TECHNICAL EXHIBIT GUIDE

TECHNICAL
EXHIBIT GUIDE
To forward to your stand builder
SUMMARY
EXHIBITOR’S DASHBOARD 3
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Venue
Documents to return
Available documents
Contact Europa Organisation
CONGRESS TIMETABLE
4
SETTING-UP OF THE
CONGRESS
5
SPACE DESCRIPTION
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6
7
Parcel deliveries
Storage
Parcel removal
DELIVERY ACCESS &
ELEVATORS
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8
Accommodation
Cleaning
Coffee breaks & lunches
Exhibitor badges
Electricity
Obligatory Insurance
Scan systems
Security
Wifi access
OFFICIAL PROVIDERS
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Unequipped booth
Equipped booth
DELIVERIES & STORAGE
INFORMATION & SERVICES 9
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10
Audiovisual, IT Equipment,
Internet, cleaning
Furniture
Hostesses
Official caterers
Plants
Security
Transport / Storage / Handling
EXTRAIT DU RÈGLEMENT 11
DE L’EXPOSITION
EXCERPTS FROM
12
EXHIBITION REGULATIONS
Access
Good-lift
Access plan
Return to summary
Important Information
2
EXHIBITOR’S DASHBOARD
VENUE
Centre de Congrès Pierre Baudis
11 Esplanade Compans Caffarelli
31000 Toulouse
Welcome area: Level 0 - Ground floor
Hospitality suite: Level 0 - Caravelle rooms
Exhibition area: Level -1 - Concorde rooms
Access: click on
DOCUMENTS TO RETURN
April 27, 2015
UNEQUIPPED Booth
EQUIPPED Booth
- A 3D-layout with booth height & lenght
- Technical order form (optional)
- Company name sign
- Technical order form (optional)
AVAILABLE DOCUMENTS
Stand builder form
Technical order form
Parcel label
Storage room layout
General terms of insurance
Company name sign
19, allées Jean Jaurès - BP 61508 - 31 015 Toulouse cedex 6
Fax : +33 (0)5 61 42 00 09
Return to summary
Technical & financial management
Corinne DUPUY
✆ : +33 (0)5 34 45 64 15
@ : [email protected]
Important Information
3
CONGRESS TIMETABLE
Tuesday 16
June
Wednesday 17
June
Thursday 18
June
7:00am
Friday 19
June
7:30
Saturday 20
June
8:00am
7:30
7:30
8:00
8:00
6:00pm
7:00pm
8:00
Conferences
Exhibition
Welcome desk
Conferences
Exhibition
Welcome desk
Conferences
1:30
1:30
2:00
3,1
Dismantling
Building (Hospitality suite)
5:00pm
Building (custom built stands)
3:00
Exhibition
2:00pm
Welcome desk
1:00pm
2:00
Exhibitors installation - Hospitality
2:00
Building (Hospitality suite)
Midday
Building (custom built stands)
Exhibitors installation - stands
11:00am
Conferences
Welcome desk
10:00
Exhibition
8:30
10:00am
4:00pm
8:00
8:00
9:00am
3:00pm
Sunday 21
June
6:30
6:30
7:30
8:00
8:00
8:00pm
9:00pm
10:00pm
11:00pm
Midnight
Return to summary
Important Information
4
SETTING-UP OF THE CONGRESS
Exhibition floor – Level -1
Return to summary
Important Information
5
SPACE DESCRIPTION
UNEQUIPPED Booth - Concorde Rooms
To send back before
April 27
BARE SPACE
- Major
Sponsor
Materialisation
of stand
space only.
(Walls, furniture & carpet not provided)
th
- 3D-layout with boo
height & lenght
for approval
Maximum building height: 4m (sign included)
Floor covering: Royal blue carpet
Stand builder form
Weight capacity: 400 Kg/sqm
form
Te c h n i c a l o r d e r
(optional)
Sling: Strictly forbidden
Electricity: 1 single-phase circuit breaker of 1 kW with 1
socket of 220 V.
Do not forget to bring essential accessories as multiple
sockets, extension leads, etc.
Building Guidelines
-Design: The stands must be largely open.
-Decoration: Each exhibitor is asked to take into account the
impact of the booth construction on neighbouring stands. Side
walls which unreasonably block out a neighbours view will not be
approved and the construction of the booth will not be possible.
For health & safety reasons and to facilitate the access to other
exhibitors, please keep gangways clear of booth fitting materials
and exhibits during build-up and breakdown.
-Partitions: Exhibitors with unequipped stands are responsible
for building the walls that separate their booth from adjacent
ones. The back of partitions separating your stand from the
adjacent one should be clean, smooth, linked and without any signs.
-Floor: A booth equipped with a technical floor higher than 2 cm
must include an access ramp for disabled people (the ramp must
be within the booth area). If you have to install carpet, please use
a double-face fit scotch-tape. You will be charged in case of damage
and/or necessary cleaning of materials.
- Care & respect of rented space & partitions:
Exhibitors must ensure that rented space remains in good
condition. No signs or other articles are to be fastened to walls or
electrical fixtures. The use of thumbtacks, nails, screws, bolts or any
tool or material that could mark floors or walls is prohibited. It is
also forbidden to paint the floor or the walls of the Exhibition
Hall.
Exhibitors will be fined in case of damage.
- Garbage: Removal of your booth decoration is at the
decorator's own charge. If needed, clearing costs will be billed to
you. In case of dispute, the exhibitor will be deemed responsible.
- The fire resistance category of all material and fittings and
an accurate description of electric connections must be available
on the stand during the event.
- Signage
Sticks with logos, banner totem or specific signage are allowed on
the wall and inside your hospitality suite as well as inside your
booth. There are not admitted on other places in & and outside
the congress center area. There is no possibility to handle flag,
boards and banners from the top of exhibition hall. For any specific
demand, signage needs an ESPCI agreements. Please contact
[email protected].
EQUIPPED BOOTH - Concorde Rooms
Melamin woods partition (light wood color) (height :
2,50m - width : 1m) and grey aluminium structure
!
To send back before
April 27
Display area per panel : 2,30m (h) x 0,90 (w)
Furniture: 1 table & 2 chairs (per 9sqm)
Carpet : Spring green color
Company name sign
!
form
Te c h n i c a l o r d e r
(optional)
Lighting : 1 raw of 3 spotlights (per 9sqm)
Electricity: 1 single-phase circuit breaker of 1 kW.
Storage room layout
Do not forget to bring essential accessories as multiple
sockets, extension leads, etc.
Additional Information
Partitions are installed according to your stand openings. If
you want a particular layout with specific openings, please
contact Corinne DUPUY.
Return to summary
Storage room
If you wish to order a storage room, please fill in the
technical order form as well as the storage room layout to
indicate the location of the storage room on your booth.
Important Information
6
DELIVERIES & STORAGE
DELIVERIES
From June, Monday
15
Centre de Congrès
Pierre Baudis Storage room
On June,
Tuesday 16
9:00am - 5:00 pm
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Deliveries on booth
3:00pm - 6: 00pm
(only for unequipped
booth)
REMOVAL
On June,
Wednesday 17
From June, Sunday 21
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-
8:00am - 6: 00pm
Between 2:00 pm - 8:00 pm on
Sunday 21 & before Midday
on June 22
Note : The Centre de Congrès Pierre Baudis cannot accept any shipment before that date.
Please inform your freight forwarder.
Parcel Deliveries
Name, telephone number and booth number must be
noted on every parcel. The delivery address is indicated on
the below label.
!
This label must be affixed
to each of your parcels.
Parcels without
this label will be refused.
Shipments or deliveries arriving « unpaid » will be
refused. Custom regulations must have been respected
and paid.
The Centre de Congrès Pierre Baudis will not
accept any shipment on your behalf before
that date. Please inform your freight forwarder.
If you ship directly to the venue, you must be present on
site in order to receive your items and sign the drivers
delivery notification. In case of the absence of a person in
charge of your companys stand at the moment of the
delivery, your parcels will be stored without any
surveillance.
The Centre de Congrès and Europa Organisation do not
take responsibility for any loss, theft, damage or non
delivery of articles.
Handling material
The Centre de Congrès Pierre Baudis does not own
handling devices, freight handlers, forklifts or trollies.
Please bring your own equipment or contact SCALES
(official provider).
Please make sure that your freight forwarder will have
necessary equipment to download your parcels and
deliver them to your stand.
Storage
The exhibitors must organize their removal
before the opening of the event. Packages can
be stored during the event in the storage
room of the congress center. Do not forget to
mention «does not throw».
If you need a forwarding agent and/or a custom broker we
suggest you contact the company SCALES, (see
approved suppliers) who can provide you (on quotation)
the following services:
•
Storage between delivery date and the installation
•
Storage of empty containers
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Delivery to your stand
•
Supply during the conference
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Removal of your stand and your parcels during the
dismantling
•
Rental of handling equipment.
The «Centre de Congrès» stores the packages but is not
liable for theft or deterioration.
Parcel removal
(at the end of the congress)
From the exhibition area : June, Sunday 21 - 2:00pm -8:00pm
From the storage room : June, Monday 22 - before midday
Imperative
Please make sure that your parcels are correctly labelled
(with contact name and telephone number).
Except in the case of special dispensation, no package can
leave the Centre des Congrès before the end of the
congress.
No postponed removal will be allowed. The exhibition
space must be cleared on June 21 before 8:00pm and
the storage room on June 22 before midday.
Any left equipment or parcel will be (at the organizer’s
will) destroyed or sent back at the beneficiary’s expenses.
Storage is possible.
For security reasons, storage of boxes or empty
containers behind the stands is strictly forbidden.
Return to summary
Important Information
7
DELIVERIES ACCESS & GOOD-LIFT
Exhibition hall access Concorde rooms
Deliveries must be made through the car park CompansCaffarelli.
Maximum length of trucks
Access door height: 3,4 m
Delivery platform height: 2,95 m
Maximum length: 10 m
Maximum weight: 13 tons
Parking on level -0,5 is free of charge during 30 mn.
Entry doors heights (depending on levels)
•
Delivery car park (Level - 0,5): 3 m
•
Room Concorde Access (Level -1) :
Width: 2,94m
Height: 2,28m
Good-lift
The good-lift will enable you to access from the car park
(level -0,5) to the exhibition area (level -1)
Height
Width
Depth
Maximum
weight
2,8m
2,9m
6m
5,3t
Access plan
Return to summary
Important Information
8
INFORMATION & SERVICES
ACCOMMODATION
h"p://www.europa-­‐organisa2on.com/go/booking/espci2015
EUROPA BOOKING & SERVICES
Rita BARBATO
19 allées Jean-Jaurès - BP 61508
31015 Toulouse cedex 6
☎ : +33 (0)5 34 45 24 86
OBLIGATORY INSURANCE
A compulsory insurance (Third part liability and multiplerisk exhibition insurance) is provided with the booking of
your stand.
General terms of insurance (to download on page 3)
@ : [email protected]
If the value of your material exceeds 3050 Euros, you can
take out an additional multi-risk insurance by filling out the
technical order form.
CLEANING
SCAN SYSTEMS
Booth cleaning is at your own charge.
The barcode scanning system gives you the opportunity to
get delegates’ data. You will only have to bring the scanner
back each day by the evening or at the end of the
symposium.
For additional request, please contact the «Centre des
Congrès Pierre Baudis». See on page 10.
COFFEE BREAKS & LUNCHES
Coffee breaks will be served from June 18 to June 21.
Lunches will be served from June 18 to June 20 on the
exhibition area.
EXHIBITOR BADGES
Europa Organisation
Rima SALAMA
☎ : + 33 (0)5 34 45 26 45
@ : [email protected]
Exhibitors’ badges give access to congress sessions,
lunches, coffee breaks, opening ceremony and welcome
reception.The badges number depends on your
partnership.
Additional badge cost 360 € VAT incl.
The registration department will send you soon a
spreadsheet to fill in with the names of attendees.
ELECTRICITY
We remind you that every booth is delivered with an
electrical connection, 1 single-phase circuit breaker of
1 kW.
Our IT specialist will be able to provide you with an excel
spreadshetet by e-mail after the congress. A guarantee of
500 € is required when you will pick it up (in case of
scanner loss). Those pocket scanners are very practical
(convenient to use, 6 cm by 3 cm).
For any need please contact Vincent Grimaldi
([email protected]). Price: 500 € VAT
excl.
SECURITY
The organiser provides the general surveillance
during the event and guarantees the means of
security but not the results.
It is exhibitors’ own responsibility to guarantee surveillance of
the stand and especially at the stocks.
We draw your attention on the greater risks of theft during the
phases of set-up and dismantling.
Laptops, mobile phones and valuable tools are always at risk and
therefore need to be protected by antitheft devices.
We suggest you to never leave any valuable object at your stand
for the night.
See the insurance clauses.
A service of guarding will be assured in the
exhibition area and at the entrances of the
congress, during the opening hours of the congress
and at nights of June 17 to June 20.
We suggest you to make the precise calculations of the
necessary power for you booth, and to complete if needed
with additional power.
Europa Organisation declines any responsibility as for the theft,
the losses and the damages, which could be caused and
recommend to every exhibitor to respect scrupulously hours of
opening and closure.
If you want a higher electric power, thank you for ordering
via the technical order form.
WIFI ACCESS
Do not forget to bring an essential accessories as multiple
sockets, extension, leads, etc...
Return to summary
Free wifi available on the exhibition area. If there
is a need for Internet for presentations on your booth, we
suggest to have an independant Internet line. Please contact
the «Centre de Congrès Pierre Baudis» (see on page 10).
Important Information
9
OFFICIAL PROVIDERS
AUDIOVISUAL, IT EQUIPMENT,
INTERNET, CLEANING
Quotation on request
Order on line : available on March 20. More information
will be sent soon.
CENTRE DE CONGRÈS PIERRE BAUDIS
Stéphanie DHAM
✆ : +33 (0)5 62 30 40 08 - Fax : +33 (0)5 62 30 40 43
@ : [email protected]
FURNITURE
Order on line on :
http://www.lignexpo.eu/catalogue-en-ligne/index.php?id_lang=2
Congress code : 362ET
LIGN’EXPO
Isabelle HELAYEL
✆ : +33 (0)5 62 75 97 85
@ :[email protected]
HOSTESSES
Quotation on request
CITY ONE
Sophie BERNARD
23, rue Lafayette
31000 Toulouse
✆ : +33 (0)5 62 30 14 23
@ : [email protected]
PLANTS
Catalogue
& order form
HYDROFLOR VEGEFLOR
Annick AZNAR
✆ : +33 (0)5 61 09 27 36 - Fax : +33 (0)5 61 09 13 29
@ : [email protected]
SECURITY
Quotation on request
OPTIO GROUP
Laurent BATIER
@ : [email protected]
TRANSPORT/STORAGE/
HANDLING...
Quotation on request
Customs broker, labour, storage, Onsite assistance,
Unpacking and repacking
SCALES
Nunzio DI DIO
✆ : +33 (0)1 34 48 52 20
@: [email protected]
OFFICIAL CATERERS
Quotation on request
Coffee machine, pastries
Centre de Congrès Pierre Baudis
Stéphanie DHAM
✆ : +33 (0)5 62 30 40 08
@ : [email protected]
Cocktail, lunches
ESPRIT TRAITEUR
Stéphanie BREIL
✆ : +33 (0)5 61 304 300
@ : [email protected]
Return to summary
Important Information
10
EXTRAIT DU REGLEMENT DE L’EXPOSITION
DATE & DUREE - Article Premier
L'organisation du congrès se réserve à tout moment le droit de modifier la date d'ouverture ou la durée du Congrès, comme de décider sa prolongation, son ajournement ou sa fermeture anticipée, sans que les participants puissent réclamer aucune indemnité. Si le congrès
n'avait pas lieu, pour cas de force majeure ou cause indépendante de l'organisateur, y compris les conséquences d'incendie ou d'explosion, provenant des locaux ou de quelque origine que ce soit, les sommes versées par les exposants resteraient de plein droit acquises à
l'organisateur.
CONTROLE & ACCEPTATION DES ADHESIONS - Article 2
Les adhésions sont reçues sous réserve d'examen. L'organisateur statue à toute époque sur les refus ou les admissions, sans être obligé de donner les motifs de ses décisions.
L'adhérent refusé ne pourra arguer que son adhésion a été sollicitée par l'organisateur. Il ne pourra non plus invoquer la correspondance échangée entre lui et l'organisateur ou l'encaissement du montant de l'adhésion ou encore la publication de son nom sur une liste
quelconque comme preuve de son admission.
Le rejet de l'admission ne pourra donner lieu au paiement d'aucune indemnité autre que le remboursement des sommes versées à l'organisateur.
CLASSIFICATION - Article 3
L'organisateur détermine les emplacements des stands. Il pourra, à tout moment, s'il le juge nécessaire pour une cause quelconque notamment l'affluence des adhésions, modifier l'importance ou la situation dans les groupes des stands. Aucune réserve ne sera admise de la
part des adhérents. Si la modification porte sur la superficie concédée, il y aura lieu seulement à une réduction proportionnelle du prix du stand.
OBLIGATION DE L'ADHERENT - Article 4
Toute adhésion, une fois admise, engage définitivement et irrévocablement son souscripteur qui est désormais redevable du montant total de la facture - Art. 118 du règlement général des Foires et Salons.
Le fait de signer une adhésion entraîne l'obligation d'occuper le stand ou l'emplacement attribué au moins 24 heures avant l'ouverture de la manifestation, de le laisser installé jusqu'à la clôture du congrès.
Aucune demande de retrait d'adhésion, pour quelque motif que ce soit, ne pourra être examinée. L'acompte versé restera, en tout état de cause, définitivement acquis par l'organisateur.
La souscription de l'adhésion comporte soumission aux dispositions du présent règlement et des règlements spéciaux insérés dans la brochure guide de l'exposant ainsi qu'aux mesures d'ordre et de police qui seraient prescrites tant par les autorités que par l'Administration
de la structure d’accueil.
Toute infraction au présent règlement ou aux règlements spéciaux pourra entraîner l'exclusion immédiate, temporaire ou définitive de l'adhérent, sans aucune indemnité ni remboursement des sommes versées et sans préjudice des poursuites qui pourraient être exercées
contre lui.
PAIEMENT - Article 5
Un acompte de 50 % du montant total du décompte doit être obligatoirement joint au bon de commande.
Le solde devra être réglé à réception de la facture et en tout état de cause 1 mois avant le début de la manifestation.
À défaut de règlement aux échéances indiquées, l'organisateur pourra considérer sans autre formalité l'adhésion comme résiliée.
La société Europa Organisation fait application des directives 2006/112/CE du 28/11/2006 et 2008/8/CE du 12/02/2008 pour déterminer le régime TVA des prestations facturées. Les exposants étrangers peuvent dans certains cas se voir appliquer de la TVA sur les prestations
qui leur sont facturées. Ils peuvent dans ce cas ensuite demander eux-mêmes directement ou par l'intermédiaire d'organismes agréés, le remboursement de la TVA dans les limites de la règlementation en vigueur. L'organisateur ne pourra en aucun cas être sollicité pour
assurer ces démarches.
DEFAUT D'OCCUPATION - Article 6
Le solde du montant de la facture reste, en toute circonstance, dû par l'exposant. Les stands ou emplacements qui n'auront pas été occupés le jour de l'ouverture du congrès pourront être attribués à un autre exposant, sans que l'adhérent non installé puisse réclamer
quelque dommage que ce soit ou le remboursement des sommes versées par lui.
INTERDICTION DE CESSION OU DE SOUS-LOCATION - Article 7
La cession de tout ou partie de stand ou d'emplacement est interdite. Toutefois, avec l'accord de l'organisateur, plusieurs exposants ressortissants d'une profession analogue ou complémentaire, pourront occuper un même stand en commun.
Pour cela, il faudra que la demande en soit faite par un titulaire principal. "La demande de participation" que celui-ci présente, devra énumérer exactement chacun des candidats à ce stand collectif, étant précisé que les renseignements demandés dans ce formulaire devront
être fournis également pour chaque candidat.
L'organisateur se réserve d'agréer ou de refuser chacun de ces candidats. Le rejet de candidature de l'un ou de plusieurs d'entre eux ne saurait permettre aux autres d'annuler la réservation de leur stand collectif.
Le titulaire principal de ce stand sera, envers l'organisateur, responsable personnellement et solidairement avec le ou les exposants secondaires, du paiement des sommes diverses dues à quelque titre que ce soit à l'organisateur ou à tout prestataire de services ou de
matériel présenté par celui-ci. Il en sera de même pour le respect de toutes les obligations incombant aux participants.
DECLARATION DES ARTICLES PRESENTES - Article 8
Les exposants doivent, obligatoirement, déclarer la liste complète des produits qu'ils désirent présenter. S'ils sont agents industriels ou commerciaux, ils seront dans l'obligation de mentionner également les noms et adresses des maisons dont ils se proposent d'exposer les
produits. L'organisateur se réserve formellement le droit de faire enlever d'office tout produit n'étant pas indiqué sur le bulletin d'adhésion ou de procéder à l'expulsion de l'exposant n'ayant pas été agréé dans les conditions précitées, sans préjudice de l'application, à
l'égard du contractant des sanctions prévues par l'article 4 du règlement du congrès.
.
MODIFICATION AUX STAND, DEGATS - Article 9
Au moment de la prise de possession du stand qui lui aura été attribué, l'adhérent sera dans l'obligation de faire constater les dégradations qui pourraient exister dans le ou les locaux mis à sa disposition. Cette réclamation devra être faite au Commissariat Général du
congrès le jour même de la prise de possession. Passé ce délai, toute réparation à effectuer lui sera facturée. Dans les stands, il est défendu d'entailler ou de détériorer de quelque manière que ce soit, les cloisons, planchers ou plafonds et tout matériel fourni par
l'organisateur. L'utilisation des parois, poteaux ou planchers des stands comme supports de poids ou d'efforts mécaniques est formellement interdite; toute infraction entraînerait la responsabilité pleine et entière de l'exposant en cas de détérioration, de gêne pour les voisins
ou accident, cela sans préjudice des sanctions prévues à l'Article 4.
COMMISSION D'ARCHITECTURE - Article 10
Cette commission est chargée, dans le cadre du plan général d'esthétique et de décoration du congrès, décidée et imposée par l'organisateur, d'examiner tout projet de constructions ou installations personnelles qui pourraient être envisagé par les exposants (hangars, tentes,
motifs publicitaires ou décoratifs, enseignes lumineuses, etc...) Les calicots sont strictement interdits dans tous les cas.
ENSEIGNES, AFFICHES - Article 11
Il est interdit de placer des panneaux réclame ou des enseignes à l'extérieur des stands en d'autres points que ceux réservés à cet usage. En cas d'infraction, l'organisateur du congrès fera enlever, aux frais, risques et périls de l'adhérent et sans aucune mise en demeure
préalable, les éléments apposés au mépris du présent règlement.
MESURES DE SECURITE - Article 12
En ce qui concerne l'installation des stands, les matériaux pouvant être utilisés et d'une manière générale les mesures de sécurités à observer, les exposants et leurs installations sont tenus de se conformer aux dispositions des articles R 123-1 à R 123-55 du code de la
construction et de l'habitat, de l'arrêté du 25 juin 1980 et de l'arrêté du 18 novembre 1987, relatifs à la protection contre l'incendie et la panique dans les établissements recevant du public, ainsi que toutes autres dispositions légales ou réglementaires en vigueur au
moment de la tenue du congrès.
L'autorisation d'ouverture pourra être refusée pour les stands qui ne répondront pas aux prescriptions réglementaires de sécurité.
Il est interdit de faire figurer dans les échantillons tous produits dont la fabrication, la mise en vente ou l'exposition sont prohibées. La distribution de ballons réclame est absolument interdite dans l'enceinte du congrès. L'organisateur décline toute responsabilité en cas de
décision de fermeture d'un stand, ordonnée par la Commission de sécurité pour inobservation des règlements en vigueur.
PRODUITS INTERDITS - Article 13
Les matières explosives et en général tous les produits dangereux ou nuisibles ne sont pas admis. Le fonctionnement des appareils, l'installation ou la distribution d'objets susceptibles d'apporter une gêne ou un danger pour les autres exposants ou pour les visiteurs sont
interdits.
PUBLICITE - Article 14
La distribution de prospectus ne peut être faite qu'à l'intérieur des stands. La réclame à haute voix ou à l'aide d’un micro est absolument interdite. La publicité des prix et la distribution d'objets publicitaires sont soumis à la réglementation générale des arrêtés ministériels. Il
est interdit de faire une publicité quelconque en faveur de produits autres que ceux désignés sur le bulletin de participation.
Toute publicité, soit au moyen de mimes, clowns et autres genres d'attractions, soit par utilisation d'appareils sonores est formellement interdite.
LA VENTE A EMPORTER EST FORMELLEMENT INTERDITE - Article 15
Toute infraction aux présentes prescriptions entraînera la fermeture immédiate du stand et l'expulsion du contrevenant, sans qu'il puisse revendiquer le remboursement de tout ou partie des sommes versées pour sa participation, ni aucune autre indemnité.
TENUE DES STANDS - Article 16
Seules les réceptions ponctuelles sont autorisées sur les stands à condition qu'il n'y ait pas de débordement sur les stands voisins ou allées. Les stands doivent être tenus dans un état constant de propreté impeccable. Ils doivent rester garnis pendant la durée du
congrès.
Il est interdit de laisser les marchandises exposées recouvertes pendant les heures d'ouverture. Nul ne peut être autorisé à se tenir hors des stands pour vendre ou faire de la réclame pour un objet exposé ou non. Nul ne peut effectuer une publicité publique de quelque
nature qu'elle soit, à l'intérieur du congrès.
.
ASSURANCE OBLIGATOIRE - Article 17
Les exposants sont tenus de souscrire à leurs frais auprès des assureurs de la police collective établie pour le compte des exposants et agréée par l'organisateur, une assurance "tous risques" et Responsabilité civile.
La prime d'assurance obligatoire garantit jusqu'à une valeur limite:
1. Les marchandises exposées, les agencements et les installations des stands.
2. La responsabilité Civile de l'Exposant à l'égard des tiers.
Les organisateurs de stands collectifs ont l'obligation de faire souscrire à chacun de leurs exposants une assurance couvrant les mêmes risques que ci-dessus.
L'organisateur renonçant en cas de sinistre à tout recours contre les adhérents et leurs préposés (le cas de malveillance excepté), tout adhérent, par le seul fait de sa participation, abandonne également tout recours contre l'organisateur. Les conditions particulières du contrat
d'assurance sont à la disposition des exposants.
MACHINES EN DEMONSTRATION - Article 18
Toutes les machines en démonstration doivent être pourvues d'un dispositif de sécurité, notamment pour celles dont les organes mobiles peuvent être laissés sans surveillance d'un préposé de l'exposant, même si la barrière prévue par les règlements de sécurité a été établie.
HEURES D'OUVERTURE ET DE FERMETURE - Article 19
Les stands doivent rester ouverts tous les jours pendant les heures d'ouverture du Congrès.
MISE A DISPOSITION DES EMPLACEMENTS - Article 20
Les stands seront mis à la disposition des exposants la veille de l'ouverture du congrès.
DOCUMENT CONTRACTUEL - Article 21
Seuls les documents rédigés en français, notamment en ce qui concerne le présent règlement font foi. Les traductions en langues étrangères ne sont qu'indicatives.
LIBERATION DES EMPLACEMENTS - Article 22
Tous les emplacements devront être remis en état aux frais de l'exposant et libéré UN jour après la date de clôture du congrès. La responsabilité de l'exposant reste engagée pour tous accidents ou réclamations pouvant résulter de la non-exécution ou de l'exécution tardive
de ces prescriptions. L'organisateur pourra faire procéder à l'enlèvement du matériel restant en place après le délai fixé, ainsi qu'à la remise en état de l'emplacement concédé, les frais engagés par ces opérations revenant dans tous les cas à l'exposant.
ATTRIBUTION DE JURIDICTION - Article 23
En cas de contestation, de conventions expresses entre parties, les Tribunaux de Toulouse sont seuls compétents, même en cas de pluralité de défenseurs.
TRES IMPORTANT - Article 24
1. Interdiction formelle de déménager les stands avant la clôture des sessions scientifiques du Congrès, sauf autorisation expresse de l'organisateur.
2. Le déménagement est autorisé à compter du 21 juin 2015 à partir de 14h .
3. Jusqu'à déménagement complet des stands, il est fait obligation à tous les exposants de prévoir un responsable sur leur stand afin d'éviter pertes et vols.
4. Le non-respect des 3 clauses précédentes aura pour conséquence la non-garantie de l'assurance obligatoire en cas de vols et de pertes.
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Important Information
11
EXCERPTS FROM EXHIBITION REGULATIONS
ENGLISH TRANLATION
This document is the translation of the French official document. It has no legal value.
EXCERPTS FROM EXHIBITION REGULATIONS
DATE AND DURATION - First Article
The Congress organisers reserve the right to change the opening date or the duration of the Congress, its prolongation, postponement or early closure, and the participants have no right to claim indemnity. If the Congress does not take place
due to causes beyond the control of the organiser, including consequences of a fire or explosion originating either on the premises or nearby, the sums paid by the exhibitors will remain the property of the organisers.
CONTROL AND ACCEPTANCE OF MEMBERSHIP - Article 2
Applications for membership are accepted subject to examination. The organiser may decide to admit or refuse an application without being under the obligation to explain the reasons.
A person who is refused membership may not argue that his/her membership was requested by the organiser. He/she may not rely upon correspondence between him/herself and the organiser or upon collection of the entrance fee or even
upon his/her name appearing on a list of any kind, as a proof of admission.
If a request is refused, the refusal shall not give rise to any indemnity other than that of the reimbursement of sums paid to the organiser.
CLASSIFICATION - Article 3
It is up to the organisers to decide the stands’ siting. The organisers may change the dimensions or the stands’ siting at any time if they believe such changes to be necessary for whatever reason (more particularly after consideration of the
number of admissions). Members may not make reservations. If the area allocated is changed, the change will give rise only to a proportional rebate.
MEMBERS’ OBLIGATION - Article 4
Once admitted as a member, the subscriber is definitively and irrevocably bound to pay the total sum invoiced - Article 118 of the General Regulations covering Trade Fairs.
Signing up as a member entails an obligation to occupy the stand or placement allocated at least 24 hours before the opening of the event, and to keep it installed until the end of the Congress.
No request for withdrawal of membership, for any reason will be considered. The paid deposit remain the property of the organisers under all circumstances.
The member commits to the compliance of the present regulations and of any special regulations included in the exhibitor's guide brochure as well as to any public order or police measures issued either by the authorities or by Management
of the Reception Facilities.
Any breach of the present or special regulations may lead to the immediate exclusion, either temporary or definitive, of the member, the latter having no right to reimbursement of the sums paid and without prejudice to any proceedings which
may be initiated against him.
PAYMENT - Article 5
A deposit of up to 50 % of the total registration fee must be sent with the application form. The balance must be settled on reception of the invoice and at least 1 month before the beginning of the event.
In the event of failure to settle before the due dates, the organisers may consider the membership as cancelled with no other formality required.
Europa Organisation applies Directives 2006/112/CE from 28/11/2006 and 2008/8/CE from 12/02/2008 to determine the VAT system applicable on all services invoiced. Foreign exhibitors may be invoiced VAT on some services. In which case,
they may themselves request reimbursement of VAT, within the limits of the regulations in use, via the relevant authorities.The organiser is not responsible for the necessary procedures and shall not be solicited to that end.
FAILURE TO OCCUPY - Article 6
The balance of the invoice remains due by the exhibitor under all circumstances. Stands or sites which are not occupied on the opening day of the Congress may be allocated to another exhibitor. Under such circumstances, the absent member may
not claim any damages or reimbursement of paid sums.
BAN ON TRANSFER OR SUB-LETTING - Article 7
Transferring all or part of a stand or site is forbidden. However, with the organiser’s authorization, several exhibitors from similar or complementary professions may jointly occupy a stand.
For that purpose a request must be made by one of the principal holders. "The request for sharing" presented must give details of all the candidates for the collective stand.
The organiser reserves the right to admit or refuse any or all of the candidates. If one or more of the candidates are rejected, the remaining candidates do not have the right to cancel the actual stand reservation.
The principal stand holder and the secondary exhibitor or exhibitors shall be jointly responsible for the payment of any due sums charged for whatever reason by the organiser or by any other provider of services or equipment. The same is applied
with regard to all other obligations incumbent on the participants.
DECLARATION OF ARTICLES RESENT - Article 8
Exhibitors shall as a matter of obligation make a complete list of and declare all the products which they wish to exhibit. If they are industrial agents or sales representatives, they must also give the names and addresses of the companies whose
products they propose to exhibit. The organiser formally reserves the right to either have undeclared products removed or to expel the exhibitor who has not been approved under the aforementioned conditions, without prejudice to the
application thereafter of the sanctions provided in article 4 of the Congress’ regulations.
CHANGES TO STANDS AND DAMAGE - Article 9
When taking possession of the stand, the member is under the obligation to report any signs of wear and damage in the allocated premises. The reports claims must be made to the General Administrative Board on the day on which the
exhibitor takes possession. After this period, any repairs will be invoiced to him. It is forbidden to cut or in any way cause damage to the partitions, floors ceilings or to any other material or equipment provided by the organiser. The use of
partitions, posts or floorboards forming part of the stands for bases to support heavy objects or for carrying out mechanical operations is strictly forbidden. Any breach shall entail full and complete responsibility for any damage, or inconvenience
caused to those using neighbouring stands, or for any accident caused, without prejudice to the sanctions provided in Article 4.
ARCHITECTURAL COMMITTEE - Article 10
The Committee, acting within the guidelines of a general policy for the appearance and decoration of the Congress decided upon and applied by the organiser, is in charge of examining all plans for constructions or individual fittings proposed
by exhibitors (hangars, marquees, advertising or decorative designs, luminous signs, etc..). Banners are strictly forbidden under any circumstances.
SIGNS, POSTERS - Article 11
Setting up hoardings or signs outside the stands in places other than those reserved for that purpose is forbidden. In the event of a breach, the Congress organiser may have the items set up in defiance of the present regulation removed,
without prior formal notice and at the member's own risks and expense.
SECURITY MEASURES - Article 12
With respect to the setting up of stands, the materials which may be used, and in general security measures to be observed, the exhibitors and their installations are obliged to comply with the provisions of Article R 123-1 to R 123-55 of the
Construction and Housing Code, with the decrees of June 25th 1980 and of 18th November 1987 relating to protection against fire and panic in institutions open to the public as well as with any other legal or regulatory provisions which may
be in force at the time the Congress is held.
Permission to open may be refused for any stand not complying with safety regulations.
Including in samples any product whose manufacture, sale or exposure is prohibited is forbidden.The distribution of publicity balloons within the Congress boundaries is strictly forbidden.
The organiser declines all responsibility in the event of a decision by the Safety Committee to close a stand for failing to comply with the regulations in force.
BANNED PRODUCTS - ARTICLE 13
All explosive materials and in general all dangerous or harmful products are forbidden. It is forbidden to work appliances or to install or to distribute articles capable of causing a nuisance or danger to other exhibitors or to the public.
PUBLICITY - Article 14
Brochures may only be distributed inside the stands. Advertising “aloud” and/or with the aid of a microphone is absolutely forbidden. Price publicity and distributing articles for advertising purposes are subject to the general controls provided for in
ministerial orders. Publicising products other than those listed in the application form is strictly forbidden.
All publicity by means of mime artists, clowns or other similar attractions, and all by means of noisy devices are strictly forbidden.
NO SALES OF GOODS TO BE REMOVED BY THE PURCHASER FROM THE PREMISES ARE ALLOWED - Article 15
Any breach of the present rules shall lead to immediate closure of the stand and the eviction of the offender. The offender may not claim any reimbursement, in whole or in part, of the sums spent for taking part in the exhibition nor any other
compensation whatsoever.
UPKEEP OF STANDS - Article 16
Receptions are permitted at the stands provided that they are limited to its “boundaries” and do not invade neighbouring stands or passageways. Stands must be kept impeccably clean at all times. They must be furnished throughout the
duration of the Congress.
Leaving exhibited merchandise covered during opening hours is forbidden. Standing outside the stands in order to sell or publicise items, whether exhibited or not, is forbidden. Public advertising, of whatever kind, is forbidden within the
Congress premises.
OBLIGATORY INSURANCE - Article 17
Exhibitors are required, at their own expense, to subscribe to a comprehensive insurance and third party liability policy with the collective policy insurers set up for exhibitors and approved by the organiser.
The compulsory insurance premium gives limited guarantees:
Merchandise exhibited, laying out and installing of stands.
Third party liability for the exhibitor.
Organisers of collective stands must ensure that each one of the individual exhibitors subscribes to an insurance covering the above-mentioned risks. Since the organiser waives all claims against members and their employees in the event of accident
(other than in cases of malice aforethought), each member, simply by taking part, waives all claims against the organiser. The precise terms and conditions of the contract are available for inspection by exhibitors.
DEMONSTRATION MACHINES - Article 18
All machines used for demonstration purposes must be provided with safety devices, in particular machines with moving parts which can be left to function unsupervised the exhibitor, even if the barrier provided for in the regulations has been
set up.
OPENING AND CLOSING HOURS - Article 19
Stands must remain open every day during Congress opening hours.
AVAILABILITY OF STANDS - Article 20
Stands will be available to exhibitors on the day before the Congress opening.
CONTRACTUAL DOCUMENT - Article 21
Only documents written in French, and in particular those concerning the present regulations, are authoritative. Translations into foreign languages are for purposes of information only.
FREEING THE STANDS - Article 22
All stands must be restored to their original condition, all costs being borne by the exhibitor, and freed ONE day after the closing date of the Congress. The exhibitor remains responsible for any accident or claims that may result from failure or
lateness in the performance of these regulations. Once the period of time has elapsed, the organiser may have any equipment or material left behind removed, or may proceed to the restoration of the stand, this resulting in costs being borne
in all cases by the exhibitor.
JURISDICTION - Article 23
In the event of litigation, the Toulouse Courts, by express agreement of the parties, shall have sole jurisdiction even when there is more than one counsel.
VERY IMPORTANT - Article 24
It is strictly forbidden to move or remove stands before the Congress’ scientific sessions’ end, unless the organizer clearly allows so.
Removals will be permitted from Sunday, June 21st 2015 from 2:00 pm.
Each exhibitor is required to have a person responsible for stand surveillance until removal is completed, in order to avoid losses and theft.
If any of the 3 preceding clauses is ignored, the obligatory insurance against theft and loss shall be null and void.
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Important Information
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