Exhibition manual

Exhibition manual
TABLE OF CONTENTS
Important Dates, Information and Contacts ................................. 3
General Information ............................................................................... 3
Exhibition Schedule ................................................................................ 3
Congress Venue ................................................................................. 4
Congress Venue Map .............................................................................. 4
Exhibition Hall ......................................................................................... 5
How To Reach The Congress Venue ...................................................... 5
By Air .................................................................................................... 5
By Train ................................................................................................ 5
By Bus.................................................................................................... 5
Useful Addresses ..................................................................................... 5
Shell Scheme Rate............................................................................. 6
Cancellation Policy ............................................................................ 7
General Rules..................................................................................... 7
Deliveries ................................................................................................. 7
Use of Space ............................................................................................. 8
Installation And Dismantling ................................................................ 8
Installation: .......................................................................................... 8
Dismantling and Removal: ................................................................. 9
Insurance and Liability .................................................................... 9
Important Dates, Information and Contacts
General Information
An international exhibition on the theme of space and satellite
navigation is proposed to business companies, scientist community
and everybody interested in the topics.
In particular the exhibition will be showing the engineering aspects,
services and applications and will be a great opportunity for you to
meet your partners and your current and prospective customers.
Associations and institutional organizations are also welcomed.
The exhibition will be located where conference meeting rooms and
social function areas will be arranged. Maps are available at page of
this document.
Exhibition Schedule
• Monday, February 4th
Installation: 09:00 – 11:30
Exhibition: 11.30 – 18.30
• Tuesday, February 5th
Exhibition: 09:00 – 18:30
• Wednesday, February 6th
Exhibition:
09.00 – 18.30
• Thursday, February 7th
Exhibition:
09.00 – 18.30
• Friday, February 8th
Exhibition:
Dismantling
09.00 – 14.00
14.00 – 18.00
Congress Venue
Congress Venue Map
The exhibition will run along the Conference and will be held at:
Circolo Villa Spada Guardia di Finanza Comando Centro Logistico,
Via Castiglion Fiorentino, 50 - 00138 Roma
Exhibition Hall
The Conference Hall is located at the second floor. At the first floor
the areas dedicated to the lunch, coffee breaks and the exhibition
stands are located.
How To Reach The Congress Venue
By Air
45 minutes by car from airport Fiumicino
By Train
15 minutes by bus or car from Railway station Settebagni
By Bus
Line 335 – to Settebagni Stop: MTCT Motorizzazione Civile Salaria
5 minutes walking distance from MTCT.
Useful Addresses
Organizing Committee at University of Roma:
School of Aerospace Engineering, via Salaria 881,
tel +390688346436
Shell Scheme Rate
A Standard Shell Scheme Booth Unit of 3 x 2 m (6 sq.m.) - or multiple
of - is offered at :
Euro 2.500,00 (VAT included) and includes:
• One Ordinary Registration (for one people)
• Furniture (1 table, 2 chairs and 1 paper basket, 2 hooks)
• Electricity (one electrical socket, 220 V, 50 Hz, and 2
spotlights 150 Watts each)
Other arrangements and set-up may be available, on request by the
exhibitor and on his charge.
Additional furnishings and technical equipment are to be rented
through the Exhibition Secretariat. The exhibitor is liable for any
damage caused to the rented items.
All exhibitors are to register their personnel in advance. Badges will
be provided.
Booths will be assigned on a first come first served basis and must be
booked before January 15, 2013 by sending request to:
Exhibition Secretariat
c/o GAUSS Srl
Via Lariana 5
00199 Rome, Italy
Phone + 39 3336200333
e-mail [email protected]
The Application Form, once completed with your personal data and
signed, will be taken as your formal order when accompanied by the
receipt of the bank transfer. If we do not receive the payment before
the conference starts, we will not be able to attend to your order and
during the congress it will be very difficult to deal with it.
Cancellation Policy
Any partial or total cancellation must be made in writing and
submitted to the Conference Secretariat, and is subject to the
following cancellation penalties:
Before January 15, 2013
After January 15, 2013
20% of the total amount
NO REFUND
The Conference Organizing Committee reserves the right to alter
time schedules, differing, reducing or extending the period of the
Conference, or if necessary to change the venue, for reasons beyond
the organiser’s control or for major contingencies.
These circumstances would not justify neither a partial, or total
cancellation of the commitments of Exhibitors, or a damage
compensation.
General Rules
Deliveries
All materials must be sent to:
Circolo Villa Spada Guardia di Finanza Comando Centro Logistico,
Via Castiglion Fiorentino, 50 - 00138 Roma
and all items should be marked with the stand number and
“2nd IAA Conference on University Satellites Missions and
1st CubeSat Winter Workshop in Europe Rome, Italy 3-9
February 2013”
Deliveries will be not accepted or stored at the facility prior January
27, 2013 and if not marked with the name of the event and stand
number.
In the event that any such material is delivered by courier service,
all postage and delivery expenses must be prepaid.
Where applicable, any freight bills issued in respect of such materials
must be accompanied by certificates of conformity made out in the
name of the Exhibitor and attesting the conformity of the materials
to the regulations in force concerning safety in public places.
In case of materials requiring special care or unloading facilities, our
staff and/or forklift truck can
be made available and the costs will be charged to the exhibitor, prior
agreement.
Use of Space
Maximum floor load is 500 Kg/Sqm and height limit is m 2,50.
During the set-up, exhibitors should respect the space they have
been allotted.
Exhibitors must adhere to the Local Authority and Fire Brigade
Regulations.
It is strictly forbidden to stick flooring or carpets to the floor using
adhesive tape.
Noise, obstructions, blocking of access, and any activity that may
alter the normal circulation of people or materials in gangways or
common spaces must be avoided.
Installation And Dismantling
Installation:
Monday 4th: 09:00 – 11:30
The facility is accessible for exhibitor installation only during the
hours indicated above.
Material in Storage: Equipment and material for the booth delivered
in advance, can be requested on Monday February 4th, during the
above mentioned time by the personnel representing the exhibitor or
his agent.
An Exhibitor Registration Desk will be available for exhibitor badge
pick-up and for any information or assistance.
Exhibitors must respect the distribution of space, as well as the given
schedule.
Voltage adaptors are recommended if personal computers will be
used.
Dismantling and Removal:
Friday, February 8th
Exhibition:
Dismantling
09.00 – 14.00
14.00 – 18.00
Exhibitors are required to remove all material, belongings and
equipment from their booth on Saturday, February 4, during the
above mentioned time. Nobody is responsible for equipment left in
the booth after dismantling.
Please note that any goods, materials, deliveries or miscellaneous
items left on site the facility without proper authority will be treated
as abandoned and disposed of accordingly. Neither the organisation
nor the University take any responsibility.
Insurance and Liability
It is the responsibility of each Exhibitor to provide staffing during the
exhibition.
All Exhibitors must arrange for coverage with an Insurance
Company of their choice to insure against theft, fire, water damage
and/or leakage, breakage, destruction and third party civil liability
and provide the Secretariat with a copy.
The “Guardia di Finanza”, the Exhibition Secretariat and the
Conference Organizers will be not liable or responsible, on site and its
environs for any damage or injury to the person or property of
Organizers/Contractor/Exhibitors, their guests, employees, or
agents.
Exhibitors are recommended to arrange their own travel and health
insurance.
Exhibitors must keep conformity declaration for material employed
in the booth during the Conference.
In the exhibition area it is forbidden to:
Hang advertising material or posters on walls, columns or other
objects ;
Use equipment emitting harmful radiation unless it has been
correctly protected;
Employ artificially or naturally radioactive materials other than
those allowed under the laws in force;
Operate machinery, which is not in perfect working order;
Perform demonstrations, which could result in fire hazards or other
forms of danger;
Remain in the exhibition area after closing time.