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EONS 9Congress
18-19 September 2014
Istanbul, Turkey
The European Oncology Nursing Society presents
In partnership withOncology Nursing Association of Turkey (TONA)
EXHIBITION SERVICEMANUAL
www.ecco-org.eu/EONS9
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Dear Exhibitor, On behalf of EONS, the European Oncology Nursing Society, we are pleased to provide you with the EONS-9 Exhibitor Service Manual. Enclosed you can find detailed information on key dates, contacts, order forms and various additional facilities and services for the organisation of your exhibition stand and/or satellite symposium. Thank you for observing the deadlines, rules and regulations in this manual. Please share this information with staff in your company and third parties that may be involved with you in EONS-9. This manual is also available online on www.ecco-org.eu If you have any further questions, please do not hesitate to contact us. We very much look forwards to seeing you in Istanbul and wish you a successful conference! With kind regards, On behalf of the EONS-9 Operations Team, Emilie Fillod Congress Coordinator
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TABLE OF CONTENTS
Key Dates and Deadlines p. 3 Contact Information ECCO – the Congress Secretariat p. 4 The Harbiye Military Museum – the Congress Venue p. 4 DEKON – Exhibition Services p. 5 Kristal – the freight forwarding partner p. 5 Plans (General, Exhibition, Access) Exhibition plan p. 6 Access plan p. 6 General plan p. 6 Accommodation p. 7 Exhibition Opening hours p. 8 Conditions of participation p. 8 Exhibition Area p. 9 Stand activity and promotion p. 9 Stand construction p. 12 Build-up & dismantling p. 17 Exhibitor registration desk p. 17 Free congress material p. 17 Exhibitor Access (all badges) p. 18 Exhibitor Badge Order Form p. 19 Satellite Symposia p. 20 Shipping, Forwarding and Customs p. 23 Exhibition Services p. 26
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KEY DATES AND DEADLINES
23 June 2014 Deadline to submit the final satellite symposia programmes to the
EONS-9 Congress Secretariat Deadline to submit the 50-word description and corporate logo of your company for publication online and in the Proceedings Book.
01 September 2014 Deadline for complete list of exhibitor names for badges. 12 September 2014 Deadline to order Exhibition Services from Dekon. 17 September 2014 Construction of the table tops and stands from 14:30 to 19:00 18-19 September 2014 Exhibition opening hours
Thursday 18 September: 11:00 to 20:00 Friday 19 September: 10:30 to 14:30
19 September 2014 Dismantling of the stands and removal of the exhibits:
14:30 to 19:00
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CONTACT INFORMATION
Congress Secretariat
EONS-9 Congress Secretariat c/o ECCO – the European CanCer Organisation Avenue E. Mounier 83 1200 Brussels Belgium Telephone: +32 (0)2 775 02 01 Fax: +32 (0)2 775 02 00 E-mail: [email protected]
Contact Persons
Contact persons Congress Operations Adline Lewuillon [email protected]
+32 (0)2 775 02 40 Emilie Fillod [email protected]
+32 (0)2 775 02 47 Registrations (groups & individuals) Riitta Kettunen [email protected]
+32 (0)2 775 0205
Scientific programme Rebekka Mattyasovszky [email protected]
+32 (0)2 775 22 06
Congress Venue
The 9th European Oncology Nursing Society conference (EONS-9) will be held at:
The Harbiye Military Museum (HMM) Askerî Müze ve Kültür Sitesi Komutanlığı Harbiye- Şişli / İSTANBUL
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Exhibition Services and Liaison with the Venue
Project Manager Ms. Deniz Yimsel
[email protected] T : +90/212.347.63.00
Shipping, Forwarding and Customs
KRISTAL BVBA Brucargo Building 829a 1931 Zaventem Belgium Telephone: +32 2 751 46 80 www.kristal-logistics.com
Kristal has been appointed as the official freight forwarding partner for EONS-9 and is offering a wide range of services (see freight forwarding further in the manual) Contact Person Mrs. Rita Breunig
[email protected] T: +32 2 753 07 36 F: +32 2 751 47 20
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PLANS (EXHIBITION, ACCESS, GENERAL)
Exhibition Plan
For latest status, electronic exhibition floor plans are available for consultation on: www.ecco-org.eu An updated exhibitor listing is also available on the Conference website.
Travel to Istanbul
By plane
The easiest way to get to Istanbul is by plane of course. Turkish Airlines and many other world airlines have regular daily flights to Istanbul.
Istanbul has two international airports; one on the European side (Ataturk Airport) and the other one on the
Asian side (Sabiha Gokcen Airport).
By land Istanbul is well connected to many European cities by highways. Some private Turkish bus companies run
scheduled buses to Istanbul from Germany, Austria, Switzerland, France, Greece, Bulgaria, Saudi Arabia,
Syria, Iran, Jordan, Russia, Georgia, and Romania. It is also possible to drive to Istanbul from any European country. By car, there are mainly two borders to
get into Turkey: Kapikule in Edirne coming from Bulgaria, or Ipsala coming from Greece.
By rail
Turkish Railways Authority (TCDD) has regular train schedules from Istanbul to Budapest - Hungary, Bucharest - Romania, Kishinev - Moldova, Salonica - Greece and Sofia - Bulgaria in Europe, or to Damascus -
Syria and Tehran - Iran in the Middle East. International trains arrive at Sirkeci station on the European side, or Haydarpasa station on the Asian side of
Istanbul .
Access to the venue
23 km / 14.3 miles from Atatürk International Airport
(40 minutes by taxi, cost approx. Euro 20 - YTL 55)
Public airport shuttle buses (HAVATAS) run between the airport and the city center (Taksim
Square) from 7.00 a.m. to 12.00 p.m. every half hour for an approximate fee of Euro 5.-
YTL12 - per person (to be paid on the bus in Turkish Lira). It takes about 30 min from
airport to the city centre.
How to get to Harbiye Millitary Museum by public transportation; http://placesinistanbul.com/placeTransit.php?placeID=187&lan=EN
İstanbul Harbiye Military Museum & Congress Center is 15 m from Harbiye bus stop
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on the Taksim-Sisli line (a bus every 30 minutes)
From the airport by metro and tram, these routes should be followed.
• From Airport to Akasaray by metro
• From Aksaray to Kabatas by tram
• From Kabatas to Taksim by tram
İstanbul Harbiye Military Museum & Congress Center is 500m from Taksim Metro
Station linked to the city's new underground system
Parking
There is no parking available at the venue.
ACCOMMODATION
For the EONS-9 Congress, ECCO – the European CanCer Organisation is working with a local partner, Dekon, Congress and Tourism. Delegates are encouraged to book their accommodation with Dekon at one of the hotels listed online in order to benefit from the special room rates. For any question on accommodation, please contact DEKON directly at +90 212 347 63 00
The deadline for hotel reservation is 15 August 2014
Bookings received after this date will be subject to availability.
General
Rates listed are per room, per night, in EUR and include city tax and breakfast, unless otherwise mentioned.
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EXHIBITION
Opening Hours Thursday 18 September 11:00-20:00 Friday 19 September 10:30-14:30
Conditions of Participation
Appointed representatives
If an exhibiting company wishes to appoint an agent/stand builder to conduct its affairs at EONS-9, the agent should be identified on the application form or separately in writing by a person with the corresponding authority. Once appointed, the actions and communications of this agent/stand builder will be treated as though from the exhibiting company. Contractual responsibility remains with the exhibitor.
Congress and exhibition layout
ECCO reserves the right to deviate from the stand confirmation and to allocate a stand in a different location,
Stand moves
ECCO reserves the right to make changes in the layout of the exhibition, as well as in the stand assignment in the event that unforeseen circumstances make this necessary. Alterations to the agreement will only be made after mutual consultation. If in such cases the interests of the exhibitor are unreasonably impaired, the exhibitor may withdraw from the contract in writing within 1 week after receipt of notification of the type of alteration. ECCO accepts no responsibility for any damage which may result from such changes.
Subtenants and other represented companies
Sharing the allocated stand area with another company, regardless of whether this company is representing by its own staff (subtenant) or only by its own exhibits (represented company), is not permitted. This applies equally to companies with products or services aligned to a registered exhibitor. Should a registered exhibitor wish to exhibit in association with another organisation, ECCO will endeavour to offer additional exhibit space, where available, under normal conditions of sale. If an exhibiting organisation has multiple corporate identities but shared ownership, the organisational relationship must be made clear to delegates. Transfer – even in part – of the rights and obligations arising from the rental contract to third parties is not permitted.
Security and insurance
Neither the organiser nor its contractors shall be responsible for the safety of any exhibit or other property of the exhibitor or any person. Neither the organiser nor its contractors shall be responsible for the loss, damage or destruction by any cause of the exhibits or other property, or for loss, damage or injury sustained by any exhibits or any other persons. The exhibitor shall indemnify the organiser and its contractors to third persons, as a result of any act or omission of the exhibitor, staff, agent or personnel hired on a temporary basis to staff the exhibition stand. Since the organiser and its contractors will accept no responsibility for any of the foregoing matters, the exhibitor should take out insurance to cover any loss due to theft or negligence, damage, injury or liability. The exhibitor agrees not to pursue the organiser for any aforementioned risks.
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Exhibition Area
Exhibition space is located on Level 1 of HMM, the conference venue.
The rental rate for exhibition space covers floor space only, with the exception of Table-Top spaces, which include 1 poster board, 1 table & 2 chairs (shell scheme or construction not allowed).
Power supply and network are available and will be supplied to your stand through an adequate supplier.
Exhibition Area Information
• There are no pillars in the exhibition area
• The exhibition hall floor is made of marble. Carpet is not mandatory.
• The use of tape on the floor is forbidden
• The floor bearing capacity (net load) is 250 kg/sqm
• The maximum building height is 3 m
• Suspension of banners/signage from the ceiling is not allowed.
• Electric power provided to the booth free of charge. Voltage: 220V, 50 cycles/Hertz. Regular European plugs
• It is only allowed to store small boxes of printed material on your stand and it should remain discreet (exhibitors who booked table top space can use the space under the table to store small goods.)
• The room Malazgirt located on the ground floor can be used as storage area, by all exhibitors. This room will not be guarded nor locked. Neither the organiser, Dekon nor the venue will be responsible in case of theft and/or damage to the goods stored in this room
• Unused literature as well as any waste should be removed from the conference venue by the end of the conference.
In case of non-obligeance of these points, an additional cost will be charged to the exhibitor.
Stand Activity and Promotion
Each exhibiting company will be listed in the Proceedings Book with the company name, stand number, contact person and Email address, as well as online at: www.ecco-org.eu.
Company profile
Send a 50-word description of your company, and a corporate logo (.jpg or .eps) and contact information to Emilie Fillod via email at: [email protected] for publication online and in the Proceedings Book, not later than 05 June 2014.
Approval
The main activity of any exhibition stand should be the presentation of the exhibiting company and/or its products or services. The use of photographers, portrait artists or other performers is not allowed without the written consent of ECCO.
Audio and Visual Activities
The projection of films and slides, any amplification with the aid of loudspeakers, the production of music and/or sound as well as the use of lighting, computer monitors and television screens is acceptable within the stand space as long as no disturbance is caused. Sound and lighting effects should be contained within each stand area. If ECCO considers that a disturbance is being caused the exhibitor must halt the activity immediately. If this is not done, ECCO reserves the right to make the necessary arrangements at the expense of the exhibitor. Refusal to lower the sound level or abandon an activity upon request will be considered a violation of these regulations.
Licensing for copyrighted work is the sole responsibility of the exhibitor.
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Photography and Filming
No part of the HMM or the Exhibition may be photographed or filmed without the permission of ECCO or the exhibitor in question.
ECCO is entitled to photograph, draw or film the installations and stands, as well as the exhibits thereon and to use these reproductions in its publications and in the press.
The exhibitor is entitled to photograph or film his/ her own exhibition stand during Exhibition hours. Any industry-sponsored closed circuit television programming in hotels should take place outside official Conference hours and should contain content owned by that organisation. Misuse of content owned by ECCO is likely to result in legal proceedings.
Quizzes and Activities with Winners
Exhibitors shall refrain from:
• holding lotteries
• organising games of chance
• using ‘market stall’ techniques
• distributing ‘gimmicks’ without scientific or product references
• using performing artists Only quizzes of a scientific nature can be held at the stand. Any such activity must be approved by ECCO. Interactive technology based quizzes may be accepted provided their focus remains scientific based and they have no negative impact on the Exhibition area or other rules within this document.
Quizzes: allowed times
Quizzes may be held at any time during Exhibition opening hours provided the focus is on the scientific content presented on the exhibit.
Quizzes: prizes
Participation may be rewarded with a prize. However, the prize should be the same for everybody. ‘Drawing winners’ is not allowed.
Maximum purchase value of prizes must not exceed 10 EUR and all prizes should be declared to ECCO. Certain items such as digital cameras and MP3 players are not considered appropriate – prize approval is at the discretion of ECCO. For more information on prize approval before placing orders, contact Emilie Fillod via email: [email protected].
Each exhibitor must declare all prizes in advance with a description and price, sending either a digital image via email: [email protected],or a sample by post addressed to Emilie Fillod at the EONS-9 Secretariat, c/o ECCO, Avenue Emmanuel Mounier 83, 1200 Brussels, Belgium.
If the purchase value of a prize is questioned by ECCO, each exhibitor is expected to show proof of purchase value – either before or during the Congress. Non-compliance will be considered a violation of these regulations and dealt with according to the stipulations published in this document.
For scientific information carriers (e.g. slide sets, CD ROMs, USB sticks), where materials are pre-loaded with non-commercial data, the value of prizes may increase. These stand activities should be ‘low profile’ and no blatant publicity should be made. All prizes must be approved by ECCO.
Giveaways
Notwithstanding the legal responsibilities of each exhibitor at his/her own stand, the EONS-9 Organising Committee has accepted the policy that small giveaways are acceptable at the Exhibition with a maximum retail value of 10 EUR. The distribution of giveaways should be low profile and should in no way overshadow the main activity of the stand. The activity must not disturb neighbouring stands or cause queues outside the stand area.
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Giveaway items should:
• be legal in the Congress hosting nation, in terms of the item itself and the product it advertises.
• not exceed 10 EUR – proof of value must be provided during Congress when demanded by ECCO, otherwise this will be considered a violation of these regulations.
• be safe for the user and not endanger health or reputation of Congress participants or EONS-9.
Distribution or display of materials by an exhibitor or its agents is limited to:
• the company’s exhibition space only
• the ‘display area’ which will be specially set up for that purpose and marked as such and
• industry hospitality suites.
In the case of printed material, the intellectual ownership of content should not be a cause for dispute and images should not cause offence. Additionally, any quoted references should be clear and follow internationally accepted principles; scientific claims should be based on accepted evidence. ECCO’s decision on such matters will be considered final.
Special Effects
Special effects lighting, live music, smoke and laser projection may not be used in the stands. No permission will be given for projection in the aisles or on the walls of the hall.
Exhibitors are not permitted:
• To display or use names or trademarks which may be misleading or cause hindrance to the exhibitors at other stands or to EONS-9 visitors.
• Barring exemption applied for and granted, to sell goods against surrender of the purchased items or to receive money in any way for goods sold or offered for sale or for services rendered.
• To affix sold-tags to goods on display.
• To remove exhibits from the stand, to add exhibits to the stand or to cover (parts of) exhibits on the stand. Stands should not be dismantled or removed prior to the end of the exhibition.
Staffing on Stands
The space assigned to the exhibitor shall be staffed during the setup, opening and dismantling periods. The exhibitor shall make sure that either he/she or a person authorised by him/her is present at the site at all times.
Unattended stands are a security risk to the exhibitor and during opening hours, are discourteous to delegates, fellow exhibitors and EONS-9. Such cases will be considered as a violation of regulations.
Promotion Rights
The use of any EONS-9 corporate branding and visuals is strictly forbidden in any advertising, publicity, signage, product, printed matter, film, video, other media, etc. without prior request and subsequent written approval from ECCO.
The exhibitor is entitled to use the Congress logo on invitations and promotional documents directly related to his participation in the exhibition. The Congress logo can be obtained in electronic format from the organiser. Only the official logo can be used. A print proof is required by the organiser for authorisation before printing. The unauthorised use of the Congress logo is strictly prohibited.
Pharmaceutical Product Promotion
Exhibitors showcasing pharmaceutical (or pharma-dependent) products are advised to consult the Codes of Practice for the Promotion of Medicines presented by the European Federation of Pharmaceutical Industries and Associations and International Federation of Pharmaceutical Manufacturers Associations.
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In all cases, exhibitors are responsible for ensuring that their promotion during the Conference is legally and ethically acceptable in Switzerland.
Children
Children under the age of 16 are not permitted in the Congress areas. Exhibitors and their agents are advised that their staff must be over the age of 16 and legally employed within a European country.
Animals
Animals are not allowed in the Exhibition and should not be used on exhibits. Trained guide dogs for those with visual impairments are permitted but please advise a member of ECCO Staff upon entering the Congress Centre.
STAND CONSTRUCTION
Companies renting a stand module from Dekon should submit the package type, dimensions & non-standard items such as display screens and catering areas. Companies with a table top space should submit the visual of their popup, if applicable. This information must be sent to the EONS-9 Congress Secretariat by email to [email protected] before 01 August 2014
Responsibility to neighbouring stands
EONS-9 Congresses are a long standing meetings series with a reputation of equity in dealing with all participants. The responsibility of ensuring a fair and balanced experience for all is shared by all participants. Each exhibitor is asked to consider, therefore, the impact of the stand construction on neighbouring exhibits. If there is a danger of unfairly "blocking" another stand from view, even when adhering to all other elements of these regulations, this should be mentioned when submitting plans. Failure to do so would breach the spirit of the exhibitor's contract with EONS-9 and in such cases the exhibitor responsible will be expected to make such changes as necessary at his/her own cost. In such cases, the decision of ECCO will be considered final.
Approval
ECCO will send an approval to the exhibitor and/or the exhibitor’s agent. Only with this approval shall the stand be deemed eligible for installation. NO APPROVAL MEANS NO PERMISSION TO CONSTRUCT THE STAND – RESULTING COSTS ARE ENTIRELY AT EXHIBITOR’S EXPENSE Any setup or installation which does not comply with the standard specifications or with the designs approved of by ECCO must be corrected by the exhibitor before the opening of the Exhibition. Failure to do so will result in correction being made by ECCO. All expenses for these corrections will be payable by the exhibitor. ECCO accepts no responsibility for damage caused by these corrections. Exhibitors are strongly encouraged to consider potential stand activities such as demonstrations, presentations, storage, hosted quizzes and hospitality when planning stand usage.
Shell Scheme Stands
Shell scheme stands provided by Dekon will be uniform stands with uniform graphics, height and design. Partition walls will be 2.5 m high. The maximum building height is 3 m
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Stand transparency
For island (4 open sides) and peninsula (3 open sides) stand types, ECCO requires that line of sight through the stand be possible from aisle to aisle for at least 40% of the stand width when viewed from each open side. As an example of assessment criteria, high walled areas forming large storage rooms may block neighbours unreasonably and in this case, will not receive approval.
Accepted stand types & aisle carpeting
Two-storey structures and not allowed. Arches, bridges or similar constructions connecting 2 stands are not allowed, nor are L & U shape island stands. No constructions of any kind are allowed in the aisles.
Separation walls
Exhibitors ordering a shell scheme structure should request the precise specs from the Congress Secretariat at [email protected]
Back walls
The rear side of each stand shall be designed and decorated by the exhibitor to whom this stand belongs, provided that the interests of the neighbours are not affected thereby. Walls constructed on an open side should be visually appealing to adjacent exhibits – some suggestions include screens with moving displays, scientific posters and colourful design and lighting.
Open sides of a stand
Walls erected on the open sides of a stand must be 30cm inset from the edge of the stand, must not be longer than 1/3 of the length of the stand and should be no higher than 2,5m. It is not allowed to erect walls, glazing or other constructions on or within 30cm of the perimeter of island stands. This also applies to the open sides of peninsula, corner and inline stands. Stand should be fully accessible on all “open” sides. Requests to be partially exempted from this rule should be submitted in writing to the organiser.
Keep aisles clear
Island stands are separated the width of an aisle from all neighbouring exhibits. Demonstration areas may not be set on the aisle line of the exhibit; space must be left within the stand area for the audience. Should the spectators interfere with the normal traffic flow in the aisle or overflow into neighbouring exhibits, the presentation must be limited or stopped immediately. No objects, including signs or advertisements, may project into the visitors’ aisles. In order to guarantee “free movement” within the exhibition, obstacle-free alleys must be taken into account. Moreover, ways leading to the emergency exits must be left free within a 2.5 meter ray.
Positioning of the stand
Access to the doors, windows, fire alarms, hydrants, portable fire extinguishers, fuse boxes, line poles and circulation must be kept free from obstructions at all times.
Stand flooring
The stand floor can be adequately covered, for instance with carpeting or carpet tiles. The floor area of the stand cannot be covered with paint or glue. Carpeting must only be held in place by its own weight on the floor or by adhesive tape. These items must be removed by the exhibitor at the end of the exhibition. It is forbidden to place mortar directly on the floor, to nail with percussion tools or to paint with spray guns. Protective measures for floors and walls must be taken when setting up bulky and/or soiling up bulky and/or soiling material (fridge, coffee machine, ice cube machine...) Carpeting the stand is not mandatory.
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Positioning of exhibits
The exhibitor is not allowed to place articles to be exhibited in a manner which, in the opinion of ECCO, affects or hinders neighbouring stands, e.g. with regards to the visibility of the neighbouring stands. Articles to be exhibited must be kept within the stand perimeter. The exhibit should pose no danger to participants. Any structural or display element which does not satisfy the organisers and/or the venue officials in terms of safety must be made safe or removed.
Presentations & quizzes
Companies wishing to arrange or sponsor sessions are invited to arrange a satellite symposium, as detailed elsewhere in this Exhibitor Service Manual. Exhibition space is intended to display scientific information on products and/or services; therefore positioning auditoria on stand areas is not permitted. This does not exclude companies from giving product based presentations, but the area set aside for an audience should resemble a theatre – therefore no more than 10 seats should be provided and this area should not be covered. It should be positioned well within the stand area (not less than 3 m from the stand perimeter). The focus of presentations should be product-related information and not presenters themselves. Where Key Opinion Leaders are employed as presenters, their presence should be discrete and not publicly advertised. The same rule should apply for areas dedicated to quizzes: they should be positioned well within the stand area (not less than 3 m from the stand perimeter). All such activities require the prior approval of ECCO.
Platform floors
The use of wooden platforms is recommended for stand with water piping and/or a lot of electrical wiring; a stand construction agency will be able to advice on this matter. Since main supplies (water points, drainage, electricity, phone and data lines, compressed air, etc.) are supplied over the ceiling, from the hall walls or along the columns from the service duct to the exact location where the exhibitor needs them, it is strongly recommended to use platforms for most stands.
Exhibitors who use such platforms should bear in mind:
• the platform must allow easy access to those in wheelchairs; part or all of the edges must be sloped for this purpose on each open side of the stand.
• the maximum height allowed, measured from floor level to the top of the platform is 0,14 m without protection by a balustrade of at least 1,1 m in height.
• the platform sides must be closed and neatly finished. • the platform edges must be safe (secured shape and easily visible). • platforms should be placed within the perimeter. • the platform must allow easy access to service points in case venue technicians require access.
Stand Access
Exhibitors are obliged to grant official supervisory staff and accredited representatives of the HMM access to their stands. Exhibitors, their staff and all visitors to the exhibition must obey the instructions of these officers. In the event of a fire or other hazard all those present must leave the endangered area at once when directed to do so by a member of the safety and security staff.
Suspension Points
It is forbidden by the organiser to hang or drop anything from the ceiling or walls of the HMM.
Air Conditioning
Devices with hot air condensation are prohibited inside the halls.
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Cleaning & Refuse
During the Exhibition opening times ECCO will arrange for the general cleaning of the venue and the aisles – that is, daily waste left by delegates. Exhibitors are responsible for cleaning their own stand and disposal of waste generated before, during and after the event. Failure to comply with this procedure shall render the exhibitor liable for the cost of clearance by ECCO or its contractor.
Exhibitors should manage (contract and pay for) their waste removal through Dekon. ‘Wild tipping’ or disposing of bulk waste within fairground without payment will be considered a serious violation of these regulations.
IMPORTANT: Unattended rubbish left in aisles during Exhibition opening hours will be removed at the exhibitor’s expense.
Fire and Safety Regulations
Any goods on stands will constitute part of the respective stands and will be subject to these regulations.
Stand material and fittings must be of non-inflammable materials or impregnated with fire-retardant chemicals. As a general rule, easily inflammable synthetic substances, foam polyester, non-fireproof straw and reeds are prohibited. It is prohibited to cook in the stands.
General Materials
Stand construction, installation of materials and poster supporting structures should be sufficiently stable to ensure public safety. Exhibit cases and displays should be sanded down/finished to ensure that they will not inflict cuts. Clear glass elements should display warning signs at eye level.
Fire Inspection
Before the Exhibition opens, ECCO, Dekon and the Congress Centre will carry out a fire inspection of the Exhibition area. Exhibitors’ selection of building and decor material will also be inspected.
Stand walls
Stand walls shall be made of classified fire-retardant materials, i.e. as good as or better than wood. Particle board, non-porous fibreboard and plywood are acceptable.
Smoking ban
Smoking is prohibited in all public indoor areas, including privatised areas of exhibit space. The storage and use of compressed gas and/ or liquid gas in the exhibition area or on the exhibition grounds is not allowed. Balloons filled with flammable gas are not permitted within area (the only authorised gas is helium). Welding and spraying work within the confines of the exhibition premises is prohibited. Only fireproof adhesives may be used for glue work within the exhibition premises.
Open fire
The use of open fire or unprotected flames is prohibited.
Pyrotechnics
Explosive or pyrotechnical articles are prohibited in the HMM’s areas (indoors or outdoors.)
Hot work
Hot work such a welding, soldering, cutting, and circular-motion grinding, drying, heating or work over naked flame is prohibited in the HMM’s areas (indoors or outdoors.)
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Emergency exits
Escape routes and emergency exits (indoors and outdoors) should kept free of any obstruction and be kept in full view at all times. Similarly, for fire fighting equipment: fire safety signs and emergency wall phones; no products/company signs, decorations or stand roofs should be placed above an emergency exit or any other existing signs.
Heating/cooking
Stoves, heaters and open fires may not be used for any purpose, including cooking, frying or baking. This also applies to demonstrations.
Goods not allowed
The following goods are not admitted into the HMM:
• Goods causing nuisance by their smell or otherwise, or appliances emitting objectionable noises or radiating disturbing light; any hazardous objects that have not been mentioned in the stand construction design but have been introduced by the exhibitor.
• Cordless communication devices may be used as long as they do not interfere with HMM’ own appliances. Exhibitors wishing to use these devices should notify the brand name, frequencies to be used and range when submitting a stand design for approval.
• Combustion engines - any machine (generating sets, compressors, etc) with an internal combustion engine, whatever the use, is forbidden inside the HMM.
Storage of flammable goods, empty packaging, rubbish, trash, wood, paper, straw, cardboard and other flammable material must not be stored in the area.
Responsibility
Exhibitors are fully responsible for all displays and demonstrations they organise. Exhibitors are liable for all damage caused to floors, walls and pillars during the installation, exhibition and dismantling periods. No adhesive stickers and fixtures of any kind are allowed on floors, walls and pillars. Although ECCO provides general security of the Congress Center and the exhibition area, the organizers do not accept responsibility for the security of the stands and their contents in case of damage to, or theft of, any goods. Exhibitors are fully responsible for the security of their stand and equipment.
Organiser’s security
ECCO undertakes the general surveillance service of the HMM.
Valuable goods
The exhibitor shall be responsible for the surveillance of his/her stand and exhibit during the exhibition opening hours. Exhibitors are recommended to pay closer attention to the exhibits during the stand construction and dismantling periods. Valuable objects, which may easily be removed, should be locked away during the night. ECCO accepts no responsibility for goods stolen from exhibits at any time. Exhibitors should not leave removable/valuable goods unattended on the stand at any time; particular attention should be given to goods awaiting collection from the freight forwarder.
Insurance
While on the premises, exhibition goods and packaging materials shall be insured at the expense and risk of the exhibitor. Exhibitors should therefore contact their own insurance company. Exhibitors will be liable for the safety of participants on and around their stand area. In accepting ECCO terms of sale, the exhibitor undertakes to indemnify ECCO against any and all losses resulting from an unsafe construction, unsafe exhibits, or the actions/inactions of its staff. ECCO requires all exhibitors to provide adequate insurance cover for public liability protection.
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Catering
The Catering has to be ordered through Dekon Congress in advance. Exhibitors may not sell food or drink for consumption on the premises. All companies offering hospitality are reminded of their responsibilities for hygiene and food safety. Exhibitors are also encouraged to guarantee healthy and balanced catering service to their delegates. It is not allowed to serve alcoholic drinks.
Customs, taxes and duties
The exhibitor will pay the various taxes and duties owed resulting from his/her participation in the exhibition.
Congress & Exhibition Layout
ECCO reserves the right to deviate from the stand confirmation and to allocate a stand in a different location, to alter the size of the stand, to re-locate or close entrances and exits on the Exhibition grounds and/or in the Congress Centre and to carry out any other structural alterations providing it has a substantial interest in such measures.
Stand Moves
ECCO reserves the right to make changes to the layout of the Exhibition and stand assignment should unforeseen circumstances require such action. Alterations to the agreement will only be made after mutual consultation. Should the interests of the exhibitor be unreasonably impaired; he/she may withdraw from the contract in writing within 1 week after receipt of notification of the type of alteration. ECCO accepts no responsibility for any damage which may result from such changes.
Build-up and Dismantling Hours
Build-up: Wednesday 17 September from 14:30 to 19:00 Dismantling: Friday 21 September from 14:30 to 19:00
Exhibition Opening Hours
The exhibition will be open for attendance on: Thursday 18 September 11:00-20:00 Friday 19 September: 10:30-14:30 Company staff - holding an exhibitor pass are provided access to the exhibition area one hour before and one hour after the exhibition opening hours.
Exhibitors’ Registration Desk
An exhibitors’ desk located at the registration area will be available for the pick-up of working passes/bracelets and exhibitor passes. Opening hours: Wednesday 17 September 16:00-18:00 Thursday 18 September 07:30-20:00 Friday 19 September: 07:30-16:30
Exhibitors’ List and Floor Plan
An updated list of all exhibiting companies and floor plan can be consulted on: www.ecco-org.eu
Complimentary Congress material
Each exhibiting company is entitled to 1 free Congress Bags. The Congress Bag includes the proceedings book, commercial inserts, EONS-10 First Announcement Each company will receive a voucher for conference material together with its exhibitor passes.
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The conference material packages can be collected from the registration area as of Wednesday 17 September as of 16:00.
Exhibitor Access (all badges)
Working Passes
Working passes are obliged for all staff/stand builders during build-up and dismantling. These passes should be ordered at the latest on 01 September 2014. Please send the list with all names and company name to [email protected]. These passes can be collected from the building entrance as of Wednesday 17 September as of 14:30.
Exhibitor Badges
Each exhibiting company is entitled to a reasonable number of exhibitor passes for staff working at the exhibition stand.
IMPORTANT: Exhibiting Company affiliated persons who are registered for the Congress, who need to be briefed to work on the company stand need to have a valid exhibitor badge to have access to the stand outside the conference hours! Entitled number of exhibitor passes
The ratio is based on the size of reserved floor space:
6 to 9 sqm 1 exhibitor badge
9 sqm and above 2 exhibitor badges
Each person using an exhibitor badge must be employed by the exhibiting company or have a direct business affiliation. Exhibitor badges are valid for the duration of the conference. They will not be sent beforehand but they have to be collected from the exhibitors’ desk as of Wednesday 17 September as of 16:00.
Order deadline: 01 September 2014
Exhibitor badges provide access to: - exhibition area during opening times and one hour before and after the exhibition opening times - lunch on Thursday and Friday
However, exhibitor badges do not give access to scientific sessions. Badges must be worn at all times.
Additional exhibitor passes
If the number of free exhibitor badges is insufficient, extra badges must be ordered using the Badge form available on the next page. Additional exhibitor badges must be ordered by 18 August 2014.
o Extra exhibitor badge: 50 EUR per badge
Exhibitor badges ordered on site must be paid for directly upon collection from the Exhibitor’s Registration Desk in cash (Euros) or by credit card (Visa, MasterCard, Amex). Regulations False certification of an individual as exhibitor representative and/or misuse of exhibitor badges will result in a penalty fee equal to the onsite full registration fee. Company staff who only attends the scientific sessions should purchase a regular registration. Registration can be done on www.ecco-org.eu.
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Exhibitor badges order form
Please complete and return to the EONS-9 Secretariat at ECCO
E-mail : [email protected]
We e to reserve a Satellite Sosium slot at ECCO 15 - ESMO 34
We would like to order the following exhibitor badges at EONS-9
........ Exhibitor badges "Company name" only
........ Exhibitor badges "Company name & Individual name" *
........ Extra exhibitor badges (each at 50 EUR)
*Upon receipt of your completed exhibitor badge order form, you’ll receive a personalised Excel-File to complete with
your exhibitors’ names (not applicable for ‘company name’ only badges), company and profiling information. The
deadline to return the completed file is 01 September 2014, via email to: [email protected]
Exhibiting company: ………………………………………………………………………………………………
Invoicing Data:
Company/Organisation ………………………………….... ..................VAT number ..................................
Contact Person........................................................................................................................................
Full address...............................................................................................................................................
Email..................................................................................................
We agree to pay the additional exhibitor badges ordered beyond the free exhibitor badge allocation communicated in
the Exhibitor Manual
Please note that the full exhibitor badges' order needs to be paid before the badges will be handed over.
Payments can only be made by credit card
� VISA � American Express � MasterCard
Card number ………………………………….... Cardholder’s name ……………………………
Expiry date …………………………………… CVC …………
We accept the regulations as stipulated in the Exhibitor Manual and agree to observe and abide by them.
Signature ……………………….………………………… Date ……………………………… This application is legally binding on the company pending its acceptance in writing by the organiser.
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SATELLITE SYMPOSIA
Programme Timeline In order to avoid overlap with the official scientific programme and to ensure the scientific quality and scope, all satellite symposia programmes need to be submitted for review and approval by the EONS-9 Scientific Committee. Companies are strongly encouraged to establish a multidisciplinary programme in line with the general concept of the EONS-9 scientific programme. The final programmes are published in the satellite symposium section of the official EONS-9 proceedings book and on the EONS-9 website if received not later than 23 June 2014
Abstracts Abstracts related to satellite symposia are not published in the official EONS-9 proceedings book.
Duration of the Satellites All companies are requested to respect the start and closure times of the satellite symposium. Extensions beyond the assigned time-slot are not allowed under any circumstances.
Installation, Rehearsal and Dismantling Times Testing of AV equipment and session rehearsals is not included in the Satellite Symposium package. For this purpose, Satellite Symposium organiser should book a rehearsal slot of one hour at a fee of €1.000, for exclusive access to the room and support of the AV technician in the room. Please contact Emilie Fillod for availabilities at [email protected]
IMPORTANT:
- Unused literature as well as lectern/head table boards and any waste handling should be removed from the meeting room by the end of the satellite. In case of non-respect, an additional cost will be charged to the organising company for removal.
- Should you bring your own A/V and IT equipment, the organiser's standard room set-up can under no circumstances be changed to fit your own requirements, since this might jeopardise the set-up for the scientific sessions.
Speaker Preview Room Companies organising an official satellite symposium in the framework of EONS-9 are free to use the speaker preview room. The speakers can review their presentations and IT will be on hand for any technical issues.
EONS-9 Logo on Invitations Reproduction: An electronic file of the EONS-9 logo (saved as EPS format) can be obtained from ECCO – the European CanCer Organisation. It is important that the elements of the logo remain consistent. Do not attempt to redraw the lettering or the drawing or alter the relative position of these elements. Before reproducing the EONS-9 logo, a printing proof should be sent to the EONS-9 Congress Secretariat for approval.
Logo: Do not allow typing or graphics to appear within the area marked around the EONS-9 logo. Colour: Please contact [email protected] to get the Congress logo file. The logo should be used in the original colours or, if not possible, black on a white background. The sponsoring company will ensure that all publications referring to satellite symposia mention: "Official EONS-9 sponsored satellite symposium" to avoid any confusion with the official scientific programme. The
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unauthorised use of the Congress logo is strictly prohibited. It is not allowed to use the Congress logo on actual PowerPoint presentations of satellite symposia speakers.
Satellite Symposium Mailing
A one-time email blast will be sent, on 04 September 2014, to all EONS-9 registered delegates promoting all satellite symposia. Content for this e-blast has to be submitted by 04 August 2014. The content of the mailing should be sent as a text file (not html) to Emilie Fillod: [email protected], respecting the following specifications:
• Promotion text of max 100 words
• Incl. maximum one link to website relevant to satellite symposium programme. Note the link may not direct to drug promotion.
• Including maximum one image of max 641 pixel width and 200 pixel high Failure to submit content at the given deadline or according to the given specs will mean no mailing will be sent out on behalf of the satellite symposium organiser. Repeat e-blasts will not be allowed. The list of recipients of the email blast (all EONS-9 registered delegates) is put together using contact information as provided by the participant or the group registration contact person on the registration form. It follows that the quality of the delegates’ contact details, will ultimately define the value of the e-blast. Satellite symposium organisers will not receive a separate mailing list with contact details of registrants. Satellite Symposium inserts into the conference bag are not permitted.
Satellite Symposium Programme on EONS-9 website The link used in the promotion text for the satellite symposium mailing will also be included on the EONS-9 Congress website.
On-Site Promotion One poster board (poster size: 90cm and 230cm high, portrait, double sided tape) will be made available in the Registration Area for each Satellite Symposium organiser, to be used for displaying a poster announcing the Satellite Symposium on the day it is held.
One poster board (poster size: 90cm and 230cm, portrait, double sided tape) will also be available immediately outside the hall during the hour preceding the Satellite Symposium, to be removed immediately after the end of the Satellite Symposium.
In addition, companies are allowed to have a limited number (to be defined based on the capacity of the lecture halls) of staff / hostesses distributing flyers announcing the Satellite Symposium on the ground floor
of the HMM (Entrance Hall only), only on the day the satellite symposium will be held.
Signposting at the conference venue other than described above is strictly forbidden. Failure to observe this procedure shall render the company liable to a fee of up to 25% of the total satellite symposium rental cost.
IMPORTANT: Satellite organisers are kindly asked to refrain from leaving unused invitations at the Congress venue. In case of non-obligeance, an additional cost will be charged for removal.
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General Package per Satellite Symposium The package of the satellite symposium consists of:
- rental of the room - classroom set-up - amplification - PowerPoint projection - audiovisual technician - publication of the symposium programme in the EONS-9 Proceedings book (provided it is received by the Congress Secretariat before 05 June 2014) - use of the EONS-9 logo on invitations and promotional documents - insert of a company leaflet in the delegate bags (DIN A4, max. 2 pages) - One-time email blast of satellite symposium information carried out by the Congress Secretariat, sent to all registered delegates, on 04 September 2014 (provided that the programme is received by 04 August at the latest) - use of the speakers preview room
Extra Orders For ordering catering, hostesses or any other service, please contact Ms Deniz Yimsel at Dekon (email address in the contact section of this manual). Note that food is not allowed in the meeting rooms. The satellite symposia overview is available on www.ecco-org.eu.
SYMPOSIUM BADGES
Please find below the 2 different types of badges that are available for Satellite Symposia organisers, and what they entitle you to.
1. Full day access badge (reserved for staff only)
• A maximum of 5 complimentary badges are available for each Satellite Symposium booked. It will be possible to order additional ones at a cost of 50€ each. (Booking form available upon request)
• This type of badge grants access to the Conference centre as of 08:00 on the day of the Satellite Symposium, and to the room where the Satellite Symposium is being held 1h prior to the start of the Satellite Symposium if the scientific programme allows. It also grants access to the Speaker Preview Room.
• A complete list of names must be emailed to EONS-9 at the latest on 01 September 2014.
• These badges can be picked up at 8:00 on the day of the Satellite Symposium at the registration desk
2. Access 1h prior to the slot (for technical crew, faculty & visitors)
• These badges only give access to the room where the Satellite Symposium is being held.
• They can be picked up 1 hour prior to the start of the Satellite Symposium at the Satellite Symposium registration desk.
• They have to be returned to the registration area at the end of the Satellite Symposium
• It is not necessary to send a list of names. IMPORTANT: persons not mentioned on the ‘full day access list of names received for each satellite symposium will NOT receive a satellite symposium badge until 1 hour prior to the start of the satellite symposium. Deadline to send the complete list of names is 01 September 2014.
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EXHIBITION SERVICES Additional Stand Fittings and Furniture Additional stand fittings as well as rental furniture could be provided or ordered through Dekon Congress & Tourism. (Please see the related order form further in this manual.)
Audiovisual Equipment To order audio-visual equipment, please contact Dekon Congress & Tourism in advance.
Other Services If you wish to order services that are not mentioned in this manual such as floral decoration etc., please make sure to contact Dekon Congress & Tourism in advance.
SHIPPING GUIDELINES EONS ISTANBUL 2014
Introduction
KRISTAL bvba, in collaboration with EKOL Lojistik, have been appointed by the organizer as
the official freight forwarder, customs clearance agent and sole on-site handling contractor
for EONS 2014.
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 Istanbul. Please follow these instructions closely as failure to comply can lead
to unnecessary delays and expenses.
The range of services provided by our company include:
� 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.
� On-site assistance & supervision
General
Venue : Military Museum, Valikonagi Caddesi, Harbiye, 34298 Istanbul
Build-up : Wednesday 17 September 2014 14.00 to 19.00 Dismantling : Friday 19 September 2014 17.00 to 22.00
International Co-ordinators Kristal Contact : Geert Frère
Brucargo 829a Tel : +32 (0)2 7514680
B – 1830 Machelen Fax : +32 (0)2 7514720
email : [email protected]
Consigning instructions
All shipping documents ocean / air freight such as Bill of Lading, Airway Bill, CMR should be
consigned to :
Consignee Notify :
Ekol lojistik As. Contact : Fatih Saydan
Hastene Mah. İstanbul Cad. No: 82 tel : +90 216 5643000
34555 Arnavutkoy Hadımkoy, Istanbul email : [email protected] Tureky
Consignee address for airfreight shipments via Turkish Airlines - this address is only for
shipments transported by Turkish airlines , and it must be written on AWB only
Consignee (Turkish airlines only) Notify : Ekol lojistik As. Contact : Fatih Saydan Hastene Mah. İstanbul Cad. No: 82 tel : +90 216 5643000 34555 Arnavutkoy Hadımkoy, Istanbul email : [email protected] Turkey Ulastirma Vergi Dairesi : 3300012602 Arrival deadlines Air freight : 8 September 2014
Road freight : 8 September 2014
Direct deliveries
Trucks more than 3T are only allowed to drive in Istanbul from 22.00 until 06.00. This means that all unloading / reloading operations need to be effectuated overnight.
It is very important to communicate with us if you will have direct trucks going to Istanbul.
We will arrange for a marshaling yard for trucks and an unloading /reloading slot will be
required for ALL vehicles.
Documentation WE WILL NEED SEPARATE DOCUMENTS FOR TEMPORARY AND PERMANENT GOODS. GOODS NEED TO BE PACKED SEPARATELY. WE STRONGLY ADVISE TO USE ATA CARNET FOR ALL TEMPORARY SHIPMENTS. All documents such as Commercial Invoice, Packing List, Certificate of Origin, … should be
addressed to :
Ekol lojistik As.
Hastene Mah. İstanbul Cad. No: 82
34555 Arnavutkoy Hadımkoy, Istanbul, Turkey
Temporary import :
1. With invoice :
If shipped with invoice temporary import bond charges will apply.
Invoice should be made in English and the word ‘Pro forma’ should NOT be mentioned.
Please ensure that Harmonized System Codes ( HS code, Customs Tariff codes ) are mentioned.
Invoice should include simplified description, value of each item, serial numbers, currency
and shipment terms C&F Istanbul.
INVOICES MUST BE ORIGINAL AND HAVE ORIGINAL SIGNATURE AND STAMP.
For importation with invoice we will also need following documents :
- ATR ( for shipments from EU countries )
- EUR 1 ( for shipments from EFTA countries )
- Certificate of Origin ( for all other countries )
2. With ATA carnet :
ATA Carnet is strongly recommended and no import bond charges will apply.
Exhibits shipped with ATA Carnet must be re-exported in same conditions and quantities within 30 days after the end of the exhibition.
ATA Carnet is issued by your local Chamber of Commerce.
In section B ( Represented by ) of the ATA Carnet should be written : Ekol Lojistik A.S.
In section C should be indicated name and dates of the exhibition.
Together with the ATA Carnet, we will need a Power of Attorney approved by the Chamber
of Commerce (see attached example).
Permanent import : PLEASE SEND US A PACKING LIST 2 WEEKS PRIOR TO SHIPPING TO CHECK IF GOODS ARE ALLOWED FOR PERMANENT IMPORTATION IN TURKEY.
Invoice should be made in English and the word ‘Pro forma’ should NOT be mentioned.
Please ensure that Harmonized System Codes ( HS code, Customs Tariff codes ) are mentioned.
Invoice should include simplified description, value of each item, currency, country of origin
and shipment terms C&F Istanbul.
Please keep value low but acceptable for customs.
Invoice should include following : ‘ To be consumed during EONS 2014 exhibition, free of
charge, value for customs purposes only ‘.
INVOICES MUST BE ORIGINAL AND HAVE ORIGINAL SIGNATURE AND STAMP.
Shipment Pre-advise Full details of dispatch together with copies of invoices, AWB, CMR, Bill of Lading have to be
send before the departure date of flight to KRISTAL by e-mail to geert.frere@kristal-
logistics.com AND to EKOL Lojistik by email to [email protected]
Case Marking All cases must be clearly marked/stenciled on two (2) sides with the following information :
Your Company Name .............................................................................................
EONS 2014 .............................................................................................................. Booth number ........................................................................................................
Case Number...( ex. 1/3 – 2/3 – 3/3 ) ....................................................................
Gross Weight ..........................................................................................................
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 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 agent.
EONS ISTANBUL 2014
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 Istanbul ( )
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 - Temporary importation : .............................................................................................
Permanent importation : .............................................................................................
Commodity : Please join a detailed packing list or pro forma invoice with a description of the goods
and harmonized customs code.
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. Remarks : .......................................................................................................................................................
.............................................................................................................................................................................
6. Invoicing address : .........................................................................................................................................
.............................................................................................................................................................................
e-invoicing email : ..............................................................................................................................................
VAT nr : ...............................................................................................................................................................
Signature : ..........................................................................................................................................................
Please send this completed form back by fax or e-mail before 18 August 2014 To Kristal Logistics
Att. Geert Frère
e-mail : [email protected]
fax : +32 (0)2 7514720
EONS ISTANBUL 2014
UNLOADING / RELOADING SCHEDULE
FORM FOR DIRECT DELIVERIES TO MILITARY MUSEUM
Company name : ...............................................................................................................................
Contact : .............................................................................................................................................
Email : ................................................................................................................................................
Tel nr : ................................................................................................................................................
VAT nr : ..............................................................................................................................................
e-invoicing email : .............................................................................................................................
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.
Trucks without a slot will be refused.
Please send this completed form back by fax or e-mail before 10 September 2014
To Kristal Logistics
Att. Geert Frère
e-mail : [email protected]
Fax : +32 (0)2 7514720
Shell scheme includes:
• Construction in anodized silver profile - aluminum metalwork • White or oak color wall panels • Props, bars fixation, unions and bars locking • Basic Electricity package Single-Phase (220V): Provides up 3 Kw. • Fascia Board
It does not includes: Rental fee for furniture, partition walls, carpets, telephone and
data lines, exhibitors insurance and food & beverage services etc..
SPECIAL ORDER REQUEST FORM
# 001 – 29 – 30 – 31 are daily rental fees, other fees are applied to during congress.
Company Name
Delivered to : Exhibition Date:
Hall-Booth No :
PRICE LIST FOR RENTAL EQUIPMENT
P R I C E S I N E U R O S
Code Description Amount
Unit
Price Total
001 Internet Connection € 100
01 Glass Table € 55
02 White Folding Table € 40
03 White Square Table € 70
04 Glass Bar Table € 105
05 Banko 1m. White € 75
06 Locked Cabinet € 80
07 Showcase € 95
08 Showcase € 125
09 Banko € 65
10 White Leather Chair € 35
11 Black Leather Chair € 47
12 Hilton Chair € 25
13 Aluminum Chair € 30
14 Brown Leather Chair € 70
15 Brown Leather Chair € 60
16 Leather Bar Chair € 47
17 Black Bar Chair € 35
18 Red Armchair € 140
19 Red Sofa € 235
20 Brown Leather Sofa € 235
21 Panel € 35
22 Poster Board € 55
23 Door € 140
24 White Shelf € 25
25 Hanger 1m. € 25
26 Hanger € 35
27 Brochure € 95
28 Bin € 10
29 Kettle € 35
30 Mini Fridge € 120
31 Plasma TV € 285
32 Spotlight 100W € 25
33 Spotlight 150W € 30
34 Spotlight 400W € 70
35 Extension Flex € 15
36 Espresso Machine Please contact Dekon
Sub Total
%18 VAT
Total
Date :
Signature :