Exhibitors` Manual

EUROGIN 2013
Florence, Italy
EXHIBITORS' MANUAL
1
INDEX

Conference Venue information………………………………………………………….
Pag. 3

Conference Venue location/acess…………………………………………………
Pag. 4

General Information…………………………………………………………………………..
Pag. 7
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Acces to Exhibition Area and lifts………………………………………………………
Pag. 8
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General Exhibit Regulations……………………………………………………………….
Pag. 9
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Forwarding Agent / Storage……………………………………………………………….
Pag. 11
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Booth Type…………………………………………………………………………………………
Pag. 13
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Contacts……………………………………………………………………………………………..
Pag. 14
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List of all services and supplier…………………………………………………………..
Pag. 15

Important deadlines…………………………………………………………………………..
Pag. 16
FORMS TO BE ASKED TO ORGANIZING SECRETARIAT
A. AV list
B. Mandatory Insurance
C. Furniture list
D. Exhibitor request form*
E. Technical Regulations
compulsory for customized booths
F. Safety Forms
compulsory for customized booths
G. Exporest-catering price list
H. Catering for Satellite Meetings/Symposia
I. Lunch Boxes for Auditorium
J. Exporest order form 2013
K. Handling Services Order Form
L. Palazzo dei Congressi Garden
*please use this form to finalize order of items listed in attachments A-B-C
2
CONFERENCE VENUE INFORMATION
Palazzo dei Congressi – Firenze Fiera
Piazza Adua, 1
50123 Florence
Italy
The convention centre is located in a centuries-old garden and comprises 3 buidlings, located close to each other:
- Palazzo degli Affari with the registration area and hosting the sessions of the "Italian Workshop"- Palazzo dei
Congressi (Villa Vittoria), hosting the exhibition and all major EUROGIN sessions.
This building includes the main auditorium (capacity 1,000) and most other conference rooms, positioned on 4 floors.
- Limonaia ("Lemon House"), a small unit located between the two other buildings. Some EUROGIN sessions will take
place here.
The convention centre is located right in the heart of the city, next to the main train station and can be easily
reached by foot from most hotels.
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CONFERENCE VENUE LOCATION/ACCESS
The only access possible for exhibitors will be the from the Palazzo dei Congressi Main Entrance, from Piazza Adua, 1.
The way to reach Piazza Adua, Palazzo dei Congressi main entrance is, whether they come from the North or the
South of Florence: from Viale Strozzi they have to turn right into Via Valfonda* and then left into the square Piazza
Adua - *Please note that Via Valfonda towards Piazza Adua is a fast track for buses/taxis/coaches so it might happen
that their GPS navigator apparently does not allow them to enter it BUT YOU CAN.
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IMPORTANT INFORMATION FOR ROAD TRAFFIC
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From November 1 till November 3 , there will be some circulation restrictions on Italian highways (“Autostrada” A1A11) for vehicles and combinations of vehicles for transportation of goods with total mass (authorized limit)
exceeding 7.5 ton (unloaded).
On Thursday October 31, 2013 – circulation allowed till 16.00
On Thursday October 31, 2013 - not allowed from 16.00 till 24.00
On Friday November 1, 2013 – circulation allowed from 24.00 to 8.00
On Friday November 1, 2013 – not allowed from 8.00-22.00
On Saturday, November 2, 2013 – circulation allowed
On Sunday, November 3, 2013 – not allowed from 8.00-22.00
Further information will be available: http://www.autostrade.it/en/autostrade/bloccoTE.do
There will be 2 different routes (ATTACHMENT J Palazzo dei Congressi Garden) according to your booth position and
your truck weight to un-load your material:
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Route towards the front of the Villa: for trucks over 5000 kilos (unloaded) will have to park and
unload their material, then with a forklift they can get towards the back of the Villa to go to the Passi
Perduti. This is valid also for exhibitors setting up a booth in the Salone Club or Ugo Club could stop
here as it is closer for them.
Route towards the back of the Villa where trucks (maximum 9 meters) can arrive.
Please check pag. 7 for further information
EXIT FROM PALAZZO DEI CONGRESSI
The way to exit Piazza Adua, by going straight into Via Fiume, at the end of this street turning right into the street
Largo Alinari and then Piazza della Stazione towards Via della Scala
5
GENERAL INFORMATION
ALLOCATION OF EXHIBIT SPACE
Space allocation will be made by EUROGIN, and will be considered definitely confirmed once received the full payment
only, within the time indicated in the terms of payment.
Confirmation of spaces should be done directly with EUROGIN and conference manager [email protected]
EXHIBITION SCHEDULE
The installation, show and dismantling dates for the exhibition are scheduled as follows:
Booth set-up
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November 2 , 2013 - from 8.00 a.m. to 8.00 p.m.
Exceptionally, the set-up period can be extended but this involves payment of an additional fee by the exhibitor.
If no extension has been authorized, the congress centre reserves the right to remove the exhibitor’s property from the premises
by any means and at the exhibitor’s expenses and risks. This includes the non-removal of the exhibitor’s booth or it’s elements such
as the floor, carpet...
Any installation that would damage the general aspect of the congress centre will be removed, as well as any material or substance
with unpleasant smell or any material or substance considered dangerous .
Opening hours of the exhibition
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November 3 , 2013
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November 4 , 2013
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November 5 , 2013
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November 6 , 2013
9.00 a.m. - 5.00 p.m.
9.00 a.m. - 5.00 p.m.
9.00 a.m. - 5.00 p.m.
9.00 a.m. - 1.00 p.m. (to be confirmed).
Booth dismantling
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November 6 , 2013 – from 2.00 p.m. (logistical details will follow)
Exhibitors are requested to remove their own structures, equipment and/or products before the end of the period reserved for
moving out and/or dismantling.
EXHIBITIOR REGISTRATION
For security reasons, only duly authorized personnel will be allowed to access the Convention Centre.
Please check if your reservation for exhibit space includes registrations (badges) for exhibitor personnel.
Booth builders do not need to be registered in advance for exhibitors' badges. They will obtain access upon proof of
their status upon arrival at the entrance gate of the convention centre, without any further formalityK.
CLEANING
You can order cleaning of the booth using the attachment “D-Exhibitor order form”. Cleaning service for stands, if
requested, can be provided during the congress period and includes the following benefits:
- clean-level floor with carpet cleaner,
- emptying of wastepaper basket,
- cleaning of furniture surfaces (not display materials).
The cost for the cleaning service is € 12,00 per SQM, for the whole duration of the congress.
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ELECTRICITY SUPPLY
Pre-furnished booth does not include electricity connections, and in any other booth, and will be supplied upon
demand, during the exhibition hours.
Please check attachment “C-Furniture list”, to see all the electricity connections and power supply available.
You could order electricity with the form using the attachment “D-Exhibitor order form”.
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Order requests submitted after September 15 , 2013 are not guaranteed and will be subject to an additional charge
of € 60,00. Please be informed that it might be necessary to use adaptors from US or UK to European Schuko plugs.
SPECIAL REQUESTS
Information regarding special requests for:
- Furniture
- AV
- Internet and telephone connections
- Floral services are indicated here after.
Orders for special requests must reach the Organizational Secretary’s Office before 15/9/13. Any special requests not
covered by this price list should be applied for to the Organizational Secretary’s Office directly.
CATERING
For Catering orders for you can refer directly to Gerist, tel.:+39 055 4633692 / fax: +39 0554633708, or email
[email protected], from Monday to Friday, before the beginning of the congress; during the event please call +39 055
2399990 .
You can order catering services for your booth using the attached forms “G- Exporest-catering price list” and “Jth
exporest order form 2013” (please send the forms within October 15 , 2013).
For Symposia and small satellite meetings, you can contact the catering directly, which will make a tailor-made offer,
according to the pricelist indicated in the Attachment H – and Attachment I.
PLEASE NOTE that in the main room Auditorium for satellite symposia it is only possible to use the special lunch boxes
provided (attachment I)
MANDATORY INSURANCE
1) The Compulsory Insurance is an extension of the Insurance policies of FirenzeFiera Spa for the event or
congress.
2) The Compulsory Insurance (for the Organizer and for each exhibitor’s company) is inclusive of two policy:
MARINE :
Company:
What is insured:
Period:
Sums assured :
GENERAL LIABILITY:
Company:
What is insured:
Period:
AVIVA ITALIA S.p.A
all risks stock (theft/damage)
during the transfer – setting up - during the exhibition/ congress
for theft/damages or loss € 15.500,00.- euro
AVIVA ITALIA S.p.A
each and every damages to person working during the period of the
fairs/event/congress/exhibitions and also visitors
during the setting up - exhibitions/fairs/congress - dismantling
Sums assured:
up to € 3.000.000,00
The cost for the compulsory insurance is € 90,00 + VAT per company – you are requested to complete the attached
form – ATTACHMENT “D – Exhibitor order Form” and check information on Attachment “B-Mandatory Insurance”
The total charge for insurance policies will be included in the final invoice under the item “compulsory Insurance”
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Access to the exhibition area and lifts
It is strongly recommended to use vehicles with a maximum length of 9 m. There is no weight limit but trucks with
more than 5 t will not be able to reach the most convenient unloading point at the rear of the "Villa Vittoria" building.
- access to Piazza Adua / entrance gate to the garden and convention centre
- for the itinerary to be used by trucks inside the garden (access to Palazzo dei Congressi = "Villa Vittoria"), please
refer to the separate document ("Attachment J” – Palazzo dei Congressi Garden)
The unloading point depends on the location of your exhibition booth and the size of your vehicle:
- for all booths located in the main exhibition area, the unloading point is at the rear of the "Villa Vittoria" building,
unless your vehicle's weight exceeds 5 t (unloaded). In this case unloading is in front of the Villa Vittoria, and a forklift
will be used to convey your materials to the back entrance of the building.
From the unloading point at the back of the Villa Vittoria building, you have access to a freight elevator (see
specifications below). For big elements, you need to prepare for passing several stairways to access the exhibition
area.
Exhibitors designing their own booth and using their own booth builder are requested to contact Teresa Colombo
([email protected] ) before October 15 to reserve a time slot for unloading their truck.
- for booths located in the "Intermediate area" ("Salone Club" area), unloading is in front of the Villa Vittoria building.
All materials should enter through the main entrance.
There is no lift for accessing this section and you have to prepare for passing several stairways.
ON-SITE HANDLING
In case you’ll need on-site handling request must be address to
Simona Milani: [email protected] / Tel.: +39 055 342222
For booking forklifts and handling services you can use the attached form – ATTACHMENT K
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GENERAL EXHIBITION REGULATIONS
During set up and decoration of booths, the exhibitors must comply with the following rules:
Height limits
Please check your booth number to be sure about the height limit of your booth:
Booths 1 – 18: height limit 2.50 m
Booths 19 – 21: general height limit 3.40 m, but only 2.70 at the lowest point (close to the auditorium)
Booth 22: Height limit 3.60 m.
Booth 23: general height limit 3.40 m, but only 2.70 at the lowest point (close to the auditorium). This booth is
required to leave the long, inner side (6 m, close to the auditorium) open.
Booths 24 and 25: height limit 3.40 m
Booth 26: general height limit 3.40 m, but only 2.70 at the lowest point (close to the auditorium). This booth is
required to leave the long, inner side (6 m, close to the auditorium) open
Booth 27: general height limit 3.40 m, but only 2.70 at the lowest point (close to the auditorium)
Other constraints
Booths 23 and 26 are required to leave their long, inner side (6 m, close to the auditorium) open such as not to
obstruct the view on the neighbouring booth.
Regulations
FIRENZE FIERA’s installations must be scrupulously respected, namely fire hydrants, extinguishers, PA systems,
general indicators, television circuits, and fire detectors.
On-site building is limited to assembly and erection of booths.
The following equipment is not allowed: cutting machines, welding machines, sanders and spray guns. Stands
must be designed and prepared so that their construction can be obtained solely by assembling the elements
that constitute them.
Times for set-up and dismantling have been set by FIRENZE FIERA together with the Organizer. Work outside the
established time frames requires express written authorisation from the Organizer and FIRENZE FIERA, and
involves the payment of an overtime fee (to be quoted).
Dismantling of the booths and removal of material cannot begin before the time officially set, except for special
authorisation granted by the Organizer.
The exhibitor is responsible for every connection from the distribution panel.
Firenze Fiera will not be responsible for connecting to the mains apparatus that do not correspond to the
information provided, and the exhibitors must name the person responsible for the stand’s electric installation
project.
Damage caused to the mains or to the specific point by these connections is at the sole responsibility of the
exhibitors. It is essential that exhibitor give the power needed in the booth.
Please make sure that the positioning of the electric connection box is indicated on the grid provided on the
order form or on the stand plan.
Requests for special lines or circuits must be processed through Firenze Fiera 30 days in advance of the date set
for set up the fair. All special circuits or lines are subjects to quotation.
The Organizer is only responsible for general cleaning of the exhibition hall (aisles and public areas) during the
conference, not for cleaning of the exhibition booth. If required the Exhibitor must order cleaning services for
the booth. This cleaning service on event days takes place before the Exhibition Area opens for the delegates.
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The premises must be handed over to the Organizers and Firenze Fiera in the same condition as they were made
available to the exhibitors, and any costs incurred to obtain this condition are at the exhibitor’s charge. Repair of
occasional damage caused by carelessness or requirements of stand assembly, as well as cost derived from such
assembly, are the sole responsibility of exhibitors.
Exhibitors are responsible for all the damage or harm caused by their structures, equipment, articles to be
exhibited, or activities in their stand, as well as action of the subcontracted firms, when these firms harm visitors
and other exhibitors.
INDUSTRIAL RELATIONS / ETHICAL CODE
It is recommended that all exhibitors, contractors and sub-contractors within the exhibition halls conduct their
industrial relations in accordance with good practice. Any person carrying out work contrary to the requirements
of Firenze Fiera and the local authorities will be required to stop work immediately and may be directed to leave
the exhibition hall and the congress centre.
PROMOTIONAL ACTIVITIES
Promotion activities (e.g. quiz show, any sort of presentation etc.) at the stand must be reported to EUROGIN in
writing. The exhibition organizer reminds you that it is only possible to approve such activities if:
− the activity takes place within the perimeter of the booth.
− it can be demonstrated that sufficient space is available within the stand to accommodate the expected
number participants;
− sound is directed towards the interior of the booth and not directed outside; the noise level at the perimeter
of the stand may not exceed 40dB(A).
− neighbouring stands do not suffer visual or acoustic interference;
− activities planned are registered punctually, at the latest 3 weeks prior to the event, and are accompanied by a
list of prizes and a detailed description of how the events is to be staged
It is not permitted to distribute promotional material nor to do other activities to get in contact with the
participants outside of the exhibition booth.
SIGNAGE
The Organizer will erect signage directing the delegates and visitors to the exhibition. Exhibitors will not be
permitted to erect their own signs anywhere in the Firenze Fiera buildings within the Exhibition Area or the
Congress Centre, other than at their own stands.
CAR PARKING / TRUCK PARKING
Truck parking: No possibility to park any truck on the premises of the Firenze Fiera Palazzo dei Congressi.
LOADING AND UNLOADING OF DELIVERY VEHICLES
In order to avoid unnecessary waiting time of vehicles, exhibitors are requested to arrange the loading /
unloading and transportation of exhibits on the Firenze Fiera and from their stand with Mr Leonardo Visani –
[email protected]
Please contact Mr Visani to book your unloading time slot.
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FORWARDING AGENT / STORAGE
There is some storage space inside Firenze Fiera Palazzo dei Congressi, but this can only be used if consignments arrive
in the period October 28-31, 2013. If you are sure that your materials arrive during this period, you can send them to
the following address:
Firenze Fiera Spa
Piazza Adua, 1
50123 Firenze
KA: Paolo Vestri
Please mark the following indications on all consignments: “Eurogin 2013 + your company name + booth number”
Please DO NOT use this address for any goods requiring customs clearance or for very important materials and
documents which might not arrive on time. To ensure professional handling and timely delivery, WE STRONGLY
RECOMMEND TO SEND ALL GOODS TO THE OFFICIAL FORWARDING AGENT "OTIM SPA" (see hereafter), at least 2
weeks before the event and providing adequate time for shipment to Italy, customs clearance (if applicable) or any
other procedures.
The appointed forwarding agent will guarantee your booth materials and documentation to be delivered on time,
whenever requested.
Full details of the requirements for customs clearance and customs formalities are available from the official agent.
Please note, that a pro-forma invoice will be required for freight coming from outside the European Union.
Your packages and cardboard boxes can transit through the official Forwarding Agent (OTIM Spa), who can assist you
with all your deliveries and storage requirements.
OTIM SPA
VIA PORRO LAMBERTENGHI 9 - 20159 MILAN
ATN.PIETRO RHO
TEL +39 02 69912203
Email: [email protected]
Official/Recommended forwarding aget:
Shipping instructions for goods:
PLEASE DO NOT MIX UP MATERIALS INTENDED FOR CONGRESS BAGS WITH MATERIALS TO BE USED AT THE BOOTH;
PLEASE SEND THE TWO TYPES OF MATERIALS SEPARATELY;
A) Flyers and other items to be inserted into the congress bags:
Th
These items have to arrive at the Palazzo dei Congressi before October 26 , and please inform us at
[email protected].
Please mark all your packages or boxes containing items to be inserted in the congress bags as follows:
Firenze Fiera SPA – EUROGIN 2013 (for congress bags)
Name of the item - Name of your Company
Packages 1/4, 2/4, 3/4 and 4/4 (example)
Please send also two copies of each item (flyer, pens, etc.) to the EUROGIN office:
EUROGIN Peter Mattonet
174 rue de Courcelles
75017, Paris France
Phone +33-148.88.96.24
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Instead of sending hard copies of your flyer, you can also send a pdf file by email to: [email protected]
B) Exhibition documents, booth materials to be used for booth construction or at the exhibition booth:
Please IMPERATIVELY label all your packages and/or cardboard boxes as follows:
“Eurogin 2013” + your company name and booth # (please refer to the enclosed Exhibition Area floor plan)
Packages should be numbered as follows: 1/4, 2/4, 3/4 and 4/4 (example)
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BOOTH TYPE
PLEASE INDICATE IF YOU USE THE STANDARD SHELL SYSTEM OR IF YOU WILL SET UP
YOUR OWN CUSTOMIZED BOOTH
Exhibiting companies have the choice between:
- purchasing a standard shell system booth, or
- design and set up their own, customized booth
STANDARD (SHELL SYSTEM) BOOTH
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Wooden painted panel h. 250
Company name in Aluminium fascia
2 halogen spotlights 300 Watt each
1 Coat hanger
Carpet (you can choose the colour)
1 waste bin
3 chairs in gray lacquered metal
1 rectangular table in laminate anthracite (120x80x75h)
The cost for the pre-furnished (shell sytem) booth "basic" (3.00 x2.00 m = 6 sqm, 3.00x2.50m = 7.5 sqm or
3.00x3.00m = 9 sqm) is € 58,00 + VAT per square meter, for the whole duration of the congress.
CUSTOMIZED BOOTH
If you intend to set up your own booth (fully designed, built and decorated by your own booth supplier), please
note that we will only ensure marking of your booth position on the floor.
Please submit your booth project (artwork file) of your customized booth before September 15th, 2013 to:
Peter Mattonet [email protected] and to Annarita Burrachi [email protected], for approval
by the safety manager.
The draft design must be sent electronically as a PDF or JPG file, showing all dimensions (length, width and
height) of the stand, and all walls.
In case you want to build your customized booth, you need first to carefully read all the safety regulations
(attachment E) and then fill all the specific forms (attachment F).
All the projects and the safety regulations form must be approved by Eurogin Conference Manager and by
Firenze Fiera.
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CONTACTS
General Coordination / Sponsorship
Conference Manager
Peter Mattonet
174 rue de Courcelles
75017 Paris - France
Phone: +33 (0) 1 48 88 96 24
Fax: + 33 (0) 1 47 66 74 70
Email: [email protected]
Scientific Secretariat
EUROGIN
174 rue de Courcelles
75017 Paris - France
Phone: +33 (0) 1 44 40 01 20
Fax: + 33 (0) 1 47 66 74 70
Email: [email protected]
Registration / Hotel Accommodation
NeT Congress & Education
Dalia Hason – Teresa Colombo
Net Congress & Education SPA
Via Privata Alessandro Antonelli 3
20139 MILANO – Italy
Tel. +39/ 02.87387242 - 218 Fax: +39.02.91434069
Email: [email protected]
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LIST OF ALL SERVICES AND SUPPLIERS
NeT Congress & Education – Teresa Colombo
Phone: + 39 02/87387218 - Email: [email protected]
 Mandatory insurance
 AV equipment / services
 Booth building (shell system booths)
 Cleaning
 Electricity supply
 Furniture rental
 Hostesses
 Printing, graphics, signage
 Telecommunication
 Accommodation
 Delegate registration
Otim S.p.A. – Pietro Rho
Phone: +39 02 69912203 - Email: [email protected]
 Forwarding Agent
Italiana Servizi – Simona Milani
Phone.: +39 055 342222 – Email: [email protected]
 Onsite handling services (loading / unloading, handling within the convention centre)
Gerist – Elisabetta Andrei
Phone.:+39 055 4633692 - Email [email protected] - [email protected]
 Catering for booths and small meeting rooms
 Catering for satellite symposia (lunch boxes)
Conference Manager – Peter Mattonet
Phone: +33 (0) 1 48 889624 - Email: [email protected]
 Meeting rooms
Stilista del Verde – Alessandra Novelli
Email: [email protected]
 Flower decorations
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IMPORTANT DEADLINES
In order to guarantee all the additional services for your booth we kindly ask you to meet all the
following deadlines:

AV equipment / services
Sept. 15, 2013

Catering for booths and small meeting rooms
Oct. 15, 2013

Catering for satellite symposia (lunch boxes)
Oct. 1, 2013

Customized booth – Booth Security
Sept. 15, 2013

Electricity
Sept. 15, 2013

Flowers decorations
Sept. 15, 2013
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Furniture rental
Sept. 15, 2013
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Telecommunication
Sept. 15, 2 013
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Shipping:
o
Flyers and other items to be inserted into the congress bags
must reach the Florence Convention Centre before:
Oct. 26, 2013
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