exhibition guide - EE congress 2016

Transcription

EXHIBITION GUIDE
6th Eurasphalt
& Eurobitume Congress
1– 3 June 2016 – Prague Congress Centre
Investing in our greatest asset
Organised by EAPA & Eurobitume
6th Eurasphalt & Eurobitume Congress
TABLE OF CONTENTS
1) General Information
Contacts
03
Accommodation and Tourist Information
03
Preliminary Exhibition Schedule
03
Registration Fee for Exhibitors
04
Extra Staff Badges
04
Security
04
2) How to order services
Late Orders, On-site Orders
05
List of Deadlines
06
Exhibitor Information, Terms and Payment Conditions
07
Credit Card Authorization Form
08
3) Stand Construction and Equipment
Shell Scheme Stand
09
Seating Furniture
10
Furniture – Tables
11
Furniture – Extras
12
4) Exhibition Services
Fascia Text and Graphics
13
Carpet Offer
14
Standsketch
15
Water and Drainage, Cleaning
16
Electricity
17
AV Equipment
18
Internet
19
Floral Decoration
20
5) General Conditions and Insurance
Rules of Participation
21
Fire Prevention and Safety Rules
21
General Conditions and Insurance
21
6) Spedition Information
2
General Shipping Instructions for International Exhibit Materials to Czech Republic
23
Forwarding Tariff
25
1) GENERAL INFORMATION
CONTACTS
GUARANT International – Congress Secretariat
of 6th Eurasphalt & Eurobitume Congress 2016
Na Pankráci 17
140 21 Praha 4
Czech Republic
BECKSPEDITION – Official Spedition
Fairs & Exhibitions
Chrastavská 113/4
190 00 Praha 9
Czech Republic
Contact person:
Tel:
Fax:
E-mail:
Website:
Contact person:
Tel/Fax:
Mobil:
E-mail:
Mrs. Jindra Dudová
+420 602 294 767
+420 284 001 448
[email protected]
www.eecongress2016.org
PRAGUE CONGRESS CENTRE – Congress Venue
5. května 65
140 21 Praha 4
Czech Republic
Website:
www.kcp.cz
EXPOSALE-CZ, s.r.o. – Exhibition Management
Školská 33/3
250 92 Šestajovice
Czech Republic
Contact person:
Tel:
Mobil:
E-mail:
Mr. Pavel Beck
+420 286 881 730
+420 602 311 950
[email protected]
Mrs. Linda Škarková
+420 277 278 411
+420 777 725 129
[email protected]
ACCOMMODATION AND TOURIST INFORMATION
All exhibitors are advised to book their hotel accommodation well in advance.
Please make your reservation through the Congress Secretariat via E-mail: [email protected]
PRELIMINARY EXHIBITION SCHEDULE
Exhibition hours
Stand Constructions
May 30, 2016
May 31, 2016
08:00–20:00
08:00–14:00
June 01,2016
June 02, 2016
June 03, 2016
14:00–20:00
Move-out hours
Stand Decoration
May 31,2016
June 03, 2016
09:00–17:30
09:00–17:30
09:00–14:30
14:30–24:00
3
REGISTRATION FEE FOR EXHIBITORS
Registration Fee
Early Bird ends 21 March 2016
Exhibitor
550 EUR
*The registration will close on 25th May 2016
After 21 March 2016*
750 EUR
On-site registration
850 EUR
Each exhibiting company is entitled to a certain number of free exhibitor´s registration as follows:
• 9 sqm 1 free exhibition registration
• 18 sqm 2 free full registrations
• For each additional 9 sqm, one additional badge will be provided.
Registration fee for exhibitiors includes:
• Congress bag including congress materials
• Admission to the exhibition and poster area
• Coffee breaks and lunches
• Ticket for Congress Dinner
EXTRA STAFF BADGES
Additional external staff (e.g. hostesses) badges can be ordered for EURO 130 + 21% VAT in advance, 1 sfaff badge will be provided per
each 9 m2.
External staff badge includes:
• Admission to the exhibition and poster area
• Coffee breaks and lunches
Do not forget to collect your badges before the event opens otherwise you will have problems entering the exhibition.
TO ORDER BADGES PLEASE CONTACT:
Mrs. Jindra Dudová
E-mail: [email protected]
SECURITY
24 hours security will be provided during the congress. However, the organisers are not responsible for loss or damage to exhibitor
property. Each exhibitor must take precautions for safeguarding its goods, materials, equipment and display at all times.
4
2) 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 or by mail:
EXPOSALE-CZ, s.r.o. – Official Exhibition Management
Mrs. Linda Škarková
Školská 33/3
250 92 Šestajovice, Czech Republic
e-mail: [email protected]
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 April 08, 2016
+50% if orders are received after April 08, 2016 and on-site
The date of the surcharge is the date the order is received by Exposale.
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 Exposale, no work will be done. No exceptions from these rules will be made.
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 Exposale 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,
Exposale accepts Visa and Eurocard-Mastercard. 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.
5
LIST OF DEADLINES
Please use this form to keep an easy record of orders you have completed and sent, as those you still intend to send.
Please adhere the deadlines indicated below.
REQUIRED SERVICES
6
DEADLINE
Stand Construction
April 08, 2016
Stand Equipment
April 08, 2016
Text and graphics
April 08, 2016
Schematic Plan
April 08, 2016
Water and drain
April 08, 2016
Cleaning
April 08, 2016
Audio/Video/PC/Internet
April 08, 2016
Hostesses
April 08, 2016
Floral decoration
April 08, 2016
SENT ON
7
8
Shell Scheme Stand
Deadline :
Deadline
: April
8th, 2016
Deadline
:
EXHIBITOR:
Stand No. :
Company name :
Contact person:
E-mail:
Telephone:
Mobil:
9 sqm Shell Scheme Package includes:
18 sqm Shell Scheme Package includes:
- Shell Scheme Stand construction: silver construction Octanorm
or Isogon, white panels ( height 2,5m)
- Shell Scheme Stand construction: silver construction
Octanorm or Isogon, white panels ( height 2,5m)
- Fascia incl. nameboard (black colour, max. 20 letters, no logo)
- Fascia incl. nameboard (black colour, max. 20 letters, no logo)
- 9sqm Blue Carpet, 2x Chair, 1x Table, 1x Wastebin, 3x Spotlight
- 18sqm Blue Carpet, 6x Spotlight
- 1x electric socket
- 2x extension cable with 3 sockets
- 1x extension cable with 3 sockets
- 2x electric socket
Please note : Electrical Power Supply is not included in the Shell
Scheme Package - please refer to the Order Form “Electricity”.
Please note : Electrical Power Supply is not included in the
Shell Scheme Package - please refer to the Order Form
“Electricity”.
PRICE: 405 EUR + VAT
PRICE: 810 EUR + VAT
If you are interested in Shell Scheme Package, please contact directly:
EXPOSALE - CZ s.r.o., Školská 33/3, 25092, Šestajovice, Czech Republic
Contact person : Mrs. Linda Skarkova, tel.: +420 277 278 412, gsm: +420 777 725 129, e-mail: [email protected], www.exposale.eu
3) STAND CONSTRUCTION AND EQUIPMENT
10
11
12
4) EXHIBITION SERVICES
13
14
15
16
17
18
19
20
5) GENERAL CONDITIONS AND INSURANCE
RULES OF PARTICIPATION
In accordance with the organiser‘s contract with the Prague Congress Centre, each exhibitor is, and will be, obliged to adhere to all of the
rules and regulations outlined in the General Conditions and Safety Rules. These General Conditions and Safety Rules are valid throughout
the course of the exhibition and govern the ways and means of the use of the Prague Congress Centre, as well as all facilities and
equipment related to the event. Each exhibitor is responsible for making his/her representatives and employees familiar with the content
of these conditions. The exhibitor will be liable for any damages resulting from the exhibitor‘s failure to acquaint his/her representatives
and employees with the rules. If any confusion concerning the application of these rules arises, the Exhibition Management is entitled to
make the final decision.
FIRE PREVENTION AND SAFETY RULES
Exits, passages, corridors, emergency exits, staircases etc. within the exhibition area must not be blocked under any circumstances.
Fire-extinguishers, hydrants, water taps, etc. situated in front of, in close proximity to or behind stands must always be visible and easily
accessible.
Flammable materials - including jute, crepe paper, paper board, mats, etc. must not, under any circumstances, be used in the construction
of the stand, or as a part of the equipment or decoration therein.
If woven materials are used to decorate the stand, they must first be impregnated with a fire-resistant substance.
Exhibitors are forbidden to store flammable materials (including packing, wrappings and containers) in or behind the stands. Neither are
exhibitors allowed to set fire to flammable materials without written permission of the Exhibition Management in advance.
Without written permission of the Exhibition Management, it is strictly forbidden to demonstrate any kind of appliance that works on
the principle of open fire within the exhibition area. Individual requests for permission to demonstrate such appliances is not obligatory
in cases where the appliance is a part of a special set for which the Exhibition Management has already issued written permission.
The Exhibition Management reserves the right to extend, or otherwise amend the conditions of the issued permission regarding this
regulation.
Storage or use of containers with liquid fuel in buildings or in enclosed spaces (such as offices or caravans) is forbidden. If such a
container should be used within the exhibition area, it must be placed in an open area and safety valves must be used.
Each exhibitor is obliged to obey any instructions issued by the Exhibition Management, or by the fire guards in matters of the use of
appliances and equipment, demonstrations, storage etc.
The exhibits and material composition of the stands must be approved by the Fire Department, the Prague Congress Centre Management
and by the Exhibition Management. In case of any doubt, please contact the Exhibition Management. All stands will be inspected by
representatives of all three authorities.
No packing material or any other kind of material may be stored either between or behind the exhibits.
GENERAL CONDITIONS AND INSURANCE
The exhibitor is obliged to follow the Exhibition Management‘s instructions concerning the construction and furnishing of the stands
including safety and cleaning as well as dismantling of the stands, exhibits and other items (including decorations).
Exhibitors are not allowed to fix anything, or cause any damage, to the floors, walls, ceiling or other parts of the building (by using
nails, screws, glue or other means). Exhibitors are not allowed to affix (in any way) their expositions, or any parts thereof, to parts of the
exhibition hall.
It is forbidden to use the following items in the exhibition halls:
• highly flamable or explosive materials, gas and dangerous materials
• goods offensive by their scent or some other way, or appliances producing unpleasant sound or light
Any confusion regarding the above will be clarified by the Exhibition Management.
Exhibited goods must be placed in such a way so as not to obstruct (or to obstruct as little as possible) the view of the exhibition hall or the
neighbouring stands. It is forbidden to display exhibits or to distribute goods which could disturb other exhibitors or visitors. Distribution
of goods that could (or do) cause harm to visitors or exhibitors or damage the floor of the exhibition hall, the exhibition hall itself or the
Prague Congress Centre equipment is also forbidden.
21
Exhibits must stay within the borders of the display, portable objects must not be taken out of the stand (for example in order to
demonstrate some function of the exhibit or other).
Any part of section of the exhibited goods that could potentially be dangerous (such as sharp protruding instruments) must be secured.
Placement of various objects in a way which obstruct the visitors‘ view is forbidden.
Exhibited goods must not be covered during the opening hours of the exhibition. The Exhibition Management has the right to remove any
such covering without being held responsible for any damage this action may cause.
The exhibitor must not remove exhibited goods from his or her stand during the exhibition. This is permissible only with a written consent
of the Exhibition Management.
All stands must be identified by numbers identical with those on the plan of the exhibition. Those exhibitors who mount their stands
themselves must be sure to place their exact number on their stand.
Written approval from the Exhibition Management is necessary for the following actions: using sound amplifiers, live musical productions
and installation of portable objects not approved by the regulations of the congress.
Advertising of goods and services which are not included in the exhibition program or of companies and organizations who have not
ordered any exhibition area, or have not applied as sharing companies, or their participation has been rejected, is strictly forbidden.
Exhibitors are not allowed to:
• place posters on columns, walls, partitions, stands, etc. inside the building or outside their rented area
• distribute their promotional materials anywhere else than on their stand, or to distribute publications of disturbing, political or
dangerous character
• exhibit or use a trademark, name, etc. contradictory or offensive to other exhibitors or visitors
Exhibitors using elevated podiums when building their exhibitions should be aware of the following:
• the size of the podium must not exceed the size of the stand
• it is necessary to inform the Exhibition Management in advance about elevated podiums
All the exhibition walls and ceiling grids must be finished on both sides and must be to the satisfaction of the relevant authorities.
Any other potential issues or problems, not defined by these rules, will be resolved by the Exhibition Management.
INSURANCE
The Exhibition Management insures the exhibition area against force majeure. However, these measures do not cover the risks involved
with the material brought to the stand by the exhibitor. The exhibitor alone is responsible for securing this coverage. Each exhibitor is
responsible for his/her own exhibit, packing and construction of the stand. The Exhibition Management refuse to accept any responsibility
whatsoever for the insurance of these objects. The Exhibition Management will request the exhibitor to arrange for his/her own insurance
with a third party.
Both the exhibitors and their contractors involved in the set up of the stand are obliged to provide a certificate which proves that they
have third party liability insurance coverage for the period of the set-up, exhibition itself and dismantling. The insurance coverage varies
depending on the size of the booth.
Should this provision be ignored and the exhibitor fails to verify the insurance coverage or fails to provide documents stating verification,
the Exhibition Management has the right to prevent the exhibitor from entering the exhibition area until the provision are fulfilled.
22
6) SPEDITION INFORMATION
GENERAL SHIPPING INSTRUCTIONS FOR INTERNATIONAL EXHIBIT MATERIALS TO CZECH REPUBLIC
Eurasphalt 2015, 01.-03.6.2016
All goods should be shipped on a prepaid basis and should arrive to Czech Republic
1. Courier Shipments
from European Union countries
from all other countries
3 days before the build-up of the exhibition/congress
5 days before the build-up of the exhibition/congress
In case of sending a courier shipment, please be sure to send us a pre-advise with the full details of the shipment:
courrier company, number of pieces and tracking number.
Notify for bag insert:
Notify for exhibit. Shipt:
Eurasphalt 2015
Eurasphalt 2015
BAGS INSERT
Stand no:
Exhibitor:
Exhibitor:
C/o BECKSPEDITION
c/o BECKSPEDITION
Delivery address:
BECKSPEDITION
Kongresové centrum Praha
5. května 65
140 00 Praha 4
Czech Republic
Consignee address on proforma-invoice:
Ing. Pavel Beck – BECKSPEDITION
Chrastavská 113/4
190 00 Praha 9
Czech Republic
Fax:
Phone:
+420-286 881 730
+420-724 328 380 (Monika Veselá)
+420-602 311 950 (Pavel Beck)
[email protected]
[email protected]
E-mail:
2. Airfreight Shipments
Please send all airfreight shipments to Prague airport only. Airway bill (AWB) must be sent prepaid and consigned to:
Consignee:
Ing. Pavel Beck
Chrastavská 113/4
190 00 Praha 9
Czech Republic
Notify
The name of the exhibition / congress: EE Congress Prague 2016
Exhibitor
Hall no.
Stand no.
c/o BECKSPEDITION PRAGUE
IMPORTATNT!!!!
Please do not send any airfreight shipment unless you receive very specitfic instructions for invoices, packing list, etc.
23
3. Full load trucks
Delivery Address:
Kongresové centrum Praha (Prague Congress Centre)
C/o BECKSPEDITION
5. května 65
140 00 Prague 4
Czech Republic
ADVICE OF SHIPMENTS:
All shipments should be adviced by E-mail to us latest 2 days before the arrival of the goods to Czech Republic.
INSURANCE
All goods must be fully insured with all risk coverage. We regret that we can take no responsibility for goods after delivery to the exhibitors
stand regardless if the exhibitor is present or not.
PAYMENT TERMS
In order to ensure move in/out of your shipment/s please complete and sign the attached material handling form/payment confirmation
and return it to our attention. Please note that your signature will be used as payment guarantee based on the general tariff.
All invoices must be settled by exhibitors/contractors and agents in advance of the congress. In case of non-payment of invoices, shipments
will be held in storage until the invoices are paid in full.
Please note that all payments are in EUR.
Any services not outlined in the attached tariff will be quoted on an individual basis.
Please find enclosed our Tariff for the services as above and our order form.
With kind regards
Pavel Beck
24
FORWARDING TARIFF
FORWARDING TARIFF
HANDLING CHARGES – direct deliveries / collections at exhibition site
1.1
Unloading / delivery to the stand or collection from the stand / loading on the truck
minimum rate
18/100,- Kgs
112/consignment
2.
AIR CARGO , POST, COURIER CONSIGNMENTS
2.1
Consignments up to 50 kilograms
2.2
Consignments up to 100 kilograms
2.3
Consignments over 100 kilograms
minimum rate over 100Kgs
2.4.
Transport from the airport PRG-Ruzyne to exhibition site
75/consignment
95/consignment
25/100,- Kgs
112/consignment
105/consignment
3.
SURCHARGES (will be added to the basic charge – if aplicable)
3.1
Upper Floor surcharge
3.2
Unpacked goods
3.3
Saturdays, Sundays, Holidays surcharges
25% of the rate
25% of the rate
25% of the rate
4.
CUSTOMS CHARGES
4.1
Opening of the temporary customs admission, prolongation or cancellation of temporary admission
4.2.
Definitive importation
minimum rate
maximum rate
4.3
Customs declaration
4.4
Each customs item (BTN number)
4.5
Customs security charges for temporary admission
minimum rate
4.6
ATA-Carnet import or export customs clearance
4.7
Issuing and TIR Carnet customs clearance for reexport
4.8
Issuing and T1 tranzit customs clearance for reexport
4.9
Customs security charges for transit / reexport
minimum rate
5.
EMPTIES AND FULL GOODS STORAGE
5.1
Removal, storage and return of empties
5.2
Removal, storage and return of full goods
1.
6.
WORKMEN AND TECHNICAL SERVICE
6.1
Skilled worker
6.2
Fork lift 2–3,5 ton
6.3
Fork lift 9 ton
6.4
Crane-lifting capacity 8-16 ton/hour
6.5
Crane-lifting capacity 20-20 ton/hour
6.6
Hand-lift trolley
7.
OTHER SERVICES
7.1
Providing packages with straps
7.2
Service charges / on site attention
EUR
10/100 Kgs
10/100 Kgs
75/consignment
125/consignment
5/declaration
3/item
0,5% from the value
36/consignment
50/Carnet
65/Carnet
45/T1 document
0,5% from the value
36/consgmt.
25/m3
65/m /week
3
15/hour
110/hour
150/hour
120/hour
175/hour
10/hour
1 per 1 m
16/consignment
Excluded on all rates are 21 % VAT and insurance charges
25
Dear Exhibitor / Stand Builder / PR Company,
Please return the below form duly filled to BECKSPEDITION
E-mail: [email protected], [email protected]
Pre advise – Material handling form
Congress name
Exhibitor name if applicable
Booth no
Company details responsible for shipping
Publisher / Stand Builder / PR Company
COMPANY NAME:
V.A.T. No.:
STREET ADDRESS:
CITY:
ZIP:
STATE:
CONTACT:
PHONE:
E-MAIL:
P.Order:
SHIPMENT INFORMATION
Purchase order
Truck size
Courier tracking No.:
Airway bill number (AWB)
Number of pieces
Weight in Kg
CBM
PAYMENT CONFIRMATION
Please write YES or NOT
By bank transfer before the exhibition
By credit card on the site in Prague Congress Centre
26
FAX:
Pick up / transport and exhibition on-site handling form
Ing. Pavel Beck – BECKSPEDITION
Chrastavská 113/4, 190 00 Praha 9, Czech Republic
VAT-Number: CZ 5611220098, phone/fax: +420 286 881 730, mobil: +420 602 311 950, +420 724 328 380
E-mail: [email protected], [email protected]
Company (full invoicing address):
VAT-Number:
c/o fair / exhibition:
Booth No.:
Consignment-details:
No. of packages/weight/dimension:
Pick up date:
Working hours on pick up day:
Pick up address:
Pick up contact – name/phone:
Requested delivery (time and date):
To the exhibition stand:
On-site delivery contact – name/phone:
Order following services, chargeable to ourselves:
PLEASE TICK WHERE APPLICABLE
INBOUNDHANDLING:
YES
NO
OUTBOUNDHANDLING:
Transport from – to
Collection from the exhibition booth/short
storage and loading on the truck
Unloading/delivery to the exhibition booth
Customs clearance for return transport –
non EC countries only
Including short storage at exhibition site
Return transport from – to
Customs clearance – non EC coutries only
Return delivery address
(if different from inbound)
Handling with empties incl. storage during
exhibition
Special orders
YES
NO
This written Job Order is the basis for invoicing. Transport charges will be invoiced as per calculation/agreed price:
Handling charges will be invoiced as per Pavel Beck Spedition forwarding tarif valid for year 2016.
Stamp & Authorised Signature
Date & Place
27
NOTES
28
29
30
Print this label and stick it on each box.
Box
of
Delivery Address:
BECKSPEDITION, Kongresové centrum Praha, 5. května 65, 140 00 Praha 4, Czech Republic
Pavel Beck mobil: +420 602 311 950, Monika Veselá mobil: +420 724 328 380
Booth No.:
Exhibitor or Company Name:
IMC 2014
Domestic Cargo / Courier Shipments
EXHIBITION BOOTH
EQUIPMENT LABEL
CONGRESS BAG
INSERT LABEL
IMC 2014
Domestic Cargo / Courier Shipments
Exhibitor or Company Name:
Booth No.:
of
Delivery Address:
BECKSPEDITION, Kongresové centrum Praha, 5. května 65, 140 00 Praha 4, Czech Republic
Pavel Beck mobil: +420 602 311 950, Monika Veselá mobil: +420 724 328 380
Box
Print this label and stick it on each box.

exhibition guide - EE congress 2016

Transcription

Similar documents

MONTCLAIRE HOTEL NYANGA 09

post report

The Old Royal George Artists Foundation

I`m helping to end MS by participating in the 2016 Jayman BUILT MS

N E W S L E T T E R - IkEbana à montréal

2014 Art in Three Dimensions

The Board of Directors of Qatar Fuel (WOQOD) is pleased to invite

WHOC09 Event Overview v6 (2-Mar-09)

5 `S` Training Program at ABV-IIITM, Gwalior on 21.07.2016