exhibition technical manual - esid 2020...1 july 2019 dear exhibitor, we are happy to present you...
TRANSCRIPT
EXHIBITION TECHNICAL MANUAL
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July 2019
Dear Exhibitor, We are happy to present you with the ESID 2019 Exhibition Techninal Manual. The Exhibition will be held in conjunction with the 2nd ESID Focused Meeting, which will be held from 18-21 September 2019, in Brussels, Belgium. This manual covers important information and is designed to assist in preparing for ESID 2019 Exhibition. Please read the information presented. It will take you very little time now and could save you a great deal of time later. Please forward this manual to everyone who is working on this project, including your stand builder, as it contains useful information about the Exhibition. Exhibitor Portal Each exhibitor has received an e-mail with login details to access the Exhibitor Portal. The Exhibitor Portal enables Supporters and Exhibitors to: Submit Company logo and profile Order Lead retrieval/scanner Order exhibitor badges Submit stand drawing (for "Space Only” stands) / Text for Fascia (for "Shell Scheme” stands) Submit other deliverables as per contract
- Login details have been sent to the person signing the contract. This person is responsible for
passing on the login details to a third party if needed. - Access to all Portal services will be available only after submission of your company logo and
profile. - Only deliverables as indicated in your contract, should be submitted via the Portal. Items not
included in your contract will not be processed. We shall be happy to assist you with any additional services that you may require. If there is anything we can do to facilitate your stand set up, please do not hesitate to contact us. We look forward to welcoming you in Brussels and wish you a successful Meeting and Exhibition. Best Regards, Sharon Gamliel Exhibition Manager & Industry Coordinator
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Table of Contents Section 1: General Information 4
• Meeting Dates • Meeting Secretariat • Hotel Accommodation • Exhibition Manager & Industry Symposia Coordinator • Industry Liaison & Sales Associate • Registration Specialist • Venue • Meeting Website • Hotel Booking • Exhibition Related Table • Exhibition Timetable • Welcome Reception
Section 2: Exhibition Floor Plan, List of Exhibitors 7 • Exhibition Floor Plan • List of Exhibitors
Section 3: Exhibition Services 8
• Exhibitor Badges • Access to the Exhibition Hall During Set-up and Dismantling Times for Stand Builders • On Site Exhibition Manager Desk • “K-Lead” Application - Barcode Scanner Application
Section 4: Technical information 11
• Exhibition Hall • Floor • Shell Scheme Stand • Fascia Sign • Shell Scheme Stands - Technical Information and Guidelines • Space Only Stands • Space Only Stands - Technical Information and Guidelines • Electricity and Electrical Installations • Loading Bay • Parking
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• Storage • Internet & Wi-Fi • Security • In-Booth Catering • Stand Cleaning • Waste Removal • Rules and Regulations
Section 5: Official Contractors 20
• Stand Construction / Additional Stand Fittings / Electricity / Furniture Rental / Graphics & Signage / Telecommunications and AV Equipment
• Catering / Rigging / Stand Cleaning / Hostesses & Temporary Staff Hire / Plants & Floral Arrangements
• Logistic Agent, Freight Handling & Customs Clearance Agent Section 6: Order Forms 21 Section 7: Shipping Instructions 22
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Section 1: General Information Meeting Dates Wednesday, September 18 until Saturday, September 21, 2019. Meeting Secretariat Kenes Group Rue François-Versonnex 7 1207 Geneva, Switzerland Tel: +41 22 908 0488 Fax: +41 22 906 9140 E-mail: [email protected] Hotel Accommodation Elda Hehle Tel: +41 22 908 0488 Ext: 948 | E-mail: [email protected] Exhibition Manager & Industry Symposia Coordinator Sharon Gamliel Tel: +41 22 908 0488 Ext: 944 | E-mail: [email protected] Industry Liaison & Sales Associate Klinta Stala Tel: +41 22 908 0488 Ext: 986 | E-mail: [email protected] Registration Specialist Tatyana Karataneva Tel: +359 878626907| E-mail: [email protected] Venue Square Brussels Convention Centre Mont des Arts/Kunstberg B-1000 Brussels Tel: +32 2 515 13 00 Venue website: https://www.square-brussels.com/en
Meeting Website For updated information regarding the Meeting , please visit the website: https://esidmeeting.org/ Hotel Booking Kenes Group is offering exhibitors specially reduced rates for various hotels around the meeting venue. Information, pictures, location and rates are available on the hotel accommodation page: https://hotel.kenes.com/en/congress/ESID19 or email us to: [email protected]. You may also book a room online through the above link. For group booking (10 rooms and more) please contact Elda Hehle. E-mail: [email protected]. Different payment and cancellation conditions apply.
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Exhibition Related Table
Action Item Deadline Contact Person
Hotel Reservation for Staff As soon as possible Elda Hehle [email protected]
Payment of Invoice Balance Must be received in full before Exhibition opens
Pazit Hochmitz [email protected]
Company logo and profile As soon as possible and no later than Monday, July 29
Via Kenes Exhibitor’s Portal https://exhibitorportal.kenes.com
Designed Stand Approval (For Space Only stands)
Monday, July 29
Text for Fascia (Shell Scheme stands only)
Monday, August 12
Lead Retrieval Barcode Readers Order Wednesday, September 4 Extra Exhibitor badges Wednesday, September 4
Dedicated Wi-Fi / Internet Monday, August 12 Sharon Gamliel [email protected]
Rigging Monday, August 12 SQUARE Webshop : https://www.square-brussels.com/en/esid19 For enquiries, please contact: [email protected]
Electricity order Wednesday, September 4 After this deadline, prices will automatically rise by 20% and items availability will not be guaranteed.
Stand Cleaning In-booth Catering Hostesses & Temporary Staff Hire Plants & Floral Arrangements Furniture Rental Monday, August 26 SEG webshop:
www.segshop.eu For enquiries please contact Ivaylo Alexiev [email protected]
Shell Scheme Extras Graphics/Signage
Telecommunications and AV Equipment (Plasma/LCD screen, Laptop, Desktop)
Delivery Information Door to Door Shipments Please contact MERKUR
Zehavit Akerman [email protected]
Airfreight Shipments Shipment via Germany Warehouse No later than Wednesday,
September 11 Exhibition goods - Direct Deliveries to Meeting Venue (Only for Full Trucks)
Monday, September 16
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Exhibition Time Table
Important notes: • Time table is subject to change. • On Saturday, September 21, the exhibition will be closed and there will be no access to the
exhibition area. On Saturday, September 21, there are still sessions taking place as part of ESID 2019 Meeting.
• Move in : the delivery street is a dead-end and there is no parking space available. To allow a fast and smooth move-in, an unloading slot will be required. Please make sure to obtain to obtain an unloading slot two weeks prior to the set-up date at the very latest via Merkur - the official logistic agent.
• Empty crates and packaging material must be removed after set-up and no later than Tuesday, September 17 at 16:00. All aisles must be clear of exhibits and packaging materials to enable cleaning.
• All exhibitors should be at their stand 30 minutes before the official opening hour. • Dismantling of the stands before the official hour is not permitted. • It is the exhibitor’s responsibility to dispose of all materials after dismantling. Any equipment,
display aid or other material left behind after Friday, September 20 at 22:00 will be considered discarded and abandoned. Any charges incurred for waste removal will be sent to the exhibitor.
• Please note that delegates will be in the Exhibition area to reach the Posters area which will be active before and after the Exhibition opening hours.
• Please do not leave any visible valuable articles at your stand. In addition, please consider hiring extra security for your stand before\after Exhibition operating hours if needed.
Welcome Reception You are cordially invited to the Welcome Reception which will be held in the Exhibition area on Wednesday, September 18 from 19:00. Exhibitors are asked to please man their stands during the Welcome Reception in the Exhibition area.
Set-up
Monday, September 16 10:00 – 21:00 - ‘Space Only’ stands
Tuesday, September 17 08:00 – 20:00 – All stands
Opening Hours
Wednesday, September 18 09:30 - End of Welcome Reception (~20:00)
Thursday, September 19 10:00 - 17:00
Friday, September 20 10:00 - 17:00
Dismantling Friday, September 20 17:00 – 22:00
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Section 2: Exhibition Floor Plan, List of Exhibitors The floor plan has been designed to maximise the exhibitor’s exposure to the delegates. For most updated floor plan and list of exhibitors, please refer to the Meeting website
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Section 3: Exhibition Services Exhibitor Badges Each exhibiting company is entitled to free exhibitor badges. The amount of free exhibitor badges is stated in your contract and determined by your stand size. Two exhibitor badges will be given for the first 9 sqm booked, and one additional badge for each 9 sqm thereafter. Exhibitor badges will be prepared for you to collect on-site (they will not be mailed in advance). Exhibitor badges allow free access to the exhibition area, refreshments served as indicated in the programme timetable and access to the Welcome Reception Exhibitor badges are generic and state the name of the company only, in order that they may be used interchangeably between staff members. Therefore, there is no need to submit individual names. Exhibitors are required to access the Exhibitor's Portal and provide the name of the company they wish to be displayed on the badges (otherwise the company name as appear on your application form will be printed on the badge). Additional exhibitor badges may be purchased online through the Exhibitor’s Portal, at the rate of EUR 180 per badge. Companies may purchase a maximum number of exhibitor badges as follows: Stands of up to 60sqm - 15 exhibitor badges Stands larger than 60sqm - 25 exhibitor badges
Notes: Deadline for ordering additional exhibitor badges via the exhibitor portal: Wednesday, September 4. Please make sure that your company profile has been submitted via the Exhibitor’s Portal before
placing an order.
To place an order for additional exhibitor badges, please access the Exhibitor's Portal no later than Wenesday, September 4 https://exhibitorportal.kenes.com
Each exhibitor has received an e-mail with login details to access the Exhibitor’s Portal. All company representatives are required to wear exhibitor badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Exhibitor badges are for the use of company personnel manning the stand and should not be used to bring visitors to the Exhibition.
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Access to the Exhibition Hall during Set-up and Dismantling Times for Stand Builders Please note that this paragraph is relevant only for stand builders and not for employees of the exhibiting companies who are manning the stand. Specific badging is required to enter and work in the venue. Please make sure to specify to SQUARE the contact details of each member of your stand building contractor team that will need access to the venue during the build-up and the dismantling. Please provide the following details of the stand builders:
• Name of the Stand Builder (company name) • Stand builder contact - First Name and Surname • Stand builder direct cell on site • Number of badges required (Individual names are not required) • Name of the exhibiting company + stand number
Please provide the Stand Builder details by email to [email protected]
no later than Monday, September 9 Badges will be handed out at the freight lift entrance. Each person must wear his/her own badge
Failing to send this information prior to the set-up day will mean that every member of your team will first have to register at a different entrance where they will be granted an access badge in order to be able to enter the exhibition halls, which can lead to time delay. On-Site Exhibition Manager Desk The Exhibition Manager Desk will be open throughout the Exhibition set-up, opening and dismantling period. The desk will be located within the Exhibition area. Prior to this time, if you have any queries regarding your participation at ESID 2019 please feel free to contact the Exhibition Manager, Sharon Gamliel by email or office phone: Tel: +41 22 908 0488 Ext: 562 | E-mail: [email protected]
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“K-Lead” Application - Barcode Scanner Application Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your stand. The information obtained by lead retrieval system enables Exhibitors to enhance their database by securing valuable leads for further marketing and communication. We are pleased to offer you the “K-Lead” Application: exhibitors can download the “K-Lead” app onto their own smart phone or tablet and transform their device into an instant, easy lead retrieval system and capture participants' full contact information with a quick scan of their badge.
The advantages of the “K-Lead” application:
• Effortless process using registration badge barcode. • Allows to immediately view the leads information. • Ability to insert exhibitor's comments for each lead. • Application is available for download from Apple store or Google play: "Kenes K-Lead App". • Cost per unit – EUR 400 (exluding 4% credit card charges fees, excluding VAT if applicable) The Application should be installed on your company/personal device. Operational information will be sent on request. Please Note:
In light of the new data protection regulation recently enacted in Europe, Kenes Group has updated its privacy policy. You can view our updated privacy notice here. Kenes will not share delegate’s personal data with third parties without their consent. Please note that similarly to sharing a business card, presenting delegate badge for scanning at exhibition stands or industry symposia constitutes an expression of consent to share their personal details with the company that is scanning their badge so that it may contact them in the future.
Barcodes on delegate’s badges contain contact information as supplied by the delegate or the agency responsible for the registration process of the delegate. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details.
In addition, please note that neither Kenes Group nor the Organising Committee is responsible for the content of the information.
Device is not included. If you wish to rent a device, please check with us cost and stock availability.
Mini Scanners devices are available only for Symposia.
To order “K-Lead” Application please access the Exhibitor's Portal https://exhibitorportal.kenes.com Deadline: Wednesday, September 4
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Section 4: Technical Information Exhibition Hall The exhibition will be located on Level (-2). Please click here venue map. Exhibition hall is combined of 2 halls: Grand Hall 1 & 2 Floor Floor type: concrete floor Maximum floor load: 500Kg per square meter
Shell Scheme Stands To ensure the smooth and efficient installation and dismantling of your stand, SEG has been apppinted as the official Stand Contractor (See Section 5: official contractors). The Shell Scheme stands includes:
• Wall – white PVC wall with aluminum frame H 2.5m
• Facia - front panel with one company name and stand number.
• Lighting – 1 LED spotlight (for each 3 sqm)
• Carpet tiles - colour: grey
Note: Corner shell scheme stands are provided with two open sides and 2 fascia panels with company name.
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* Actual panel size: 99 cm wide x 250 cm high * Visible panel size: 95 cm wide x 238 cm high
Shell Scheme stand does NOT include:
• Furniture • Electricity • Stand cleaning
To place an order for furniture, electricity and cleaning - please refer to Section 6: Order Forms. Fascia Sign Maximum of 18 characters including spaces may be written on your fascia (valid for 9 sqm stand). Please submit lettering for fascia until Monday, August 12 via the Exhiobitor’s Portal. If you wish to print your company logo on the board, instead of your company name or in addition to the name, this can be ordered at additional cost via SEG - the official stand contractor. If text for your fascia is not received by this date, we will provide you with a fascia title as per your application form. Shell Scheme Stands - Technical Information and Guidelines
All basic shell scheme stands will be designed and built by SEG - the official stand contractor.
Exhibitors are not allowed to make any alterations to the structure of the stands or remove any integral parts from the stands. Exhibitors wishing to remove or change the location of any standard equipment within the stand should indicate clearly on the location plan and forward it together with clear instructions to the official contractor before Monday, August 12.
No free-standing stand-fitting or display(s) may exceed a height of 2.5m or extend beyond the boundaries of your stand. This includes company names, advertising materials and logos provided by the exhibitor.
It is not allowed under any circumstances to cut, nail or drill into or through the walls, facia, floor or ceiling.
Please do not use any adhesive products that may leave marks or cause damage to the panels and stand structure. Stand must be returned in the same condition in which it was received. Any damage to stand structure will be invoiced to the exhibitor.
It is possible to use fishing line (nylon) to hang pictures etc.
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An exhibitor occupying a stand at the corner can request to close the additional side(s). If the official stand contractor is not being notified in writing before Monday, August 12 - it will be assumed that the exhibitor will have opening on the additional side(s).
Shell scheme stands will be provided with a grey carpet. If an exhibitor wishes to change the colour of the carpet in the stand, additional cost will be required. Please contact SEG – the official stand contractor.
Excess stock, literature or packing cases may not be stored on, around or behind stands, unless contained within a lockable storeroom.
Exhibitors requiring additional equipment may contact the official stand contractor as per the deadlines published on page 5.
Space Only Stands Exhibitors using independent contractors are required to submit the following for the organisers approval: 1. A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed stand to be
built. 2. The name and contact details of their construction company. 3. Electrical connections - a list of all appliances. 4. Other utility connections such as water and drainage are subject to availability and must be
checked with the Exhibition Manager prior to submitting the designs.
Deadline: Monday, July 29 Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com Space Only Stands - Technical Information and Guidelines Work cannot commence until the stand drawings are approved by the organisers and the venue.
All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining stands, or damaging the premises. Stand constructors should respect the Exhibition area decoration: no affixing to drapes, walls and windows. No fixing of whatsoever and no painting are allowed on walls, doors, gates, outer walls, and parking. No Exhibitor may obstruct or allow his goods, decorative materials, furniture, etc. to obstruct or fill open passages and open spaces. The Exhibition building, its doors, walls & the equipment therein must not be damaged (by nails, screws...).
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Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Entire sideway walls will not be approved.
Island stands should be partly accessible on all “open” sides. Requests to be partially exempt from this rule should be submitted in writing to the Exhibition Manager.
Construction finish must be perfect in all the stand’s visible areas, including rear sides.
Floor surfaces: carpet should be fire-resistant and a certificate will be asked on site. Carpeting the floor is only allowed if 2-sided tape type BOMA 4123 is used. If tape residues remain after dismantling, exhibitors will be charged the costs of removing it.
Raised floor/platform: please note that if your stand has a platform higher than 4.5 cm, you are required to provide a ramp for handicapped access. The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.
Advertising on the boundary with other stands is prohibited.
Multilevel structures are not permitted.
Arches, bridges or similar construction connecting two or more stands are not permitted.
The maximum building height for the top of all elements in the stands is 4m. Exhibitors who will have stands higher than the maximum permitted height will not be allowed to setup their stands.
Any part facing neighboring stands that is above 2.5m in height needs to be designed with neutral surfaces (white or grey).
Closed Rooms/Theaters/Black Boxes: any stand incorporating closed rooms/theatres/black boxes with covered ceilings must include a vision panel or window and will be subject to approval on emergency lighting and exit width. Please submit copies of the drawings as mentioned above.
Ceiling Rigging is permitted; however it will depend on a variety of factors, such as the location of the stand as well as syand design and the specifications of the hanging element. Rigging is exclusively provided by Square Brussels Convention Centre. A rigging plan must be sent no later than Monday, August 12 via SQUARE Webshop (link can be found on page 5) This plan must include: • A quoted top view of the stand with the rigging points positions • The stand orientation in the exhibition • A side view of the stand showing dead-off heights • The total weight of the hanging structur All loads must be secured with a steel safe cord. Please note that the order will not be handelled until the rigging plan has been approved by the SQUARE.
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The organisers will not approve stands that do not comply with the accepted standards until the necessary changes have been made.
We recommend exhibitors who are using independent stand contractors to include a site visit in the planning process to assure a smooth and well planned set up. Please contact Christ’l Van houtte from the Square Brussels Convention Centre at [email protected]
If you require additional stand equipment (Furniture, Graphics, etc.), please refer to SEG webshop.
Electricity and Electrical Installations According to the regulations, the electrical installations for the exhibition will only be connected to the power supply after being checked and approved by the SQUARE. Only the SQUARE are authorised to provide the electrical switchboard for the power points. Thus, every exhibitor should order an electrical switchboard from the Square and to pay for the electrical consumption according to their power needs. Please refer to SQUARE webshop (link can be found on Section 6). Electricity will be live within 30 minutes of show opening and turned off within 30 minutes of show close. Exhibitors who require 24 hours electricity supply should contact the SQUARE. It is essential that exhibitor give the power needed in the stand. Damage caused to the main or to specific points by these connections is the sole responsibility of the exhibitors. Loading Bay Please note that the venue is situated in the centre of Brussels. The delivery street is a dead-end and there is no parking space available. To avoid traffic congestion and to allow a fast and smooth move-in, an unloading slot will be required for all vehicles. Please coordinated move-in/move-out with Merkur two weeks prior to the build-up date at the very latest. The exhibitors will then be allowed to temporary park their truck in the delivery street to load/ unload and use the freight lift located at the Rue des sols / Stuiversstraat 13, 1000 Brussels, of which dimensions are: 2.05m high, 2.20m wide, 6.7m long, 4000 kg max. These limits must be respected by exhibitors and their subcontractors such as stand builders, transporters, etc. Vehicles parked without authorisation will be immediately removed from the street by the local authorities. Forklift services, offloading and empty case storage must be arranged in advance through Merkur - the exclusive appointed logistics agent. No other agent/exhibitors or stand constructor can operate/drive their own forklift on-site. For further information regarding loading bay, please refer to the Shipping Instructions at the end of this manual.
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Parking (for car or small van – hand-carry items only) In case you do not have heavy goods deliveries and you are arriving in a car or small van, you can park your car right underneath SQUARE at the fee-paying car park named Parking Albertine / Albertina - SQUARE, level -2 (maximum height: 195 cm). Please do not use the other entrance of the parking located at Rue des Sols / Stuiversstraat at 1000 Brussels which is used and often congested during build-up and dismantling periods. Please click here for further information regarding car parking. Security The venue has 24hour onsite security. Please note that neither the organisers nor the SQUARE can accept responsibility for security of the stands and their contents or damage to and theft of any goods. Exhibitors are responsible for the security of their stand and equipment. If you would like to arrange additional stand security, please refer to the SQUARE webshop Storage There are limited storage spaces at the Square Brussels Convention Centre. Short-term storage of materials left over after assembly (empty boxes, crates, cases , palettes etc.) should be coordinated with Merkur team. Under no circumstances may packing materials of any kind be left in the aisles, on the stands or behind the stands. Storage is available on request (payable service). Please contact Merkur with information on sizes and number of parcels, size and storage period. In-Booth Catering Square Brussels Convention Centre has the sole rights for the sale or distribution of any item of food or drink within the SQUARE. It’s forbidden to bring in your own food and drinks items. If you require catering for your stand, please submit your order in advance via the SQUARE webshop: https://www.square-brussels.com/en/esid19 For enquiries, please contact: [email protected] Kindly place your order no later than Wednesday, September 4. Stand Cleaning The organisers will arrange for general cleaning of the Exhibition premises (excluding exhibits and displays) prior to the opening of Exhibition and daily prior to opening thereafter. For ordering daily stand cleaning, please refer to the SQUARE webshop (link on page 5). Waste Removal Exhibitors are responsible for the removal of all refuse/waste from the Exhibition area. During the dismantling times, waste bins will be available for your waste. Any discarded waste, including promotional material, left behind will be removed by the organisers at the expense of the exhibitor concerned.
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Internet & Wi-Fi Free Wi-Fi access will be provided to all exhbitiors and delegates, suitable for basic web browsing. Should you have any internet-based feature/ activity at your stand (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your stand (wireless or wired connection) to guarantee a high-quality service inclusive of technical support. Please submit your request for internet connection in advance, by email to the Exhibition Manger, Sharon Gamliel. E-mail: [email protected] Kindly specify what kind of internet-based activities are planned, how much Bandwidth will be required for your stand and whether wireless or wired connection (or both) is required. Please be advised that creating private Wi-Fi network in the stand is not allowed. The Venue and the organisers reserve the rights to discontinue any activity which interferes with the hall Wi-Fi coverage. Rules and Regulations -Binding for all exhibitors and their subcontractors Children No person under the age of 16 years can be admitted to the Exhibition, either during build-up, open days or breakdown. This rule also applies to Exhibitors’ children and must be rigidly enforced to comply with the safety regulations of the exhibition. Animals It is not permitted to bring animals into the venue. Build-Up & Dismantling Period During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in
the working area as well as to perform work under the influence of alcohol and drugs. The Exhibitors and contractors are required to wear the necessary personal protective equipment
such as safety footwear, protective helmets, eye protection, and hand protection required by the specific work activity.
Damage to the Building 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. Disposal of Material It is obligatory to collect and dispose of all material during the build-up or dismantling of the exhibition. When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind. Any costs incurred by the venue in removing this property will be charged to the exhibitor.
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Fire Regulations No inflammable decorations or exposed flames may be used at any time. Stand material and fittings must be non-flammable or impregnated with fire-retardant
chemicals. All decoration material of paper and inflammable fabric must be made fireproof and certificate
will be asked on site. As a general rule, easily inflammable synthetic substances, foam polyester, and no fireproof
straw and reeds are prohibited.
Fire Insurance (compulsory) Exhibitors must be insured against fire. Health & Safety It is the responsibility of the stand holder to ensure the health, safety and welfare of all
employees, contractors and visitors as far as is reasonably practicable throughout the event. It is recommended that the stand holders appoint a supervisor for the stand, with the specific
responsibility for ensuring the health & safety of their staff and stand builders. It is advisable that a Risk Assessment is completed for the stand and submitted to the organisers.
Hanging of Posters, Banners etc. Hanging of posters, banners or decals, stickers or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the venue are not allowed without a prior written authorisation. Insurance (compulsory) Neither the organisers nor the venue, their representatives or agents will be held responsible for
any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
The organisers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the organisers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurance that covers all injuries to persons and damages that might cover in connection with the exhibition.
Exhibitors are personally liable for all expenses incurred by the organisers or by third parties in regard to technical services provided.
We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.
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Liability Exhibitors are responsible for all property damage as well as any loss or injury caused by their
property, agents or employees. Companies will indemnify the organisers against all claims and expenses arising from any damages.
If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organisers find it necessary to change the dates of the Exhibition, the organisers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.
The organisers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the venue or any part thereof in any manner whatsoever.
Promotional Activities All demonstrations or instructional activities must be confined to the limits of the Exhibition stand. Advertising material and signs may not be distributed or displayed outside the exhibitor’s stand. Advertising activities must not cause obstructions or disturbances in the gangways or at
neighbouring stands. Sound equipment must be regulated and directed into the stand so that it does not disturb
neighboring exhibits. The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity,
noise, or music that is deemed objectionable. 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. Smoking Policy SQUARE BRUSSELS operates a NO SMOKING policy in ALL halls. Compliance with country regulations All structures, materials, special designs, unusual constructions, and all signs shall conform to Belgian safety standards and codes of practice and comply with all relevant statutory authority regulations. Any display work or materials contravening this clause must be modified to meet requirements. Further information can be found here (please refer to the relevant items concerning your participation). Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.
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Section 5: Official Contractors
Stand Construction / Additional Stand Fittings / Furniture Rental / Graphics & Signage / Telecommunications and AV Equipment SEG Ivaylo Alexiev Tel: +359 898 770 977 SEG webshop: www.segshop.eu E-mail: [email protected] Electricity / Catering / Rigging / Stand Cleaning / Hostesses & Temporary Staff Hire / Plants & Floral Arrangements Square Brussels Convention Centre Eric Dubois Tel: +32 2 515 13 99 SQUARE Webshop : https://www.square-brussels.com/en/esid19 E-mail: [email protected] Catering and Rigging are exclusive to Square Brussels Convention Centre. Logistic Agent, Freight Handling & Customs Clearance Agent Merkur Expo Logistics GmbH Zehavit Akerman Tel: +49 6173 966 95 28 Mobile: +972 52 511 4982 E-mail: [email protected] Merkur is the exclusive handler inside the venue.
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Section 6: Order Forms
If you require any additional services which do not appear in this manual, please contact the Exhbition Manger, Ms. Sharon Gamliel. E-mail: [email protected]
Service Deadline Order Form
Company logo and profile **Mandatory**
As soon as possible and no later than Monday, July 29
Via Kenes Exhibitor’s Portal https://exhibitorportal.kenes.com Each exhibitor has been recived login details to access the Kenes Exhibitor’s Portal.
Designed Stand Approval (For Space Only stands) **Mandatory**
Monday, July 29
Lettering for Name Board (Facia) (For Shell Scheme stands only) **Mandatory**
Monday, August 12
Lead Retrieval Barcode Readers Order Wednesday, September 4
Extra Exhibitor badges Wednesday, September 4 Dedicated Wi-Fi / Internet Monday, August 12 Please submit your request by email to
Sharon Gamliel at [email protected] Kindly specify what kind of internet-based activities are planned, how much Bandwidth will be required for your stand and whether wireless or wired connection (or both) is required.
Rigging Thursday, May 16 SQUARE Webshop : https://www.square-brussels.com/en/esid19 For enquiries, please contact: [email protected]
Electricity **Mandatory** Wednesday, September 4 After this deadline, prices will automatically rise by 20% and items availability will not be guaranteed.
Stand Cleaning
In-booth Catering Plants & Floral Arrangements
Hostesses & Temporary Staff Hire Security during off-exhibition hours Furniture Rental Monday, August 26 SEG webshop:
www.segshop.eu For enquiries please contact Ivaylo Alexiev [email protected]
Shell Scheme Extras Graphics/Signage
Telecommunications and AV Equipment (Plasma/LCD screen, Laptop, Desktop & ect.)
Important: orders received after the given deadline may be subject to a surcharge fee.
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Section 7: Shipping Instructions Kindly note that Merkur Expo Logistics GmbH is the sole official on-site logistic agent nominated by Kenes Group to handle all in/out shipments arriving to this meeting, Contact details: Merkur Expo Logistics GmbH Ms. Zehavit Akerman Tel: +49 69 747 848 Mobile: +972 52 511 4982 E-mail: [email protected] Range of services: Transport, national or international Temporary or permanent customs clearances Coordination of deliveries, delivery time slot management Unloading, delivery to the exhibition-stand, forklifting Storage of empty boxes and crates during the exhibition Accessible storage for brochures and give-away items during the meeting On-site assistance and supervision
For security, insurance, and efficiency reasons, Merkur is the sole official agent to handle cargo inside the venue. Exhibitors and stand builders are prohibited from using trolleys during set-up and dismantling periods. The shipping instructions at the end of this manual are provided to assist with your preparation for the correct and timely dispatch of materials to the meeting. Please follow the instructions closely. The shipping instructions includes: Shipping Instructions Tariff Material Handling Form Shipping Labels
In order to follow up your shipment and to confirm arrival on time, we kindly ask you to provide the official shipping agent with the following information prior to shipping:
1. Number of pieces (pallets, boxes, cartons, etc.) 2. Way of transport (road freight, currier services, airfreight, ocean) 3. Airway bill number
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Exhibitors and stand builders may choose to use their own services to deliver their goods to the venue door. However, no other company is permitted to deliver, operate, and handle goods inside the venue. Please note that all materials entering the venue incur a handling charge (including bag inserts and display items). Merkur has the responsibility of receiving and handling all materials for a fee as published on the “Tariff” section at the end of this manual. Handling rates are based on the incoming weight of shipments. Merkur must receive payment before forwarding freight. In order to receive a price quote for handling and to assure arrival of your materials, please be sure to complete the “Pre-Advise” form included in the shipping instructions.
Shipments sent directly to the venue prior to Monday, September 16 will be refused by SQUARE BRUSSELS. Insurance of Goods All cargo should be insured from point of origin. To view the full ESID 2019 Shipping Instructions, including Tariffs, Material Handling please select the relevant links: • Shipping Instructions • Tariff • Material Handling Form
Please Note: All advanced shipments and deliveries to the Merkur warehouse, including by courier, must be coordinated with Merkur. For any questions/clarifications, please contact Ms. Zehavit Akerman from Merkur Tel: +49 69 747 848 Mobile: +972 52 511 4982 E-mail: [email protected]
Shipping Labels must be attached to all boxes. Please click here for Shipping Labels
Exhibitors who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with the official logistics agent.