Exhibitors manual - 11 Congress of the European Society of

Transcription

PRAGUE CONGRESS CENTRE 21-24 OCT 2015
Guidelines for sponsors and exhibitors
08/07/15
1
Table of contents
Contacts3
Important dates
4
Map of the Congress Venue
5
Get to the PCC
6
Dear Sponsors and Exhibitors,
I’m pleased to welcome you to the 11th Congress of
the European Society of Gynecology that will be held in
Prague on October 21–24 2015 at the Prague Congress
Centre.
This Sponsors and Exhibitors Services Manual contains
all the information to assist you in preparing for your
Congress’ presence (both scientific events and exhibition), and is not designed to replace, in any way, the
personal agreements drawn up with each Company.
Please take your time to read all its content thoroughly,
to fill in the forms correctly and to make sure that you
comply with the deadlines.
Handling and shipment
If you are not the person directly responsible for the
set-up and dismantling of your company’s stand, please
forward this information to the correct person.
If you have any question, require special assistance or
explanation on any rules please do not hesitate to contact us (please see contacts in the next page).
We look forward to seeing you in Prague
and wish all of us a successful Congress and Exhibition.
Best regards,
Maria Grazia Vacca
Managing Director
8
Shipment information
Bag inserts
Consigning instructions
Direct deliveries
Access to the exhibition area
FORM Handling and Freight form
FORM Unloading/Reloading Schedule form
Labels for Bag inserts
Labels for display material
9
10
11
14
15
16
17
18
19
Symposia and meeting rooms
20
Congress halls
Symposia services and regulations FORM A Private meeting rooms order form
21
27
28
Booths and exhibition area
29
Exhibition area map
Rules for booth setup and dismantling
General rules and technical regulations
Exhibition area rules
Exhibition services
FORM B Stand Construction Order
FORM C Stand Equipment Rental
FORM D Text and graphics
FORM E Schematic plan
FORM F Power supply
FORM G Carpeting
FORM H Cleaning
FORM I Audio/video/internet
FORM L Hostesses
FORM M Floral decoration
30
32
35
38
39
41
43
54
55
56
57
58
59
60
61
Company logo and profile
and advertising in the final prog. 64
2
Contacts
Congress Venue
Organizing Secretariat
Scientific Secretariat
Web
Prague Congress Centre
5. kvetna 65
140 21 Prague 4, Czech Republic
T. +420 261 171 111
Biomedical Technologies srl
www.btcongress.com
Chairman of the congress
Calda Pavel (CZ)
Chairman of the ESG
Genazzani AR (IT)
[email protected]
www.esg2015.com
Registrations
AV Equipments
and Technical Assistance
Individual registrations: please register
online on www.esg2015.com
Group registrations (more than 10)
[email protected]
Milan Svoboda
Head of AV Department
T. +420 261 172 610
M. +420 739 539 126
[email protected]
Organizing matters
Ms. Ileana Coiana
[email protected]
T. +39070340293
Catering
Food and beverages can be provided by the PCC only.
Please refer to Linda Reitingerova [email protected].
Administrative, billing, accounting,
Ms. Daniela Formisano
[email protected]
T. +39070340293
Booth fornitures
Shipping - Forwarding agent
You are not allowed to take pictures anywhere inside the
congress venue. If you need photography please contact:
Ms. Ileana Coiana
[email protected] - T. +39070340293
Please see forms from page 39
Official photographer
Kristal bvba
Geert Frère
Cargo Building 829a B-1830 Machelen
Contact: Aïra Frère
Tel : +32 (0)2 7514680
Fax : +32 (0)2 7514720
[email protected]
190 00 Praha 9
[email protected]
Tel/Fax: 420/2/86881730
3
October
September
July
Important dates
July 15
September 22
September 25
Send to [email protected]:
Private meeting Rooms (page 28)
Advertising and company profiles for the final programme
Stands setting-up projects
Send to [email protected]:
Material handling and freight information form
PDF previews of leaflets for bags or display
Receipt of order forms for Booth services
(from page 41)
October 7 Arrival of Bag inserts to Krystal
October 12 Arrival of Airfreight shipments from outside EU
October 13
Receipt of
Unloading/reloading slots form for direct deliveries to Prague
October 14 Arrival of Airfreight shipments from EU
October 20 Arrival of Road freight shipments
SECRETARIAT
Exhibitors / Stand Builders
Tuesday 20
from 08.00 to 18.00
Sponsors desk for delegates' badge collection
Tuesday 20
from 15.00 to 18.00 (only for groups)
Wednesday 21 from 09.00 to 19.30
Thursday 22 from 08.00 to 18.30
Friday 23
from 08.00 to 19.00
Empty crates need to be moved out
Saturday 24 from 08.00 to 13.30
before 18.00 on 20 October 2015
BUILD-UP
EXHIBITION
DISMANTILNG
Build-up Tuesday 20
from 08.00 to 18.00
Exhibition opens
Friday 23
from 08.15 to 18.30
Dismantling
4
Extra-time must be requested to Ileana Coiana
([email protected]) and will be charged
and invoiced separately
No vehicles will be allowed in the loading area
before 15.30, this to allow the removal of the
carpets and the return delivery of the empty
crates to the stands.
Exception will be made for cars.
If you use your own transport company to pickup your goods after the exhibition, please note
that all goods not evacuated on 24 October
at 23.00 will be collected by Kristal. All costs
incurred will be charged to the exhibitor.
Congress Venue
First Floor
MEETING 1
SPEAKERS
PREVIEW ROOM
WARDROBE
EXHIBITION AREA
ACCESS FROM
GROUND FLOOR
SECRETARIAT
PANORAMA 1
Second Floor
PRIVATE
MEETING ROOMS
MEETING 5
FORUM HALL
EXHIBITION AREA
TERRACE 1
5
TERRACE 2
POSTERS
Get to the PCC
f the city centre
Access to PCC
Currency
How to get to Prague and the PCC
Czech crown (CZK) is the official currency in the Czech Republic. For up-to-date exchange rates,
please refer to www.cnb.cz.
By Public Transport The Prague Congress
Centre is next to the Metro station Vysehrad.
From the Ruzyne International Airport take bus no. 119 (which runs every 10 minutes) to Dejvicka Metro station
Visa
outside
the EU require
to enter the Czech
(Line A). Take Metro Line A (direction Residents
Skalka)oftomost
thecountries
Muzeum;
change
to Linea visa
C (direction
Haje).Republic.
Exit atPlease
the stop
contact your nearest Czech Embassy or Consulate for visa application and processing. Please note
that the visa application procedure can take up to two months.
Vysehrad (the second stop from the Muzeum).
By bus and Metro the journey takes approximately 45 minutes. Travelling by public transport requires prior
purchase of a ticket which you must validate when you enter. For the journey from the Airport to the PCC a single
transfer ticket is required. The ticket is valid for 75 minutes after marking. During the offpeak hours (8 p.m. to 5
a.m. on working days and all day Saturdays and Sundays) the ticket validity is lengthened to 90 minutes.
6
By taxi The Prague Congress Centre is 30 minutes away from the Airport. The price for a taxi should not be higher than approximately 700 CZK (€ 25). Make sure to agree on the price before starting the ride. Credit cards are
not accepted. Cash is the only means of payment.
7
By road
From the North - HIGHWAY E55 While on the North-South E55, motorway from Dresden, follow the signs to the
city centre. After crossing the Vltava River drive through the City centre and onwards over the Nuselsky bridge. At
the end of the bridge turn right following the signs towards Kongresove centrum Praha. Once driving through the
roundabout in front of the venue, turn right towards the OMV petrol station to enter the parking lot.
From the South - HIGHWAY E50 If driving from North-South E50 motorway from Brno / Bratislava / Vienna,
follow the signs to the city centre. While driving through the 5.kvetna street take the turn with signs directing
towards Corinthia Towers Hotel and Kongresove centrum Praha. Once driving through the roundabout in front of
the venue, turn right towards the OMV petrol station to enter the parking lot.
From the West - HIGHWAY E50 On the way from the west, follow the E50 and join the outer ring road Prazsky
okruh towards the city centre. After crossing the river and joining the Jizni spojka, follow the signs showing towards the city centre. After driving through the 5.kvetna street take the turn with signs directing toward Corinthia
Towers Hotel and Kongresove centrum Praha. Once driving through the roundabout, turn right towards the OMV
petrol station to enter the parking lot.
From the East - HIGHWAY E67 When approaching the city of Prague from the highway E67 from Hradec Kralove
6
or from Mlada Boleslav, follow the sign Cerny Most quarter and continue towards the city centre/Karlin. Drive
through short Tesnovsky tunel and turn left immediately towards the centre to join the City expressway. Following this road, drive through the City centre and onwards over the Nuselsky bridge. At the end of the bridge turn
right following the signs towards Kongresove centrum Praha. Once driving through the roundabout in front of the
venue, turn right towards the OMV petrol station to enter the parking lot.
Currency
Czech crown (CZK) is the official currency in the Czech Republic. For up-to-date exchange rates,
please refer to www.cnb.cz.
Visa
Residents of most countries outside the EU require a visa to enter the Czech Republic. Please contact your nearest
Czech Embassy or Consulate for visa application and processing. Please note that the visa application procedure
can take up to two months.
7
Handling and shipment
8
Shipment information
Introduction
KRISTAL bvba, have been appointed by the organizer as the official freight forwarder,
customs clearance agent and official drayage contractor. For safety reasons no other
contractor will be permitted to operate lifting services.
It is our commitment to ensure exhibits arrive on time and in good condition for the
opening of the exhibition.
This shipping manual will assist you in your preparation for the correct and timely
dispatch of exhibits to Prague. Please follow these instructions closely.
The range of service provided by our company include:
International
Coordinators
Kristal bvba
Geert Frère
Cargo Building 829a B-1830
Machelen
Contact : Aïra Frère
Tel : +32 (0)2 7514680
Fax : +32 (0)2 7514720
[email protected]
Transportation, national and international
Temporary and permanent customs clearance
On-site handling, labor, forklift and cranage
Labeling, removal and storage of empty boxes and crates, return to stand upon
closure of the exhibition.
Accessible storage for brochures and give-away items during the event
On-site assistance & supervision
Exhibition timing
SECRETARIAT
BUILD-UP
EXHIBITION
DISMANTILNG
Exhibitors/Stand Builders badge collection
Tuesday 20
from 08.00 to 18.00
Build-up Tuesday 20
from 08.00 to 18.00
Empty crates
need to be moved out
before 18.00 on
20 October 2015
Exhibition opens
Friday 23
from 08.15 to 18.30
Dismantling
No vehicles will be allowed in the loading area before
15.30, this to allow the removal of the carpets and the
return delivery of the empty crates to the stands.
Exception will be made for cars.
If you use your own transport company to pick-up your
goods after the exhibition, please note that all goods not
evacuated on 24 October at 23.00 will be collected by
Kristal. All costs incurred will be charged to the exhibitor.
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Bag Inserts
Bag inserts shipments
KRISTAL will take care of the filling delegate bags. Bags will be stuffed at their warehouse Brussels airport.
Please follow the instructions here below:
1 Send a PDF file of the insert to [email protected] before September 22th
2 Ship inserts on a DDP base (free delivered, cleared, duties paid)
3 Label goods as per example.
4 Ship inserts to the following address before 7 October 2015
Shipping address
Kristal bvba
Business Park Machelen / Cargo Bldg 829b
B – 1830 Machelen, Belgium
Att. Lieve Myvis, tel. +32 2 7514680
Deadline arrival
7 October 2015 All inserts arriving after this date will not be inserted in the bags
Special note on courier shipments from outside EC
If you use a courier company, note that for goods coming from outside EC, couriers will not be
able to clear your goods through customs due to the lack of fiscal representation.
In that case courier companies will hand over the customs paperwork to our company and we
will take care to clear the goods.
Clearance charges, VAT and duties will be invoiced to the company concerned.
A commercial invoice needs to accompany the goods
Invoice to be consigned to:
Kristal,
Business Park Machelen / Cargo Bldg 829a,
B-1830 Machelen,
Belgium
Please keep value low but acceptable for customs.
10
Consigning
instructions
Air freight
AWB consigned to:
European Society of Gynecology
Kongresové Centrum Praha
5.kvetna 65
140 21 Praha 4
Notify:
Beckspedition
Pavel Beck/Monika Vesela tel +420 602
311950
Name Exhibitor / Stand nr
Goods to reach PCC not later than 12 October 2015 for goods arriving from outside EU
and not later than 14 October 2015 for EU goods.
Road freight or courrier shipments to the advanced warehouse
Consigned to:
European Society of Gynecology
Kongresové Centrum Praha
c/o Beck Spedition
5.kvetna 65
140 21 Praha 4
Czech Republic
Name Exhibitor / Stand nr
Goods to reach advanced warehouse not later than 20 October 2015.
Documentation for goods outside EU
For Temporary items
ATA Carnet or commercial invoice.
In case of commercial invoice document needs to show values of each item, description of the
goods, serial numbers, addressed to ESG 2015, Exhibitors name & stand number, Kongresové
Centrum Praha, 5.kvetna 65, 140 21 Praha 4, Czech Republic
For Permanent items
We will need a separate invoice for all permanent items such as give-away items, brochures,
etc…. addressed to ESG 2015, Exhibitors name & stand number, Kongresové Centrum Praha,
5.kvetna 65, 140 21 Praha 4, Czech Republic
Courier Shipments
Because of temporary Import Bonds, we discourage the use of Couriers to ship any material
from outside EU directly to the booth at the show site. Courier companies will not be able to
clear your goods and will have difficulties to deliver your goods in time. To avoid this, it is advisable to consign the goods to the advanced warehouse address. You will be liable for customs
and handling charges but this ensures your goods are delivered to your booth.
Shipping pre-advice
Full details of dispatch together with copies of invoices, AWB, CMR, Bill of Lading have to
be send upon departure to Kristal by fax to +32 (0)2 7514720 or by email to: geert.frere@
kristal-logistics.com.
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Insurance
It is the exhibitor’s responsibility to ensure that his goods are covered by a comprehensive marine insurance policy, which covers the goods at all times i.e. from premises to stand, duration of
exhibition and return to premises. On written demand, Kristal or their agents can arrange this for
you.
Return transport
We will contact all exhibitors separately on-site to organize the return of the goods to point of
origin or other designated destinations.
Terms & Conditions of Trading
All business is undertaken by owner’s risk. Tariffs are calculated using current freight and exchange rates. Any major fluctuation in either between now and work-date will be reflected in our
final invoice. Contracting Kristal bvba or their agents implies acknowledgement and acceptance
of Kristal bvba conditions of trading.
Terms of payment
Payment is due on presentation of invoice unless otherwise agreed in writing with Kristal bvba
or their agents. In all other cases on-site charges billed at the exhibition will require immediate
payment by cash or credit card.
Any disputes or queries relating to invoices originating from this office should be notified to
Kristal bvba within seven days of invoice date.
12
Direct
deliveries
Address
Kongresové Centrum Praha, 5.kvetna 65, 140 21 Praha 4, Czech Republic.
Direct deliveries with trucks to the venue are restricted.
Direct shipments to the booth at exhibition site will only be accepted on move-in dates and
hours.
Vehicles need to be removed immediately once unloading / reloading operations have been
completed.
Unloading Slot
To avoid traffic congestion and to allow us a fast and smooth move-in, an unloading slot will be
required for all vehicles larger than a van.
An email will be send to you with your personal login and password to be able to log in to our
portal at http://www.kristal-logistics.com /portal and fill in the necessary information to obtain
move-in / move-out schedule.
All trucks arriving without an unloading slot, will be unloaded once the full schedule has been
completed.
On arrival, all trucks need to register to the Kristal staff at the entrance of the loading area and
this approx. 1 hour prior to the confirmed slot. Our staff will direct the trucks to the unloading
bays according to the schedule. If the truck does not arrive at the booked time, slot will automatically be given to the next in the queue.
13
Access
PCC GUIDELINES
to the Exhibition area
Access to the exhibition area
The delivery and removal of materials and goods for the exhibition stands is allowed only by the
The delivery
and removal of materials and goods for the exhibition stands is allowed only by the
official freight forwarder and their local agent.
official freight forwarder and their local agent.
Important note:
Companies
Important
note:which are bringing their own goods should contact the official freight forwarder to
coordinate their arrival and the use of the loading bay, the service entrance and the lifts.
Companies which are bringing their own goods should contact the official freight forwarder to coordinate
their arrival and the use of the loading bay, the service entrance and the lifts.
Goods Entrance for Trucks
Goods entrance for trucks
8
14
Trucks driving into the basement of the PCC through gate number 3 to the passage leading to the
lifts may not exceed the following measurements and weight (for vehicles with dimensions up to
the limits stated below unloading point TIR A is possible, please see basement map for details):
height:
width:
length:
total weight of truck + cargo:
max
max
max
max
3,4 meters
3,5 meters
10 meters
10 tons
Trucks with measurements exceeding the above stated measurements need to park temporarily
and unload at the truck point in front of the loading bay – point TIR B (please see basement plan
for details).
Please contact the official freight forwarder to coordinate the arrival with either of the trucks, as
unloading space is limited.
Parking of Trucks
The parking of trucks can be arranged by official freight forwarder and their agent. No truck
parking is available in the Prague Congress Centre.
Parking Passenger Cars
Private cars may be parked at the PCC. Parking passes for the duration of the conference may be
ordered through organizer in advance.
Alternatively, payment per hour is possible at an hourly rate of CZK 50 (cash payment at the
parking lot, no pre-ordering of tickets).
Technical Specifications at PCC
Loading bay has limiting dimension width 2m, height 2m.
Freight Elevators
Two freight elevators are available to access the exhibition areas.
Lift K
Lift G
Depth:
5m
2,85 m
Width:
2,40 m
2m
Height:
2,50 m
2,40 m
Max. load:
5000 kg
2000 kg
2. EXHIBITION
Technical data for the exhibition area
The rental rate for exhibition space covers floor space only; all extras (modular stand, electricity,
furniture etc…) need to be ordered through organizer.
The maximum building height is 2,80 m and 11m regarding the final position of the stand
The dimensions of the pillars are 45 x 45 cm.
The floor is covered with white/light grey marble. It is recommended - your exhibition space to be
carpeted. The floor is very fragile, so organizer will be responsible for damages to the floor.
The floor bearing capacity (net load) is 400 kg/sq. m.
Power supplies and other utilities will be supplied into your stand via the ceiling or via the floor.
Suspension of banners/signage from the ceiling must be consulted with PCC in advance. Hanging any
objects on air conditioning outlets is forbidden (there is a threat OF relase and fall of outlets).
A ramp must be provided for access for the handicapped for floors of 5 cm or more in height.
It is strictly forbidden to store anything behind the stand.
IMPORTANT: Unused literature and other waste should be removed from the conference venue by
the end of the conference. In case of non-obligeance,
an additional cost will be charged to the
15
orgnanizer for removal.
9
ESG PRAGUE 2015
MATERIAL HANDLING AND FREIGHT INFORMATION FORM
Company name : ...............................................................................................................................................
Contact : .............................................................................................................................................................
Email : .................................................................................................................................................................
Tel nr : ..................................................................Fax : .....................................................................................
Hall nr : ....................................................... Stand nr : .....................................................................................
1. We have no materials to be shipped to Prague
We will take our goods in our luggage or with our car
()
()
2. We would like to ship our materials by your company, please send us an offer without any
engagement :
Pick-up address : ................................................................................................................................................
.............................................................................................................................................................................
.............................................................................................................................................................................
Estimated volume / weight : .................................m³......................................................................................
Transport by :
( ) ocean
( ) air
( ) road
Return transport :
( ) yes
( ) no
Value of the goods :
3. We will ship our material :
By transport company : .....................................................................................................................................
Tel. : ...........................................................Ctc : ..................................................................................................
Estimated volume / weight : .............................................................................................................................
Transport by :
( ) ocean
( ) air
( ) road
Directly to show site ( )
To the advanced warehouse ( )
4. Storage empty crates during the exhibition: Estimated volume (m3): .....................................................
5. On site handling requirements
( ) forklift 3T
( ) labour
( ) pallet truck
6. Remarks : .......................................................................................................................................................
.............................................................................................................................................................................
7. Invoicing address : .........................................................................................................................................
.............................................................................................................................................................................
.............................................................................................................................................................................
e-invoice email :..................................................................................................................................................
VAT nr : ...............................................................................................................................................................
Signature : ..........................................................................................................................................................
Please send this completed form back by e-mail
To Kristal Logistics
Att. Geert Frère
e-mail : [email protected]
16
before 22 September 2015
ESG PRAGUE 2015
UNLOADING / RELOADING SCHEDULE
FORM FOR DIRECT DELIVERIES TO PRAGUE
Company name : ...............................................................................................................................
Contact : .............................................................................................................................................
Email : ................................................................................................................................................
e-invoice email : ................................................................................................................................
VAT nr : ..............................................................................................................................................
Tel nr : ................................................................................................................................................
Fax nr : ...............................................................................................................................................
Hall nr : ............................................... Stand nr : .............................................................................
We would like to have following unloading/reloading slots :
Build-up
Date : ..................................................................................................................................................
Hour : .................................................................................................................................................
Length of the truck : ( ) 4 meters
( ) 6 meters
( ) 12 meters or more...................
Truck license number : ......................................................................................................................
Dismantling
Date : ..................................................................................................................................................
Hour : .................................................................................................................................................
Length of the truck : ( ) 4 meters
( ) 6 meters
( ) 12 meters or more...................
Truck license number : ......................................................................................................................
Slots will be given on a first come / first served base and depending on the size of the stand.
Trucks need to report to the Kristal desk at the entrance of the site approx. 1 hour before
the confirmed slot.
Our staff will guide the truck to the loading area on the confirmed time.
Please send this completed form back by e-mail before 13 October 2015
To Kristal Logistics
Att. Geert Frère e-mail : [email protected]
17
ESG 2015 – Prague
BAG INSERTS
Ship to :
KRISTAL
BUSINESS PARK MACHELEN / BRUCARGO
BUILDING 829B
B - 1830 MACHELEN, BELGIUM
Att. Lieve Myvis
Tel : +32 (0)2 7514680
Deadline arrival : 7 October 2015
Shipper :
Name insert :
Quantity shipped :
18
ESG 2015 – Prague
DISPLAY MATERIAL
Ship to :
KRISTAL
BUSINESS PARK MACHELEN / BRUCARGO
BUILDING 829B
B - 1830 MACHELEN, BELGIUM
Att. Aïra Frère
Tel : +32 (0)2 7514680
Deadline arrival : 12 October 2015
Shipper :
Name insert :
Quantity shipped :
19
Symposia halls, services
and private meeting rooms
20
Forum Hall
Forum Hall
Congress halls for sponsored symposia are provided with the
equipments reported here below. Other A/V equipments or
additional services can be ordered in advance: please see page 27
Forum Hall
Forum Hall
1,304
734
-
-
288/210*
-
Forum
Forum Hall
Hall - parterre
1,304
648
734
550
450
100
288/210*
288/210*
122
Forum
Forum Hall
Hall -- parterre
balcony
648
386
550
168
450
-
100
-
288/210*
-
Forum Hall - balcony
*rectangular
/ round tables
386
168
-
-
-
1,200
600
1,200
800
600
550
122
-
800
400
550
170
-
400
170
MEETING 1
*rectangular / round tables
SPEAKERS
PREVIEW ROOM
WARDROBE
This multipurpose hall is ideal for congresses, symposia, theatre performances, film screenings, exhibitions, concerts, balls
andAREA
other
EXHIBITION
social events. The space is equipped with a telescopic stage and offers flexible auditorium set-ups. The maximum seating capacity is
ACCESS FROM
This
hall is ideal
congresses,
exhibitions, concerts, balls and other
GROUND FLOOR
1,034multipurpose
(648 on the ground
floorfor
and
386 on thesymposia,
balcony) theatre performances, film screenings,
social events. The space is equipped with a telescopic stage and offers flexible auditorium set-ups. TheSECRETARIAT
maximum seating capacity is
1,034 (648 on the ground floor and 386 on the balcony)
Technical Parameters
PANORAMA 1
Floor
Technical
Parameters
2-4
Floor
Exhibition area
Total area
Exhibition
area
Width
Total
area
Length
Width
Height
Length without stage
Lenght
Height
Lenght
stage and dimensions
Numberwithout
of entrances
2
- 4m2
852
1,873.42 m2
852
35 mm
2
1,873.4
47 m m
35
mm
19.4
47 m
36
- 47 m
19.4 m
36
47 m4 x 1.8 m(w) x 2.1 m(h)
2nd -floor:
Number of entrances and dimensions
Flooring
Flooring
Stage
area
Load capacity of stage
Stage
Heightarea
of stage from floor
Load
of stage
Heightcapacity
above stage
Height
of stage
stage from floor
Width of
Height
above
Depth of
stagestage
Width
of
stage
Stage composition
Depth ofpoints
stage
Hanging
Stage composition
Hanging
points
Hall constructions
Second Floor
PRIVATE
MEETING ROOMS
MEETING 5
3rdndfloor: 2 x 1.8 m(w) x 2.1 m(h)
2
floor: 24 xx 1.6
1.8 m(w)
m(w) xx 2.1
2.1 m(h)
m(h)
4rdth floor:
3
floor:
2
x
1.8
m(w)
x
2.1
m(h)
wood - parquet blocks
4th floor: 2 x 1.6 m(w) x 2.1 m(h)
wood180
- parquet
blocks
max.
m2
500 kg/m2 2
max.
0 - 1.6180
m 2m
500
kg/m
12 - 15 m
0
- 1.615m- 18 m
max.
12
- 15
max.
11mm
max.
15 - 18tables
m
9 hydraulic
max.
11 mweight 300 kg/each
16
- max.
9 hydraulic tables
16
- max. weight
300 kg/each
retractable
tier seating,
hydraulic stage tables
FORUM HALL
EXHIBITION AREA
TERRACE 1
POSTERS
TERRACE 2
Curtain
Hall
constructions
Artworks
Curtain
Artworks
Light control booth
two piece - horizontal shift
retractable
seating, hydraulic stage tables
curtain - Mr.tier
Sladký
two piece - horizontal shift
th Sladký
curtain
(technical staff necessary)
built in -- 4Mr.floor
Sound control booth
Light
control
booth
Projection
room
Sound control booth
Projection
room
Electric
power
built in - 4thth floor (technical staff necessary)
4th floor
floor (technical
(technical staff
staff necessary)
necessary)
built in
built
in -- 4
built in - 4th floor (technical staff necessary)
built
- 4th floor
(technical
necessary)
2 x 3 in
phase
380V/200A,
1 x 3staff
phase
380 V/80A, 6 x 3 phase 380 V/20A, 1 x 1 phase 220V/16A
Daylight
Electric
power
Scenic lighting
Daylight
Fixed screen
Scenic lighting
Lectern
Fixed screen
Chairmen's table size
Chairmen's table seats
Standing michrophones for Q&A
Screen
Laser Pointer
no
2
x 3 phase 380V/200A, 1 x 3 phase 380 V/80A, 6 x 3 phase 380 V/20A, 1 x 1 phase 220V/16A
yes
no
cinema screen 8.05 m(w)x 4.85 m(h)
yes82cm height: 123cm
width:
cinema screen 8.05 m(w)x 4.85 m(h)
150 x 60 or 130 x 60cm
N° 4
4
1 (size: 12x6m)
21
Meeting Hall I
Meeting hall 1
Meeting Hall I
430
370
66
280
216/168*
500
76
300
With seating capacity for up to 430 attendees, this hall is Ideal for mid-sized conferences, congresses, workshops and company
presentations.
First Floor
Floor
1
Exhibition area
Total area
Width
Length
Height
Max. load capacity
465 m2
548 m2
21 m
26 m
3.65 m
400 kg/m2
Number and dimensions of entrances
Flooring
2x 1.8 m(w) x 2.1 m (h)
2x 1.55 m(w) x 2.1 m (h)
2x 0.85 m(w )x 2.1 m (h)
carpet
Electric power
Daylight
Dimmer switches
4 x 3 phase 380V/32A, 2 x 1 phase 220V/16A
no
no
MEETING 1
SPEAKERS
PREVIEW ROOM
WARDROBE
EXHIBITION AREA
ACCESS FROM
GROUND FLOOR
SECRETARIAT
Lectern width: 82cm height: 123cm
150 x 60 or 130 x 60cm
Map
Chairmen's
table seats
N° 2
2
Stage
width:6m x height:40cm x depth:2m
Screen
2 (size: 2,3x3m)
Laser Pointer
PANORAMA 1
PRIVATE
MEETING ROOMS
MEETING 5
FORUM HALL
EXHIBITION AREA
TERRACE 1
22
TERRACE 2
POSTERS
Panorama Hall
Panorama
Panorama Hall
400
360
110
220
175/128*
500
118
350
With a panoramatic view over Prague, this space is ideal for company presentations, art exhibitions and various social events. A
partition wall can be opened to form a single space with the adjacent ZOOM restaurant. This set-up is highly suitable as a larger dining
area during big congresses.
First Floor
Floor
1
Exhibition area
Total area
Width
Length
Height
Max. load capacity
454 m2
532 m2
21 m
27 m
3.5 m
400 kg/m2
Flooring
2 x 1.85 m(w) x 2.1m (h)
1/3 carpet 2/3 marble
Electric power
Daylight
Dimmer switches
MEETING 1
SPEAKERS
PREVIEW ROOM
WARDROBE
EXHIBITION AREA
1 x 3 phase 380V/32A, 9 x 1 phase 220V/16A
yes
no
ACCESS FROM
GROUND FLOOR
SECRETARIAT
PANORAMA 1
150 x 60 or 130 x 60cm
N° 2
Map
Stage
2
Screen
2 (size: 2,3x3m)
Laser Pointer
PRIVATE
MEETING ROOMS
MEETING 5
FORUM HALL
EXHIBITION AREA
TERRACE 1
23
TERRACE 2
POSTERS
Meeting Hall V
Meeting hall 5
MEETING 1
Meeting Hall V
220
200
50
150
108/79*
250
60
SPEAKERS
PREVIEW ROOM
110
WARDROBE
EXHIBITION AREA
ACCESS FROM
GROUND FLOOR
With seating capacity for up to 220 attendees, this space is ideal for seminars, workshops and company presentations.
SECRETARIAT
PANORAMA 1
Second Floor
Floor
2
Exhibition area
Total area
Width
Length
Height
222 m2
2
276.4 m
13 m
21 m
3.15 m
Flooring
1.8 m(w) x 2.1 m(h)
1.55 m(w) x 2.1 m(h)
0.85 m(w) x 2.1 m(h)
carpet
Electric power
Daylight
Dimmer switches
Scenic lighting
2 x 3 phase 380V/32A; 1 x 1 phase 220V/16A
no
no
available
PRIVATE
MEETING ROOMS
MEETING 5
FORUM HALL
EXHIBITION AREA
TERRACE 1
Map Lectern
width: 82cm height: 123cm
150 x 60 or 130 x 60cm
2
2
Screen
1 (size: 2,3x3m)
Laser Pointer
Stage
24
TERRACE 2
POSTERS
Terrace I
Terrace 1
MEETING 1
Terrace I
160
140
50
120
78/57*
58
240
150
SPEAKERS
PREVIEW ROOM
WARDROBE
EXHIBITION AREA
ACCESS FROM
GROUND FLOOR
With beautiful views over Prague and an area of 212 m², this space is ideal for exhibitions, poster sections, seminars and
presentations as well as receptions and social events.
SECRETARIAT
PANORAMA 1
Second Floor
PRIVATE
MEETING ROOMS
Floor
2
Exhibition area
Total area
Width
Length
Height
Max. load capacity
212 m2
2
263 m
13 m
24 m
3.2 m
2
400 kg/m
Floor
1 x 1.85 m(w) x 2.1 m(h)
carpeted
Electric power
Daylight
Dimmer switches
2 x 3 phase 380V/32A, 2 x 1phase 220V/16A
yes
no
MEETING 5
FORUM HALL
EXHIBITION AREA
TERRACE 1
150 x 60 or 130 x 60cm
Map
Chairmen's
table seats
2
1
Screen
1 (size: 2,3x3m)
Laser Pointer
Stage
25
TERRACE 2
POSTERS
Terrace II
Terrace 2
MEETING 1
Terrace II
120
100
46
90
52
-
130
SPEAKERS
PREVIEW ROOM
120
WARDROBE
EXHIBITION AREA
ACCESS FROM
GROUND FLOOR
With panoramic views over Prague, this space is ideal for receptions and social events seminars as well as workshops and company
presentations.
SECRETARIAT
PANORAMA 1
Second Floor
PRIVATE
MEETING ROOMS
Floor
2
Exhibition area
Total area
Width
Length
Height
Max. load capacity
158 m2
2
230 m
8.5 m
30 m
3.2 m
2
400 kg/m
Flooring
1 x 1.85 m(w) x 2.1 m (h)
carpet
Electric power
Daylight
Dimmer switches
2 x 3 phase 380V/32A, 3 x 1phase 220V/16A
yes
no
MEETING 5
FORUM HALL
EXHIBITION AREA
TERRACE 1
Lectern Chairmen's
table size
Map
Screen
Laser Pointer
width: 82cm height: 123cm
150 x 60 or 130 x 60cm
2
4
1 (size: 2,3x3m)
North Hall
26
TERRACE 2
POSTERS
Services for Symposia
A/V equipments and services in congress
halls
Advertising a sponsored symposium
Symposia audio registration and filming
Any flyer including the Congress or the ESG logo has to be approved
before and by the Organizing Secretariat.
Please send your flyer for approval to [email protected].
Flyers not including the Congress or the ESG logo will not need
approval from the Organizing Secretariat.
Approval of advertising flyers
Upon request it will be possible to register the sponsored symposia.
Please contact Milan Svoboda [email protected].
Voting system
If you need an electronic voting system during your symposium
Please contact Milan Svoboda [email protected].
Advertising flyers in congress bags
According to your contract you may be allowed to include advertising flyers of your Symposium/Lecture/Debate in the congress bags.
Flyer Format required: max A4 (Open format) with one or more
pages. See the shipping instructions for bags inserts in the shipping
section.
Catering
Food and beverages can be provided by the PCC only. Please refer
to Linda Reitingerova [email protected].
Pictures
You are not allowed to take professional pictures anywhere inside
the congress venue. If you need pictures of your symposium or
booth you may contact the official photographer.
Please contact Ms. Ileana Coiana: [email protected]
Distribution of advertising flyers in the congress halls
Distribution of flyers at the entrance or exit of a specific congress
hall is possible only if you are sponsoring the session just started in
that same hall.
Barcodes Scanner
Distribution of advertising flyers in the exhibition area
Each delegate badge will be marked with a barcode: it is possible
to rent barcode scanners in order to know who or how many people
are present in a certain hall or in your booth.
Please contact: Milan Svoboda [email protected].
Sponsoring Companies are not allowed to distribute flyers in the
exhibit area, except in the area right in front of their booth. Flyers
distribution can be organized from the beginning of the Congress,
also by means of hostesses and stewarts hired by the Sponsoring
Company.
Slide projection with Company logo
Sponsored symposia organizer are allowed to project a slide with
the company logo or any other advertising before the start of the
Symposium. The file has to be received by our Secretariat at least
15 days before the start of the Congress and should be sent to
[email protected]
Distribution of advertising flyers during
networking events
Only companies sponsoring networking events are allowed to
distribute their advertising flyers at the entrance or inside the venue
where the event they are sponsoring is taking place.
Totem and roll-up banners
Sponsored symposia organizer are allowed to place up to 3 totem
or roll-up banners in the path between the entrance of the Venue
and the Hall where the Symposium is taking place.
It is also allowed to place a rollup close to each entrance of the
hall where the symposium will take place. The totem and roll-up will
have to be placed starting from 30 minutes before the beginning of
the session and removed 30 minutes before the end of the session.
27
Private meeting rooms
Private meeting rooms are available upon request,
please complete the form below.
FORM A Meeting rooms
Please submit the completed form to [email protected]
or fax +39 070 307727 before July 15th
Company (full name)
Vat N°/Company code
State
Country
Zip
City
Address
Phone
Contact Person
Email
Max 20pax in U-Shape
Oct 21
Half day (€400) Full day (€700)
Oct 22
Oct 23
Oct 24
Net total€________
VAT 22% (only for Italian companies)
€________
Total €________
All services have to be paid before the congress starts
Date ______________________________________ Seal and signature _________________________________
28
Booths and Exhibition area
29
30
7x8
9x4
Congress Hall
(400 Pax)
10
1
It is compulsory to have a wall here
It is forbidden to have a wall here
Secretariat
First floor
11
13
9x5
2
Access
to Congress Halls
(430 Pax)
15
16
From floor 0
To floor 2
5
17
7
21
oor o0or 2
To flm
fl
Fro
19
22a
22b
23
9
Speakers prev. room
Exhibition area map
31
C 2x2
D 2x2
35
A 3x2
Access to
Congress Halls
(280pax)
E 6x1
26
31
32
34
28
Coffee Bar
33
From 1st floor
25
Access to
Congress Halls
(220pax)
Access to
Congress Hall (1000pax)
B 3x2
It is compulsory to have a wall here
It is forbidden to have a wall here
Second floor
29
10x8
Poster area
st floor
To 1
Access to
Congress Hall (1000pax)
Exhibition area map
Rules for booth setup
and dismantling
What is included in the rental rate
If not stated differently in your contract the rental rate for exhibition space covers floor space only; all extras (modular stand, furniture etc…) need to be ordered through organizer.
Please check your contract to verify how much electricity you have already included. If you need additional electricity
please use the electricity order form.
Technical data for the exhibition area
The maximum height for booths is 3m
The dimensions of the pillars are 45 x 45 cm.
Verify on the maps in the previous pages where the walls are compulsory and where are otpional
for your booth.
The floor is covered with white/light grey marble. It is recommended to have the exhibition space carpeted
The floor is very fragile so the exhibitor will be responsible for damages to the floor.
The floor bearing capacity (net load) is 400 kg/sq. m.
Suspension of banners/signage from the ceiling must be consulted with PCC in advance.
Hanging any objects on air conditioning outlets is forbidden (there is a threat OF relase and fall of outlets).
A ramp must be provided for access for the handicapped for floors of 5 cm or more in height.
It is strictly forbidden to store anything behind the stand.
Power supplies and other utilities will be supplied into your stand via the ceiling or via the floor.
IMPORTANT: Unused literature and other waste should be removed from the conference venue by the end of the
conference. In case of non-obligeance, an additional cost will be charged to the exhibitor for removal.
Stand approval
Each exhibitor must submit an exact statement of the dimensions of the stand as well as plans and description of
the stand before July 15th. This applies equally to those companies hiring a standard exhibit stand module from PCC.
The drawings shall indicate clearly the planned layout, dimensions, equipment and furnishing of the stand, including
the inscriptions. The location of power outlets, electricity cables as well as telephone installations must be indicated.
July 15
Send stands setting-up projects to [email protected]
Technical specifications at the PCC
Freight lifts in the PCC
Capacity Width Lift K 5.000 kg 240 cm
Lift G 2.000 kg 200 cm Height 250 cm
240 cm Depth
500 cm
285 cm
Electricity
Voltage: 230/400/415V AC, 50 Hz (which is 50 cycles)
All electrical connections must be made under the supervision of authorised venue electrician. At the time of the
official inspection the relevant reports on the wiring (information on connections) must be presented to the Exhibition
Organiser for submission to the authorities.
Important: Supplies will be switched on 30 minutes before opening during the duration of the meeting and switched
off 15 minutes after Exhibition closed every day. Twenty-four-hour supplies are available.
32
A valid report is required at the exhibition stand with own wiring. The report has to be handed to the
PCC before connectiong to the power distribution ntwork of PCC.
Electricity Plugs, Sockets and Adapters
Czech sockets
Czech sockets for 230V/16A are not compatible with the Schuko (basic European sockets).
Adapters (for 1 phase up to 16A) are required. For other types of plugs (other than basic
European), please make sure to bring adapters because these will not be available on-site).
Adapters for 3-phase connections are not available and should be brought by exhibitors.
A valid report is required at the exhibition stand with own wiring. The report has to be handed to the Organizing Secretariat before connectiong to the power distribution ntwork of PCC.
Czech sockets
Czech sockets for 230V/16A are not compatible with the Schuko
(basic European sockets).Adapters (for 1 phase up to 16A) are
required. For other types of plugs (other than basic European),
please make sure to bring adapters because these will not be
available on-site). Adapters for 3-phase connections are not
available and should be brought by exhibitors.
Voltage Transformers
For equipment from USA or elsewhere with 110/120V, a transformer is required to be able to connect to 230V. Transformers are not available and should be brought by exhibitors.
Voltage Transformers
For equipment from USA or elsewhere with 110/120V, a transformer is required to be able to
connect to 230V. Transformers are not available and should be brought by exhibitors.
5. EXHIBITION SERVICES
Exhibit Stand Cleaning and Waste Removal
Exhibit Stand Cleaning and Waste Removal
Each Exhibitor is responsible for the removal of all their refuse or waste from stands, the exhibition area and the
PCC. The Organizing Secretariat strongly advises exhibitors to order daily stand cleaning. Any discarded refuse or
waste (including promotional material) left by the Exhibitor at any time will be removed at the risk and cost of the
Exhibitor. All common event areas (registration and foyer areas, aisles and feature areas) will be cleaned on daily
basis. The cleaning staff will not enter any exhibit for the purpose of sweeping or dusting.
Exhibition Organiser is responsible for the removal of all their refuse or waste from stands, the
exhibition area and the PCC. The PCC strongly advises exhibition organiser to order daily stand
cleaning. Any discarded refuse or waste (including promotional material) left by the Exhibitor at any
time before, during of after the exhibition, will be removed at the risk and cost of the Exhibiton
Organiser.
All common event areas (registration and foyer areas, aisles and feature areas) will be cleaned on
Exhibition Layout
Whole exhibition (all stands) must be drawn within the exhition grid plan. You can download the grid plan of each
floor on www.kcp.cz, in section "organiser" – "floor plans".
Stand Layout
In order for PCC staff and the suppliers to know where to install the ordered services - electricity connection, storage, internet connection etc., please send to the Organizing secretariat the layout of stand.
Exhibit Stand Inspection
Biomedical Technologies and the PCC refuses to accept any responsibility if the Safety Committee decides to close
a stand because the Exhibitor has not respected the safety rules of the event or hosting country.
Water Connection
Water connections are available upon request, depending on stand location.
Liability for Rented Equipment
Exhibitors accepts full responsibility for all rented equipment, such as standard exhibit stand construction, furniture
and carpet, AV and computer equipment etc. The Exhibitor will be charged for any loss of or damage of rented equipment.
Transport Regulations/Handling
During the Exhibition goods can only be transported into the halls before the exhibition opens. After that, only light
articles can be carried in by hand. Goods can be collected when the exhibition has closed if carried out and the
exhibit remains visually presentable to delegates.
Do not place anything in the aisles outside the stand. If you do, you will block the passage-way for other transport.
The PCC has the right to remove all packaging that is left in the aisles after the build-up ends.
33
17
Storage of Empties
No refuse (e.g. empty cartons, crates or shipping/packing materials) may be left behind in the booth or in the
aisles. If any Exhibitor or his contractor(s) leave such materials behind, the costs of removing will be charged to the
Exhibitor.
Please contact the official forwarder for handling and storage of your empty crates and other packing material
through the duration of the exhibition.
Stand Security
Please note Biomedical Technologies and the PCC cannot accept responsibility for the security of the stands and
their contents, for damage to or theft of any goods whatsoever.
If you wish to order a security guard for the stands, please contact PCC.
Surveillance and Security
Exhibitors are recommended to pay closer attention to the exhibits during the stand construction and dismantling
periods. We strongly urge exhibitors to secure their stand against theft or damage. Valuable objects, which may easily
be removed, should be locked away during the night or whenever the stand is left unattended. Biomedical Technologies and the PCC accepts no responsibility for goods stolen from exhibits.
Security services can be ordered through the Organizing Secretariat.
Insurance
While on the premises, exhibition goods and packing materials shall be insured at the expense and risk of the
Exhibitor. Neither the PCC nor the Organiser or Exhibition Agent can accept any responsibility for damage, loss, theft,
disappearance or injury of anything or anybody due to any cause. The Exhibitor and any contractors under exhibitor
employment are obliged to take an insurance against third party risks before the start of the exhibition. The cost for
this insurance and responsibility for its arrangement falls to the Exhibitor.
Exhibitors should also be covered against any claims which may ensue from transportation to and from the PCC and
against any claims which may be made by third parties, e.g. the PCC, the City and/or their insurers, in respect of
injury or damage sustained in any way whatsoever inside or outside the PCC. If any conditions within the Exhibition
Services Kit for Participation are infringed, the responsibility for any accident will be exclusively with the Exhibitor
who must have contracted an insurance policy for unlimited civil liability for harm to third parties, albeit person or
objects. In case of incidents caused by negligence or inaction on the part of exhibiting companies and their staff,
the exhibiting company agrees to indemnify the Organiser against all direct and consequential losses.
Dismantling
The exhibitor must vacate his exhibition space within the time specified by Biomedical Technologies for exhibition
dismantling. Failing to do so will be liable for additional rental costs of each started hour.
Catering
Food or beverage served on the stand should be ordered through Zatisi Catering Group. No food items can be taken
into the rooms, used for the scientific sessions. Please contact Linda Reitingerova [email protected]
Extra-time for build up and dismantling
Extra-time must be requested to Ileana Coiana ([email protected]) and will be charged and invoiced separately.
34
General rules and
Technical Regulations
Stipulations
Exhibitors are asked to pay attention to the following stipulations:
Any column of the Foyer lying within the stand may be covered without causing any damage and in compliance
with accepted height regulations. Fire extinguishing equipment and sensor system must not be covered. The PCC
will advise on this matter.
Goods to be exhibited must be kept within the stand perimeter. The exhibition areas may only be covered by fitting
platforms or carpets, which must be withdrawn by the Exhibitor/decorator at the end of exhibition.
The floor area is finished by aged marble floor tiles. All damages to flooring will be charged to the exhibitor responsible. Therefore no mortar may be placed on the floor, nailing is not allowed with percussion tools or painting with
spray guns.
Should there be an absolute need to carry out any of the unauthorised work, permission must be requested from
the exhibitor at least 4 weeks before the opening, providing detailed plans indicating weights and support surfaces
for the products to be exhibited or the decoration to be fitted.
The (standard) maximum height of stand constructions is 3m depending on the final location of your stand.
Once approved, any staff/builders working on constructing stand higher than 3m must bring their authorised licence for working in heights.
Two-storey structures are not allowed.
Arches, bridges or similar constructions connecting two or more stands are not allowed.
The maximum permissible load on the floors of the PCC is approximately 400 kilograms per square metre (spread).
Load capacity will be taken into account when entering the exhibited goods as well as during their handling.
Stands should be fully accessible on all “open” sides. Requests to be partially exempted from this rule should be
submitted in writing to the Organizing Secretariat.
The stand floor must be adequately covered, for instance, with carpeting or carpet tiles. It is to be noted that vehicles (including forklift trucks) are not admitted within the exhibition areas. Pallet trucks and other handling machines must be equipped with rubber wheels and may only be operated by the official freight forwarder (see page 8)
Exhibitors are not permitted to:
Drill, screw or nail the walls, ceilings, floors or columns of the exhibition areas.
Place any heavy loads either on the structure of the walls and columns, or any of the technical installations
of the Halls due to decoration or the objects on display.
Hang Advertising from the ceilings of the Halls or to affix stand parts, posters or other promotional material
to columns, walls, girders, etc. of the PCC within or outside the stand space assigned. Dig trenches, anchor
ages or to make other structural alterations inside the PCC, unless explicit authorisation has been obtained
from the PCC.
Paint or glue, in any way or part of the exhibition area.
Construction of stands with a floor
A platform floor is advised if heavy equipment is stored on the stand (100kgs/m2 or more)
Authorisation must be requested in writing to the Organizing Secretariat. A descriptive report and to-scale plans should
be presented.
All stands with a floor over 5 cm above ground level must present a construction certificate signed by the competent
engineer. Any glass fitted inside the top of the floor shall be at least 0,5 cm thick, laminated and be of an approved
safety type in the Czech Republic.
The stand area may be covered only by the installation of an elevated platform, use of carpeting that is held in place
by its own weight on the floor or by adhesive bands. These items must be removed by the Exhibitor at the end of the
exhibition.
35
The use of wooden platforms is recommended for stands with a lot of electrical wiring, the stand construction company will be able to advice on this matter. Exhibitors who use such platforms should bear in mind that the maximum
height allowed, measured from floor level to the top of the platform is 5 cm. The platform sides must be closed and
finished neatly. The platform edges must be safe (secured, safe and easily visible). Platforms should be placed within
the stand perimeter. The platform must allow access to those in wheelchairs. Please note the edges should be sloped
for this purpose or a ramp included within stand perimeter.
The floor, columns and installations (distribution boxes, piping, rented shell stands, etc.) of Exhibition shall be left in
the same state they were found in. Any damage shall be repaired by the Exhibitor at his expenses.
Fire and safety regulation of the venue fire and safety regulation
1. SMOKING and manipulation with open fire are PROHIBITED during organisation of individual social, cultural, sales,
sports or other events within the entire PCC object, including its hallways and terraces. Smoking can be permitted in
a specially marked area, after agreement with the PCC fire officer.
2. All escape routes must be kept free at all times, not blocked by any objects which could hinder possible evacuation,
and must have a minimal passage width of 2 m between the rows of stands if these form a continuous line/s/. Between the sides of individual stands, a proper access to these stands, i.e. to each one separately, must be secured,
with minimal spacing of 85 cm
3. Individual profiles of escape routes and exits, electricity distribution boxes, main switches, and media seals (gas,
electricity, water etc.) must not be blocked or narrowed. The same rule applies to all facilities for provision of fire
protection, i.e. fire extinguishers, fire hydrants, electric fire alarm sensors (EPS), heads of stationary extinguishing
systems (sprinklers)
4. Should the stand position be located close to glass surfaces of the building perimeter, it is necessary to keep to
so-called fire dividing zone with the minimum distance of 150 cm from the glass surfaces. No flammable or fire-supporting material may be located close to glass area of the outer surface of the building. This area must be kept free
at all times; no material is to be stored therein.
5. All exhibitors are obliged to supply fire-technical characteristics (FTCH) of all used,exhibited, sold, stored and used
substances, items and goods, etc.
6. Within all premises of the PCC it is generally prohibited to use, store, or handle in any way flammable or fire-supporting substances or liquids, bottled-gas burners, cookers and portable heating (both gas and electric), as well as
pressure tanks (bottles) filled with propane-butane or other compressed technical gases.
7. Motor vehicles equipped with permanent of alternative drive using compressed natural gas or propane-butane /PB/
must not park in the underground garages of the PCC.
8. All used materials (textile fabric, wood, etc.) brought into the object and serving as decoration, material for construction of exhibition stands, scenes, decoration of halls, hallways, etc., provided by both PCC and individual organisers /
lessees/ of cultural, social, sport and other events, must have fireproof finishing of its own way. Provision of fireproof
finishing must be documented by respective certificates; these must be deposited with the PCC fire technician, as
a part of the event documentation.
9. All welding and cutting works, either using welding sets (gas, oxygen), or using electricity (resistance welding), or
using electric grinding saw etc., are subject to the obligations stipulated by the Home Office of the Czech republic,
Order No. 87/2000 Coll., and it is necessary to obtain a welding permit for them, including specification of particular
conditions for provision of fire protection in the given area of the PCC. This permit is issued, and particular conditions
of fire protection provision are stipulated by the PCC fire technician or the commander of the PCC fire brigade. At the
same time, it is necessary to report such works in advance to the venue /Exhibition Agent.
10.A permit, issued for each individual event separately, is necessary for all pyro-effects, use of open fire, etc. – regardless of being provided by the PCC or by individual lessees (e.g. during a performance etc.). This permit is issued, and
particular conditions of fire protection provision are stipulated by the PCC fire protection officer or the commander of
the PCC fire brigade. At the same time, it is necessary to report such works in advance to the venue / Exhibition Agent.
11.In such cases (or at client's request) it is necessary to assign special assistance fire patrols at additional expense.
The number of assistance fire patrol members is determined by the PCC fire protection technician, or the commander
of the PCC fire brigade, based on individual assessment of each individual event, depending on the particular room.
36
12.Possible events intended specially for persons with limited mobility /and orientation/ and immobile persons must
be discussed with Prague City Hall fire brigade in sufficient advance, for the reason of securing safe evacuation.
Organization of this type of events must be reported at least 14 days in advance to the PCC fire protection officer, or
the commander of the PCC fire brigade.
Conference regulations
Definitions
In the following regulations and conditions the term 'exhibitor' describes any company or organisation that has
made a successful application for space allocation in the technical exhibition to be organised in the framework of
conference, or any agent or representative acting on behalf of the exhibitor.
Legal Condition
The application for exhibition space is legally binding on the exhibitor pending its acceptance in writing by the
organiser.
Smoking Policty
Smoking is allowed in foyers where is marble floor. It depends on the organiser.
Stand Security
Please note Biomedical Technologies and the PCC cannot accept responsibility for the security of the stands and
their contents, for damage to or theft of any goods whatsoever. No security service will be provided during the day.
Security service is provided during the night.
Exhibition
Stand Decoration
No flammable materials may be used. Equipment displayed or demonstrated must be installed according to the
safety regulations issued by the conference venue. The fireproofing of the installations must be made by a qualified
company issuing the certificate of an approved organisation. Excessive audible and visual attention-getting devices or effects are prohibited. The exhibitor must have the certificate of reaction to fire of the materials used for the
arrangement or decoration at the disposal of the conference venue.
Disposal of Waste
It is the responsibility of the exhibitor to ensure that all debris and waste material including boxes for packaging
arising from his stand construction and stand dismantling are completely removed from the exhibition area prior to
the opening of the exhibition and at the end of the conference. Failure to comply with this procedure shall render
the exhibitor liable for the cost of clearance by the organiser or its contractor.
Health and Safety at Work
It is the responsibility of the exhibitor to ensure that his employees, exhibition staff and temporary staff comply with
the latest legislation regarding health and safety at work. Biomedical Technologies and the PCC bears no responsibility for non-compliance to this rule by the exhibitor.
National and International Regulations
The exhibitor is to comply to all national and international rules and regulations related to advertising and promotion of all products and services as part of the booth. Biomedical Technologies and the PCC bears no responsibility
for non-compliance of this rule by the exhibitor.
37
Exhibition area rules
Rules for exhibitors
In order to have the best experience with customers at the exhibition area each booth must be staffed during the
opening hours of the exhibition area
Publicity and promotional materials
Exhibitors may only display publicity and promotional materials within their stand(s).
No printed, optical or visual materials may be placed outside the stand(s), such as projecting visual effects onto
areas outside the rented, approved space.
Sponsoring Companies are not allowed to distribute flyers in the exhibit area, except in the area right in front of
their booth. Flyers distribution can be organized from the beginning of the Congress, also by means of hostesses and stewarts hired by the Sponsoring Company
Raffles are not allowed
Exhibitor badges
All individuals representing an exhibiting company are required to register as an exhibitor and wear the appropriate
badge. This applies to personnel staffing a particular booth for the duration of the exhibition as well as for those who
will be visiting for a short period of time.
Insurance
It is the responsibility of each Exhibitor to have insurance against property damage, theft, fire, injury and any other
forms of property loss or injury.
BUILD-UP
EXHIBITION
DISMANTILNG
Build-up Tuesday 20
from 08.00 to 18.00
Exhibition opens
Friday 23
from 08.15 to 18.30
Dismantling
38
Exhibition services
How to order services
Our recommendation
Fill out the Forms in BLOCK capitals or type it
take notes of deadlines for particular services
if you want to be sure we received your completed orders, do not fax the Forms but send them by e-mail
TRIUMF EXHIBITIONS, s.r.o. – Official Exhibition Management
Mrs. Zdena Fialová
Jaromírova 54 128 00 Praha 2 Czech Republic
[email protected]
Please use this form to keep an easy record of orders you have completed and sent, as those you still intend to send:
Deadline
Order Form
Send to
Sent on
Order forms for booth construction:
September 25
Stand Construction (p.41) [email protected]
_ ___________
September 25
Stand Equipment
(p.43) [email protected]
_ ___________
September 25
Text and graphics
_ ___________
September 25
Schematic Plan
_ ___________
Order forms for booth services:
September 25
Power Supply
_ ___________
September 25
Carpet(p.57) [email protected]
_ ___________
September 25
_ ___________
September 25
Cleaning(p.58) z [email protected]
Audio/Video
z [email protected]
PC/Internet(p.59)
Hostesses(p.60) z [email protected]
September 25
Floral decoration
_ ___________
September 25
_ ___________
_ ___________
Late orders, on-site orders
Orders made after the deadline cannot be guaranteed.
Late orders received after deadlines or during the set-up period will be fulfilled in accordance with time and capacity and will be subjected to the following surcharges:
+ 10% if orders are received after September 25, 2015
+ 50% if orders are received after October 19, 2015 and on site
The date of the surcharge is the date the order is received by the Triumf Exhibitions.
As stated in the General Conditions, if the exhibitor fails to coverall the fees related to participation at the congress as well as all other outstanding payments to Triumf Exhibitions, no work will be done.No exceptions from
these rules will be made.
39
On-Site Orders
Services ordered during the set-up period, exhibition itself or when the event is over, will be provided only according
to the availability of the respective work persons and/or materials. The exhibitor will be asked to make complete
payment for required services in advance. Only then the service will be provided. No copies of payment confirmations or similar documents will be accepted. Actualisation of requirements made after the deadline and on-site
orders can take longer than normal orders. We therefore recommend to place all orders in time.
Payment Conditions
After receiving orders Triumf Exhibitions will send an invoice to the exhibitor and it must be paid through a bank in
time. On-site payments can be made in cash or by a credit card. For payments in cash, CZK or EUR currency will be
accepted. For payments by a credit card,
Triumf Exhibitions accepts Visa, Eurocard-Mastercard, Amex and Diner Club. Cheques are not accepted.
Claims
Claims can be made only by the end of the event. Claims must be made in writing and will only be accepted at the
Exhibition Management desk. Claims submitted later will not be taken into consideration.
Other services
Catering
Food and beverages can be provided by the PCC only. Please refer to Linda Reitingerova [email protected].
Pictures
You are not allowed to take professional pictures anywhere inside the congress venue. If you need pictures of your
symposium or booth you may contact the official photographer.
Please contact Ms. Ileana Coiana: [email protected]
Barcodes Scanner
Each delegate badge will be marked with a barcode: it is possible to rent barcode scanners in order to know who or
how many people are present in a certain hall or in your booth.
Please contact: Milan Svoboda [email protected].
40
Please submit the completed form to Triumf Exhibitions, Jaromírova 54, 128 00 Prague 2
Tel: +420/274 818 065, Fax: +420/274 772 406, e-mail: [email protected]
Before September 25th
STAND CONSTRUCTION ORDER
Exhibitor:
Contact person:
Invoice address:
Telephone:
Fax:
E-mail:
The Shell Scheme does not include any technical connections. Do not forget to order power connection. 3,5 kW
connection is recommended, please see form No 3.
The space can be filled with other items which can be ordered separately. For furniture please see form No 2.
If you require a Custom-made stand we can prepare a project and estimated price according to your
specific requirements or we are also able to construct the stand according to your own project.
PRICE LIST:
specification
price Euro/m2
Octanorm without furniture
68
Octanorm with furniture
76
Modular Stand A
85
Modular Stand B
91
Modular Stand C1
103
Modular Stand C2
106
Modular Stand D
113
The prices do not include 21% VAT.
m2
total Euro
The total price covers, among other items, your company name sign. Your company name will be executed in
black lettering in the HELVETICA font. The total length of the name is restricted to
18 letters.
REQUIRED NAME:
We hereby order the items indicated in this form in accordance with the General Conditions and with the
Conditions of Participation.
.....................................................................................................
.................................................................................................
Stamp & Authorised Signature
Date & Place
Please return this form to:
Triumf Exhibitions, Jaromírova 54, 128 00 Prague 2
Tel.: +420/274 818 065, Fax: +420/274 772 406, e-mail: [email protected]
3
41
OCTANORM STANDS
OCTANORM STAND without furniture
from 9 m2
size:
equipment: 1. rear and side walls
2. ceiling with spotlights
3. light grey carpet
4. fascia with the company name
OCTANORM STAND with furniture
size:
from 9 m2
2. ceiling with spotloghts
6. table 80x80 cm
7. 3x chair
8. infodesk
MODULAR STANDS
MODULAR STAND A
size:
from 6 m2
4. table 70x70 cm
5. 3x chair
6. infodesk
MODULAR STAND B
size:
from 9 m2
4. 2x table 70x70 cm
5. 5x chair
6. lockable cabinet
8. coat rack
9. infodesk
10. flower
4
42
STAND EQUIPMENT RENTAL
Exhibitor:
Stand.No:
Contact person:
Invoice address:
Telephone:
Fax:
E-mail:
VAT-ID number:
Specification
lxdxh cm
picture
No.
pieces
unit price
Euro total price
Spotlight 100W
22
Halogen spotlight 500W
59
3-prong plug 220V
15
Refrigerator
80x80x100
Octanorm coat rack set
length 100
46
103
12
High illuminated showcase, 4x halogen 50W
100x100x250
4
138
High illuminated showcase, 2x halogen 50W
100x50x250
4
114
Octanorm glass counter
100x100x100
5
67
Octanorm glass counter
100x50x100
5
52
Octanorm counter
100x100x100
3
43
Octanorm counter with shelf, wooden top
100x100x100
1
54
Octanorm counter
50x50x100
3
29
50x50x100
1
40
Octanorm counter
100x50x100
3
40
100x50x100
1
52
Octanorm bar counter
100x100x110
3
47
Octanorm bar counter with shelf, wooden top
100x100x110
1
58
100x50x110
3
55
100x50x110
1
60
50x50x110
3
34
50x50x110
1
44
Octanorm semicular counter
100x50x100
2A
75
Octanorm semicular counter, wooden top
100x50x100
2
79
Octanorm shelf stand
100x50x250
45
6
43
Specification
Book shelf panel
lxdxh cm
picture
No.
100x30
pieces
unit price
Euro total price
21
Chair black
17
Chair plastic dark grey
19
60
Chair Gilber
20
42
Chair chrom black
22
19
Chair design white*
23
62
Leather chair ( anthracite, black or white)*
24
60
Leather bar chair
28
26
White bar chair
29
32
Plastic bar chairs (black, silver, white)*
30
35
Wooden bar chair*
26
60
Chair with wheels white or blue
21
19
80x80
14
21
150x60x80
18
39
Round table black or white*
80
7
23
Round table wooden top
80
9
23
60x110
13
70
Small table black or white*
50x50x45
11
20
White table
90 x55x45
16
35
Buffet table glass*
110x60
13
120
Small round glass table*
60x45
15
85
Round glass table*
105x73
17
90
Buffet table wooden top
60x110
9
42
Buffet table black top
60x105
8
42
Buffet table white top
60x105
12
42
Buffet table chrome
60x105
10
42
Black leather armchair*
31
140
Natural color armchair*
32
80
Small black armchair
33
66
140x100x73/40
42
270
54x54x39
43
28
177x90x65/40
44,45
290
100x50x80
6
39
48
15
Table
Table with blue skirting
Round glass table*
Sofa red, silver, white, black*
Tabouret blue, red, white
Sofa leather black and white
Lockable cabinet
Coat hanger stand
Waste basket
9
Stand for brochures type A
50
44
39
Specification
picture
No.
lxdxh cm
pieces
unit price
Euro total price
Stand for brochures*
49
49
Pole with siling belt 2,3m
45
42
Pole with a holder*
47
30
* a limited number of items
.....................................................................................................
.................................................................................................
Date & Place
45
46
9
10
47
48
11
49
12
50
51
52
53
FORM D Text and graphics
TEXT & GRAPHICS
Exhibitor:
Stand No.:
Contact person:
Invoice address:
Telephone:
Fax:
E-mail:
VAT-ID number.
Name
Logo on a counter 80 cm wide
Logo on a fascia 25 cm high
Poster full colour 90x100 cm
on system wall
Poster full colour W95 x H225,5
cm on system wall
price Euro
pc.
total price
110
95
125
230
Please, send us your logo or poster by e-mail in pdf or cdr format.
I case you wish to have other signage, please write below your requirements including the dimensions, material
etc. On the basic of this specification we will work out price quotation and present it for approval.
.....................................................................................................
.................................................................................................
Stamp & Authorized Signature
Date & Place
17
54
FORM E Schematic plan
SCHEMATIC PLAN
Exhibitor:
Stand No.:
Contact person:
Invoice address:
Telephone:
Fax:
E-mail:
VAT-ID number:
1. Sketch the location of your utilities, such as furniture, power outlets, spotlights and water, on the
plan below. Do not forget to mark on this Schematic Plan the border of your stand, as well as the
orientation of your drawing (to clarify where there is a passage and where a neighboring stand is).
2. If the schematic plan is not returned, then the ordered items will be placed at the discretion of
Triumf Exhibitions and any relocation will be at the Exhibitor's expense.
PLEASE INDICATE DIMENSIONS OF YOUR BOOTH
GRID FOR SCHEMATIC PLAN:
electric supply
S
spotlight
Your company name will be executed in standard lettering in the HELVETICA font. The total
length of the name is restricted to 20 letters.
.....................................................................................................
.................................................................................................
Date & Place
Please return this form to: Triumf Exhibitions, Jaromírova 54, 128 00 Prague 2
18
55
FORM F Power supply
POWER SUPPLY
Exhibitor:
Stand No.:
Contact person:
Invoice address:
Telephone:
Fax:
E-mail:
VAT-ID number:
PRICE LIST:
Specification
price /pc/Euro
Connection up to 3,5 kW/16A
Connection up to 7,0kW/2x16A
Connection up to 10,5kW/3x16A
Connection up to 21kW/3x32A
Electrical inspection
24-hour connection for refrigerator
269
390
495
895
49
236
REQUIREMENTS:
Specification number
Connection up to 10.5 kW/3x16A
Connection up to 21 kW/3x32A
Electrical inspection
24-hour connection for refrigerator
Total
total price
1
...............................................
49
...............................................
Date & Place
19
56
FORM G Carpeting
CARPETING
Exhibitor:
Contact person:
Invoice address:
Telephone:
Fax:
E-mail:
VAT-ID number:
This form is intended for space exhibitors only.
REQUIREMENTS:
space (m2)
Specification
price per m2
Carpet
Required colour
total price
Euro 22
light grey
dark grey
green
red
blue
.....................................................................................................
.................................................................................................
Date & Place
20
57
FORM H Cleaning
CLEANING
Exhibitor:
Stand No.:
Contact person:
Invoice address:
Telephone:
Fax:
E-mail:
VAT-ID Numer:
Cleaning Includes: general cleaning before opening of the event, daily cleaning of carpeting with
vacuum cleaner, waste disposal, washing of furniture. Cleaning will be done mainly at night, when the
exhibition halls are closed. Listed prices are for the entire exhibition time.
REQUIREMENTS:
Specification
space m2
price per m2
Stand cleaning
total price
Euro 4
.....................................................................................................
.................................................................................................
Date & Place
21
58
FORM I Audio/video/internet
AUDIO/VIDEO/PC/INTERNET
Exhibitor:
Stand No.:
Contact person:
Invoice address:
Telephone:
Fax:
E-mail:
VAT-ID numer:
PRICE LIST:
Price
per item
Euro 60
Euro 60
Euro 120
Euro 195
Euro 240
Euro 400
Euro 780
Euro 950
Euro 195
Euro 115
Euro 180
Euro 210
Euro 260
Euro 480
Euro 590
Euro 700
Specification
DVD player
LCD 19”
LCD 24”
LCD 32“
LCD 42” with floor-stand
LCD 50” with floor-stand
LCD 60“ with floor stand
LCD 42“ Touch Screen
Notebook
Internet - 512kb/s (cable connection)
Internet – 1Mb/s (cable connection)
Required
number
Price
total
The prices do not include 21% VAT
If you require any other equipment please contact directly: [email protected]
All the listed prices are for the entire exhibition time. When the exhibition is over,
the equipment will be collected from expositions.
....................................................................
…………………………………
Date & Place
(Free WiFi connection will be provided for all congress participants in the exhibition area)
22
59
FORM L Hostesses
HOSTESSES
Exhibitor:
Stand No.:
Contact person:
Invoice address:
Telephone:
Fax:
E-mail:
VAT-ID number:
PRICES LIST:
Specification
price per hour/Euro
Hostess with knowledge of English (3 hours per day minimum)
Briefing of a hostess (120 minutes maximum)
14
18
Hostesses are dressed in a white shirt and a black skirt. If you require a hostess dressed in clothes with
your company colors, please contact [email protected] and we will prepare for you a
price quotation according to your requests.
REQUIREMENTS:
Date
October 21st, 2015
October 22, 2015
October 23, 2015
October 24, 2015
TOTAL
No.
from
to
hours
price
---------------------------------------------
--------------------------------------------------------------------------
Date & Place
23
60
FLORAL DECORATION
Exhibitor:
Stand No.:
Contact person:
Invoice address:
Telephone:
Fax:
E-mail:
VAT-ID number:
Name
Picture No.
price Euro
56
54
55
28
49
45
45
56
55
22
25
50A
52
29
41
56
pc.
total price
Plants 150 – 180 cm
Ficus Benjamina
Kentia (palm)
Schefflera
Dracaena Marginata
Plants 100 – 120 cm
Ficus Benjamina
Schefflera
Ikebana
small
medium
large
.....................................................................................................
.................................................................................................
Date & Place
24
61
62
Company logo and profile
in the Final Program
Advertising
63
Advertising
Advertising in the final programme
Company Logo
DEADLINE 15 July 2015
SEND TO [email protected]
The sponsors that have a page in the final programme
will have to send the pdf file.
The ADV page size: 200mm x 260mm + 3mm
bleelings in pdf fomat - hight quality;
All sponsors’ logos will be displayed on the official congress website. Each company has to send Company logo
in .eps or .ai format - press quality
Company profiles
DEADLINE 15 July 2015
SEND TO [email protected]
All the sponsors will have to send a company profile to
be published in the final program of the congress.
It includes:
Company Name,
Address,
Contacts (Telephone/Fax Email Website)
A Little Company Description;
64

Exhibitors manual - 11 Congress of the European Society of

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