 June 2015 at the registration desk.
Please note, badges will NOT be mailed in advance.
1.5 Accommodation
The ECSS and MCI Scandinavia have negotiated a large number of hotel rooms at attractive rates in several
categories of hotel ranging from budget to 4 star hotels. These rates are only available through the congress
website. You will find that all of these hotels offer quality lodging including breakfast. Most hotels have car
park facilities. The majority of the hotels are located within walking distance to the congress venue. Please
follow the link below for details and rates:
Book you room here
https://b-com.mci-group.com/Registration/150702ECSS.aspx
Copenhagen Airport - Københavns Lufthavn, Kastrup is the major airport for both Copenhagen, Denmark and
Malmö, Sweden. Accessibility to and from the Copenhagen Airport is by taxi or bus right in front of the
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entrance and from the railway station beneath Terminal 3 where the trains connects you most convenient to
Malmö.
The Star Alliance™ member airlines are pleased to be appointed as the Official Airline Network for the
European College of Sport Science – ECSS Malmö 2015. Save up to 20% on travel with the Star Alliance™
Network.
Further information here http://ecss-congress.eu/2015/15/index.php/travel-and-accommodation/travelinformation
1.6 Congress bag insert (3000 copies)
Deadline: 19th June 2015
(We will inform you well in advance in case 3.000 copies will not be sufficient anymore)
All material to be included in the congress bags has to be sent to Malmö Live Congress center to arrive on the
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19 June, latest the 22 June
Delivery address:
Malmö Live Congress
Dag Hammerskjölds Torg 2
Malmo 211 18,
Sweden
Please label your packages as follows:
 ECSS Malmo 2015 – 24-27 June
 Your company name
 ATT: Steffen Neubert
 Multiply packages: 1/4; 2/4; 2/4; 4/4 etc.
Packages delivered after the deadline cannot be considered.
Please note: ONLY packages including congress bag inserts can be sent directly to the hotel. All other
packages must be send to the warehouse as described in 3.9.
2. Stand building
If you have booked a exhibition space at ECSS Malmö 2015, please note, that exhibition space is excluding
stand construction. It is possible to bring your own construction or order a complete stand package, and
furniture, decoration etc. through Malmö Mäss Service (MMS) web shop. Details to be provided in 4.1.
2.1 Accessibility
Due to security reasons any person to enter the exhibition area during construction and dismantling needs to
wear a name badge. Therefore, please send an e-mail to [email protected] including name and
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company of the person who needs to have access to the exhibition area on the 23 June 2015 for
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construction and on the 26 June 2015 for dismantling.
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DEADLINE for e-mailing names is Friday 19 June.
If you have appointed a contractor to build your stand, please ensure that we have their names and company
for name badges.
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Please note that constructor badges will be available from 23 June at 8.00 only until the opening of the
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exhibition (24 June at 10.00). Please bring picture ID to have a badge handed out onsite.
2.2 Guidelines when planning your stand:
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Put the name of your company and stand number at each open front of the stand. This will enable
visitors to identify your stand easily. Can be purchased in the web shop – see 4.1
It is advisable to have a reasonable amount of light on your stand, either to highlight your
products or simply to make the stand more inviting to passing visitors.
The stand structure may not exceed 2.50 meters in height. If you have special request in this
regard, please send an e-mail to [email protected]
You may have a ceiling as part of your stand as long as the construction meets the fire
regulations.
Ceilings may be seen from higher floors and therefore all ceilings must have a decorative finish.
In order to achieve a pleasant view of the exhibition, the organiser may demand changes to the
finish of the ceilings even though this might involve costs to the exhibitor.
If a stand wall exceeds the height of an adjoining stand, the exhibitor of that specific wall is
responsible to make sure that back walls facing other exhibitors and open areas are to be clad
and finished with white paint or cloth. The back of these walls cannot carry any advertisement,
company name or company logo.
ECSS Malmö 2015 reserves the right to have these removed or restored at the cost of the
exhibitor.
It is prohibited for any part of your stand or exhibits to project onto the gangways or onto an
adjacent stand.
If you have appointed a contractor to build your stand, please ensure they have details of the
build-up and dismantling times and make sure they bring proper identification to identify with the
Hall Chief.
Please adhere to all regulation for build-up and dismantling of your stand available in this exhibitor
manual.
Please read carefully all exhibition regulations stated in the exhibitor manual as well as the
general information in order to make sure you adhere to it all. This will also avoid disappointment
on-site.
During opening hours of exhibition, exhibitors are obliged to attend their stand.
Exhibitors are advised to make their own arrangements with regard to insurance.
At any time you are responsible for all your valuables. The exhibition will be situated in the Malmö
Live Congress Center and the area is directly accessible from the hotel. Outside of opening hours
we recommend you to bring all your valuables with you.
For build-up and dismantling, it is mandatory to wear a constructor name badge. Please send an
e-mail to inform in advance who will need to get a badge – please e-mail to [email protected]
3. General Information exhibitors
3.1.1 Build-up and decoration of the stand
Build-up and construction of stands:
Exhibitors can access:
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Tuesday 23 June 2015
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Tuesday 23 June 2015
10.00 - 15.00
15.00 - 20.00
Please note: it is not allowed to build up or dismantle a booth outside of the official hours.
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(Free constructor badges, only valid on Tuesday, 23 and Friday 26 - will be available from the exhibitors
help desk in the exhibition area.
3.1.2 Opening hours of the exhibition
Wednesday 24
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Thursday 25
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Friday 26
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10.00 – 16.30
10.00 – 16.30
10.00 – 16.30
19.30 – 20.30 Opening reception
The stand must remain open with exhibits on display during exhibition opening hours.
3.1.3 Dismantling
Friday 26th June 2015 from 19.30 – 02.00
Please note, it is not allowed to build up or dismantle a stand outside of the official hours.
3.2 Cleaning
Exhibitors are responsible for their own stand clean and tidy during the exhibition. If you wish extra stand
cleaning, please send an e-mail to: [email protected]
3.3 Demarcation lines
All exhibitors must show strict observance of the demarcation lines of the exhibition area, marked on the hall
floor. It is strictly forbidden to display any information outside your stand without the explicit approval from
ECSS.
3.4 Gangway access
It is imperative that exhibitors and contractors are aware that gangways adjacent to their stand are kept clear
during buildup and dismantling. This is to allow access for any emergency as well as to enable other
exhibitors’ access to their stands.
3.5 Electricity
Your stand space includes one power connection 10A. If you require additional electricity we refer to the MMS
web shop (4.1).
3.6 Catering
The Venue, Malmö Live has their own exclusive catering department that manages all catering in-house. If
you wish to order catering for your stand, please send an e-mail to: [email protected]
Two months in advance of Malmö ECSS 2015, we will send you an order form by e-mail.
Please note, that it is not allowed to bring your own catering.
3.8 Internet / WIFI
ECSS Malmö 2015 and Malmö Live will provide WIFI internet for basic needs. If you plan to use the internet
for heavy downloading or presentation of demos / videos, we advise you to use a wired connection (LAN).
Available in the web shop – see 4.1
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3.9 Storage of goods at the venue
We advise you to contact the official logistic partner Malmö Mäss Service (MMS) for planning your shipping of
all goods such as the full stand construction and/or other packages. MMS will store it in their warehouse and
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bring it to the venue on the 23 June 2015 and will return it to the ware house on the 26 June 2015. Price is
SEK 200 pr. pallet pr. way excl. VAT.
If you require a forklift for unloading and loading, please contact MMS by e-mail. They will arrange this
through their storage. You will be invoiced for the forklift and the transport to Malmö Live. Malmö MässService will not take any responsibilities for custom duties, VAT or other taxes
Email: [email protected]
3.10 Liability
In renting a stand space, the exhibitor becomes liable for harm to staff and equipment. Companies agree that
neither the hosting venue, Malmö Live nor the ECSS assume any liability whatsoever. Companies are
requested to make their own arrangements in respect of insurance for the stand and staff members.
4. Suppliers
4.1 Malmö Mäss Service (MMS) Exhibitor Service
All extra services can be ordered through the Malmö Mäss Service (MMS) web shop. Pictures and prices will
be provided there.
Your stand space includes one power connection 10A. Please order if you need walls, light, furniture, carpet
etc.
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Deadline for discounted prices: 25 May 2015.
Click here for the online web shop:
English Version - http://www.mass-service.se/ECSS.gb
Swedish Version - http://www.mass-service.se/?p=3511
MMS offers among others, the following items:
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Shell scheme
Stand design
Electricity
Computers and internet
Audio and video
4.2.1 Payment options in the web shop:
Invoice will be sent to you after order and must be paid before the exhibition start. If you order anything on site
you need to pay directly with credit card. Cards accepted: VISA or MasterCard.
4.2.2 Contact
For questions contact Lena Rosén Persson
E-Mail: [email protected]
Phone: +46 40 30 67 20
Direct: +46 40 642 99 00
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4.3 Shipping of equipment and goods in advance
The Malmö Live Congress Center is a brand new venue, being built at the time of writing this manual. To
ensure a smooth and effective building up of the exhibition area, all goods for the exhibition needs to be
shipped directly to the warehouse of Malmö Live for storage until the build-up. In particular this will be
enforced if your shipment contains the construction parts of the stand.
4.4 On-site procedure
During build up and the congress it is possible to place last minute orders at the event desk which is situated
at the entrance / registration of the ECSS Exhibition area.
Please note: It is only possible to pay by credit card: Cards accepted are VISA or MasterCard
5. Important Contact details
ECSS Exhibition Management
Phone: +49 221 9626 2776
Fax: +49 221 9626 2779
E-Mail: [email protected]
Congress Venue
Malmö Live Congress
Dag Hammerskjölds Torg 2
Malmo 211 18
Sweden
Contact person: Pernilla Gladh Hansson
Exhibition Service
MCI Copenhagen
Phone: +45 2078 2800
E-Mail: [email protected]
Shipping address for packages and large goods
Malmö Mäss Service AB
Lockarpsvägen 10
238 41 Oxie
Sweden
Phone: +46 40 30 67 20
Direct: +46 40 642 99 00
E-Mail: [email protected]
Homepage: www.mass-service.se
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