10 - 15 JUNE 2019 · For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the...
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SPONSOR & EXHIBITOR MANUAL A new ERA for global Dermatology 10 - 15 JUNE 2019 MILAN, ITALY Società Italiana di Dermatologia (SIDeMaST)
Transcript of 10 - 15 JUNE 2019 · For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the...
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SPONSOR & EXHIBITOR MANUAL
A new ERA for global Dermatology
10 - 15 JUNE 2019MILAN, ITALY
Società Italiana di Dermatologia(SIDeMaST)
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CONTENTS1. CONTACTS 4
2. CONGRESS VENUE 5HOW TO REACH THE CONGRESS VENUE 5GATE ENTRANCES 7PARKING LOT 7
3. CONGRESS VENUE MAP 10
4. PROGRAMME AT A GLANCE 11
5. DEADLINES 12
6. EXHIBITION TIMETABLE 13
7. RULES & REGULATIONS 14EXHIBITOR BADGES 14BOOTH SET-UP 15SHELL SCHEME BOOTHS 15SUBMISSION OF RAW SPACES DRAWINGS 16SET-UP AND DISMANTLING PASSY 16 SUBLETTING OF EXHIBIT SPACE 16PUBLICITY AND DISTRIBUTION OF MATERIALS 16 SELLING FROM EXHIBIT BOOTH 17WI-FI 17ELECTRICITY 18SECURITY 18CATERING 18LEAD RETRIEVAL 18SPECIAL REQUIREMENTS 18
8. DELIVERY, STORAGE & HANDLING 19
9. INSURANCE 20
10. SAFETY INSTRUCTIONS 21INTRODUCTION 21EXHIBITORS’ UNDERTAKINGS 21GENERAL STIPULATIONS 22EQUIPMENT FOR WORK AT A HEIGHT 23OTHER EQUIPMENT 26
11. ADVERTISEMENT SPACES 27PROMOTION RULES 27
12. AIFA REGULATION FOR PHARMACEUTICAL COMPANIES 28
13. SPONSORED SESSIONS 29SCIENTIFIC PROGRAMME 29CHAIRS AND SPEAKERS 29ABSTRACTS 29GENERAL RULES 29TECHNICAL REHEARSAL 30PRESENTATION FORMAT 30AUDIOVISUAL EQUIPMENT 30FILMING AND RECORDING OF SESSIONS 30S.I.A.E. PERMITS-SCF RIGHTS 31PEOPLE FLOW 31CATERING 31INVITATION INSERTS AND INVITATION MAILING SERVICE 31
14. OTHER INFORMATION 32PHOTOGRAPHS AND FILMS 32SMOKING AND VAPING POLICY 32CHILDREN AND ANIMALS 32
Dear Exhibitors,
These Guidelines are designed to ensure all sponsors a safe, comfortable and
successful participation to the Congress. The guidelines are constantly updated to
take into account changes in laws, codes of practice and regional regulations.
Take your time and read this document carefully and submit the required details
before the indicated deadlines.
In case you are using the service of an external exhibition house or communication
agency, please make sure to share this manual with them as well.
Non-compliance with the obligations enclosed in this Sponsor & Exhibitor Manual
will entitle Fiera Milano Congressi SpA to exclude the Exhibitors’ or fitters’ from
working on the Fair premises.
The Organising Secretariat reserves the right to make changes at any time, even
without notice, to these Guidelines, with the aim of reducing risks for health, safety
and environment, or improving prevention and protection measures.
Looking forward to working with you towards a successful Congress,
Yours sincerely,
The Organising Secretariat
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ORGANISING SECRETARIATTriumph ItalyVia Lucilio 60, 00136 Rome (Italy) Ph. +39 06 3553 0418 / 0311 / 0254Fax: +39 06 3553 [email protected]
SPONSORSHIP - EXHIBITION Triumph ItalyVia Lucilio 60, 00136 Rome (Italy) Ph. +39 06 3553 0204 / 0307Fax: +39 06 3553 [email protected]
CONGRESS REGISTRATION Triumph ItalyVia Lucilio 60, 00136 Rome (Italy) Ph. +39 06 3553 0301 / [email protected]@thetriumph.com
HOUSINGTriumph ItalyVia Lucilio 60, 00136 Rome (Italy) Ph. +39 06 3553 [email protected]
SCIENTIFIC PROGRAMME SECRETARIAT Triumph ItalyVia Lucilio 60, 00136 Rome (Italy) Ph. +39 06 3553 0209 /0263 / 0382Fax: +39 06 3553 [email protected]
CONGRESS VENUEMi.Co. Congress VenueViale Eginardo, GATE 2 – 20149 Milano (Italy) Ph.: +39 02 4997 [email protected]
CONTACTS
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CONGRESS VENUE
CONGRESS VENUEMi.Co. Congress VenueViale Eginardo, GATE 2 – 20149 Milano (Italy) www.micomilano.it
HOW TO REACH THE CONGRESS VENUE
BY AIR
LinateTake bus no. 73 in the "National Arrivals Exit" area all the way to the terminal in ViaGonzaga / Piazza Diaz. Go down into the Metro station "Duomo".Here take the Red Line 1 (Rho Fiera Milano direction).For "Viale Eginardo / Viale Scarampo" entrance: get off at the “Amendola” stop –700 m from the Congress Venue, or at “Lotto” approx. 800 m.For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Cadorna”stop, exit the subway and go to the railroad station above: take the first traindeparting and get off at the “Domodossola” stop – just 600 m from the CongressVenue.
MalpensaThe “MALPENSA EXPRESS” train service will take you directly from the airport tothe centre of Milan in 40 minutes, arriving at the Ferrovie Nord “Cadorna” station.Here take the Red Metro Line 1 (Rho Fiera Milano direction). For "Viale Eginardo / Viale Scarampo" entrance: get off at the “Amendola” stop –700 m from the Congress Venue, or at “Lotto” approx. 800 m.For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Cadorna”stop, exit the subway and go to the railroad station above : take the first traindeparting and get off at the “Domodossola” stop – just 600 m from the CongressVenue.
Orio al SerioThe “AUTOSTRADALE” or “AIR PULLMAN” bus service will take you directly fromthe airport to Milan Central Station in 60 minutes: then take the Metro Geen Line 2(Abbiategrasso direction) and get off at “Cadorna”.Here take the Red Line 1 (Rho Fiera Milano direction).For "Viale Eginardo / Viale Scarampo" entrance: get off at the “Amendola” stop –700 m from the Congress Venue, or at “Lotto” approx. 800 m.For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Cadorna”stop, exit the subway and go to the railroad station above: take the first traindeparting and get off at the “Domodossola” stop – just 600 m from the CongressVenue.
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BY TRAIN
Central Station – Garibaldi StationTake the Metro Green Line 2 (Abbiategrassodirection) and get off at “Cadorna”. Here take theMetro Red Line 1 (Rho Fiera Milano direction).For "Viale Eginardo / Viale Scarampo" entrance: get off at the“Amendola” stop – 700 m from the Congress Venue, or at “Lotto”approx. 800 m.For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Cadorna” stop, exit thesubway and go to the railroad station above : take the first train departing and get off at the“Domodossola” stop – just 600 m from the Congress Venue.
Cadorna StationHere take the Metro Red Line 1 (Rho Fiera Milano direction). For "Viale Eginardo / Viale Scarampo" entrance: get off at the “Amendola” stop – 700 m fromthe Congress Venue, or at “Lotto” approx. 800 m.For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Cadorna” stop, exit thesubway and go to the railroad station above: take the first train departing and get off at the“Domodossola” stop – just 600 m from the Congress Venue.
Domodossola Trenord StationHere take Metro Lilac Line 5 (heading for San Siro) and get off at "Portello" stop. Exit thesubway just a few feet walk from the "Viale Eginardo / Viale Scarampo" entrance. For "Piazzale Carlo Magno / Via Gattamelata" entrance: you are just 600 m from the CongressVenue.
BY CAR
From any of the ring roads circling Milan follows the signs to Fieramilanocity, or to any of thelarge Park & Ride car parks located close to these Metro stops:
Cascina Gobba (1800 cars). >> GREEN LINESan Donato (1800 cars). >> YELLOW LINEFamagosta (3000 cars). >> GREEN LINEBisceglie (1900 cars). >> RED LINELampugnano (2000 cars). >> RED LINE
BY PUBLIC TRANSPORT
Buses & TramsFor "Viale Eginardo / Viale Scarampo" entrance:Bus No. 78 – Eginardo/Colleoni stopFor "Piazzale Carlo Magno / Via Gattamelata" entrance:Bus no. 78 – get off at Colleoni/GattamelataTram no. 27 - get off at Piazza 6 FebbraioTram no. 19 - get off at Boezio
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M5
M1
M2
M3
Metro
>> LILAC LINE 5:For the "Viale Eginardo / Viale Scarampo" entrance: get off at the “Portello” stop –80 m from the Congress Venue.For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Portello” stop,walk along via Colleoni and, on the right, Via Gattamelata for approx. 450 m,otherwise get off at the "Domodossola FNM" stop, and walk about 600 m towardsthe Congress Venue.
>> RED LINE 1:For "Viale Eginardo / Viale Scarampo" entrance: get off at the “Amendola” stop –700 m from the Congress Venue, or at “Lotto” approx. 800 m.For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Cadorna”stop, exit the subway and go to the railroad station above: take the first traindeparting and get off at the “Domodossola” stop – just 600 m from the CongressVenue.
>> GREEN LINE 2: get off at "Cadorna".For "Viale Eginardo / Viale Scarampo" entrance: take Red Line 1 (going to RHO FieraMilano) and get off at the “Amendola” stop – 700 m from the Congress Venue, or at“Lotto” approx. 800 m. For "Piazzale Carlo Magno / Via Gattamelata" entrance: exit the subway and go tothe railroad station above: take the first train departing and get off at the“Domodossola” stop – just 600 m from the Congress Venue.
>> YELLOW LINE 3: get off at “Duomo”, switch to the Red Line 1 (RHO Fiera Milanodirection).For "Viale Eginardo / Viale Scarampo" entrance: get off at the “Amendola” stop –700 m from the Congress Venue, or at “Lotto” approx. 800 m.For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Cadorna” stop,exit the subway and go to the railroad station above: take the first train departingand get off at the “Domodossola” stop – just 600 m from the Congress Venue.
GATE ENTRANCESGate 11bis - located in Viale Colleoni: will be the dedicated entrance for stand builderduring build up and break down timeGate 2 - located in Viale Eginardo: will be a dedicated entrance for pedestriansduring Congress days.
PARKING LOTDelegates and Exhibitors can access to an internal parking space at the Venue ONLYDURING EVENT DAYS. The cost for 1 day is € 15,00 VAT included. Parking servicewill be paid directly onsite at the machine parking ticket. Parking is on a first comefirst served basis and subject to capacity.
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LEGEND:
REGISTRATION AREA
OFFICES
COMMON AREAS
EXHIBITION AREA
SPACE ROOMS 1 TO 4
SILVER ROOM
WHITE ROOMS 1-2
RED ROOMS 1-2
BLUE ROOMS 1-2
YELLOW ROOMS 1 TO 3
GOLD PLENARY
AMBER ROOMS 1 TO 8
BROWN ROOMS 1 TO 3
SUITES 1 TO 4
OVERFLOW AREA
ESCALATOR
CONGRESS VENUE MAP
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PROGRAMME AT A GLANCEDate/Time Monday
10 JuneSun 9 Ju
Tuesday 11 June
Wednesday 12 June
Thursday13 June
Friday 14 June
Saturday 15 June
07:00 07:15SIDEMAST Sessions
SIDEMASTSessions
SIDEMASTSessions
SIDEMASTSessions
SIDEMASTSessions
07:15 07:30
07:30 07:45
07:45 08:00
08:00 08:15
MorningSessions
MorningSessions
MorningSessions
MorningSessions
MorningSessions
08:15 08:30
08:30 08:45
08:45 09:00
09:00 09:15
09:15 09:30
09:30 09:45
09:45 10:00
10:00 10:15
10:15 10:30
10:30 10:45
10:45 11:00 Break Break Break Break Break
Break Break Break Break Break
11:00 11:15
Plenary Plenary Plenary Plenary Plenary11:15 11:30
11:30 11:45
11:45 12:00
12:00 12:15
12:15 12:30
Break Break Break Break Break12:30 12:45
SponsoredSymposia
SponsoredSymposia
SponsoredSymposia
SponsoredSymposia
AfternoonSessions
12:45 13:00
13:00 13:15
13:15 13:30
13:30 13:45
13:45 14:00
14:00 14:15
Break Break Break Break14:15 14:30
AfternoonSessions
Meet the Expert
Meet the Expert
Meet the Expert
AfternoonSessions
AfternoonSessions
14:30 14:45
14:45 15:00
15:00 15:15
15:15 15:30
CLOSINGCEREMONY
15:30 15:45
15:45 16:00
16:00 16:15
16:15 16:30
16:30 16:45
16:45 17:00
17:00 17:15
17:15 17:30 Satellite
Symposia
Satellite Symposia
Satellite
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17:45 18:00
18:00 18:15
18:15 18:30
18:30 18:45
18:45 19:00
19:00 19:15
19:15 19:30
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DEADLINES
ExhibitionSubmission of complete stand plan / design 25 January, 2019
Online shop orders 10 May, 2019
Safety documents submission 10 May, 2019
Sponsored Sessions Complete programme submission 28 February, 2019
Lead retrieval systems 10 May, 2019
Pop-up banners request 31 March, 2019
Pop-up graphic design submission 30 April, 2019
Sponsorship, Advertisement and other ActivitiesGraphics submission of advertisement spaces 10 May, 2019
Company profile in Final programme and Congress website 25 January, 2019
Electronic advertising 10 May, 2019
Final programme advertisement 25 January, 2019
Pocket programme advertisement 25 January, 2019
Sponsor page for WCD App 25 January, 2019
Push Notification message for WCD App 31 May, 2019
Congress Kit MaterialCongress bags delivery 4 June, 2019
Inserts in Congress bags delivery 4 June, 2019
Lanyards delivery 4 June, 2019
Delivery and Shipping - DHLPre-advise shipping, lifting and storage order form 5 April, 2019
Airfreight delivery 29 May, 2019
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Set-up Hours
Saturday 8 June, 2019For "Raw Space" stands
Sunday 9 June, 2019For all stands
On Monday 10 June, 2019 all materials must be removed from the exhibition hall before 12:00.From 12:00 to 16:00 only refinement is allowed.All stands must be completed by Monday 10 June, 2019 at 16:00.
Exhibitors are allowed to access the exhibition hall from 8:00 in the morning.Congress participants are allowed to access the exhibition hall from 9:00 in the morning.
Removal of exhibits and breakdown of booths before the closure of the exhibition is prohibited.Exhibitors will be liable for charges incurred in the disposal of any materials remaining at theexhibition hall after this time.Each Exhibitor must be present during dismantling to supervise the safe removal of exhibits.Exhibitors will be responsible for their suppliers’ wrongdoings.To access the Fair Ground during set-up and dismantling timeframe, each person needs a passissued by Mi.Co.For any request of extended time for setting up or for dismantling please refer to Mi.Co. services’website herePlease login with the username and password provided by Mi.Co. via email to purchase furnitureand/or additional services. If you have not received your access credentials please contact theSponsor Department at [email protected]
Monday 10 June, 2019For all stands
07:00 - 24:00
07:00 - 24:00
07:00 - 16:00
Dismantling /Breakdown Hours
Friday 14 June, 2019
Saturday 15 June, 2019
17:00 - 24:00
07:00 - 24:00
ExhibitionOpening Hours
Tuesday 11 June, 2019 09:00 - 17:00
Wednesday 12 June, 2019 09:00 - 17:00
Thursday 13 June, 2019 09:00 - 17:00
Friday 14 June, 2019 09:00 - 17:00
EXHIBITION TIMETABLE
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RULES & REGULATIONSThe Organising Secretariat is entitled to control,correct, forbid and/or close down any booth whichdoes not fulfill with these regulations.The Organising Secretariat reserves the right to alterthe layout of the exhibition floorplan, if necessary.The Organising Secretariat reserves the right inunforeseen circumstances to amend or alter the exactlocation of the booth.The Exhibitor undertakes to agree with any alterationor re-allocation of the booth by the OrganisingSecretariat. The Organising Secretariat is the sole competentauthority as to problems arising from theinterpretation of the enclosed regulations and theirenforcement. Any expenses resulting from the non-observance of the regulations will be charged to theExhibitor.
EXHIBITOR BADGESExhibitor badges will be distributed on site at theExhibitor desk in the registration area on Sunday 9June, 2019 from 8:00.Exhibitor badges allow access to the exhibition hall,Opening and Closing Ceremony. Exhibitor badges donot allow access to scientific sessions. Exhibitors canaccess to their own company sponsored session.
Exhibitors who rent an exhibition booth are entitledto a specific number of free Exhibitor badges and amaximum number of purchasable ones. The cost of every extra purchased badge is €150,00+VAT. Badges purchased on site have a cost of€ 200,00+VAT
Square meter Number of free badges
= 9 3 < 18 6 < 27 9 > 36 12
Exhibitors’ names must be uploaded through theGroup Registration System on the Congress websitewww.wcd2019milan.org within 20 May, 2019.Exhibitor’s name changes communicated after 20May, 2019 will not be accepted and will have to becommunicated directly on site at a cost of € 25,00VAT included each.
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BOOTH SET-UPPremises of the exhibit hall must not be altered. Thisprohibition includes hammering, use of nails, boringholes on walls or floors, painting, annexations of plugsand drills or threading of any kind, as well as hangingobjects from structural elements and/or damaging thewalls, columns and ceilings. The following is also notallowed: boring of floors or affixing carpets orconstruction elements on the floors with contactcement or similar products. This should be done withdouble sided adhesive tape, or else on platforms or byany other means as long as it is separated from thefloor. The shell scheme must not be removed. Repair ofdamages subsequent to non-observance of the aboveclauses will be entirely at the Exhibitors’ expense.The side and back walls of all booths must be finishedboth on the external and internal surfaces.Once the exhibit has been inaugurated, no furtherwork will be permitted in the booth.The Organising Secretariat reserves the right todemand changes if regulations are not abided by.Access to the Fair Ground for set-up will be denied ifpayment of the booth space has not been received in total. Please refer to the MI.Co. Technical Regulationsavailable here:
Height of constructions (hanging included):
• 4 mt under the balcony
• 6,5 mt outside the balcony
Please make sure that any object/element does notinterfere with the aesthetics of neighboring stands.For all other services and supplies required pleaserefer to Mi.Co. services’ website here and completethe related order forms.After the signage of the contract a personal username and password will be provided to companies inorder to enter the Mi.Co. services’ website. Set up will not be allowed and no refund of rental feewill be due to the Exhibitor if the insurance formprovided by Mi.Co. will not be paid. If you have notdownloaded yet the insurance form please refer to [email protected]
Please note
• Peninsula stand: a peninsula stand is any spaceoffering only three open sides. These stands shallhave separation walls finished on the inside andoutside. The outside of the walls shall be plain white.Exceptions must be requested and will be grantedonly upon approval from the Organising Secretariat.The open sides shall remain fully accessible and anysolid walls are only allowed with special permission,but shall not be longer than 30% total length of theopen side and shall not affect neighbouring booths.
• Island stand: an island stand is any space offeringfour open sides. The open sides shall remain fullyaccessible and any solid walls are only allowedwith special permission, but shall not be longerthan 30% total length of the open side and shallnot affect neighbouring booths.
SHELL SCHEME BOOTHSShell scheme structure is mandatory for all 9sqmbooths. Sponsors which book a bigger exhibitionspace can either purchase a shell scheme constructionor build their own both under our technicians approval.Shell scheme structures can be purchased directly onMi.Co. services’ website here within 20 May, 2019.
For any assistance please contact Mi.Co. at the followingaddress: [email protected]
The cost for a 9sqm shell scheme construction is € 65,00+ VAT /sqm
The cost includes:
• Modular white panel walls with aluminum frame(2,5mt height)
• Fasciaboard with Exhibitor company name andbooth number (0,50mt)
• Carpet
• 3 Spotlights
• Electrical multiple socket
• 1 Round table
• 2 Chairs
• 1 Literature stand
• 1 Desk
• 1 Bar stool
• 1 Wastebasket
• 1 Hanger coat
Any extra furniture or shell scheme services can beordered directly on Mi.Co. services’ website.
Please note
• Company fascia name will be printed in black on awhite board on each open side
• For different colour printing request or foradditional company logo printing (on purchase)please contact [email protected]
• The colour of the carpet will be grey. For differentcolour request (on purchase) please contactwcd2019exhibitors @fieramilanocongressi.it
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SUBMISSION OF RAW SPACESDRAWINGSPlease send within 25 January, 2019 the technicaldrawing with two copies of 1:50 scale; each copy withan elevation plan of the stand, clearly indicating thename of the exhibiting company, the stand numberand the name, address, email and telephone of thestand constructor. The drawings will then have to beapproved after their submission. The drawings haveto be sent to [email protected] with the localization of the electric panelwithin 25 January, 2019.Indicate clearly details of measurements and heights.
SET-UP AND DISMANTLINGPASSYBuild-up and dismantling passes, which allow theaccess to the exhibition hall, will have to be requestedthrough Mi.Co. services’ website here within 20 May,2019.Build-up and dismantling passes do not allow accessto the exhibition hall during exhibition days.For building up and dismantling days, standassemblers will be able to enter/leave the parking areaduring the day, but only for the time needed to unloadthe materials.Each Parking pass is assigned to one car/truckregistration number. The access of other or morevehicles with different car registration number is notallowed. Exhibitors which would like to park their truck/carinside the Congress Venue during the night must referto [email protected]
SUBLETTING OF EXHIBIT SPACEExhibitors may not let, sublet, transfer or share theexhibit privilege or space in whole or in part with anyother party without written permission from theOrganising Secretariat.
PUBLICITY AND DISTRIBUTIONOF MATERIALS Putting up posters and distributing flyers, abstracts orinvitations outside a sponsor’s exhibition stand orindustry session room is forbidden. All such materialswill be systematically removed and destroyed. Anyindividual responsible for such activities will be askedto leave the Congress Venue. This policy extends alsoto hotels. Exhibitors are not allowed to display in their ownbooth or in their meeting room any advertisement orservices provided by a non-exhibitor.All Exhibitors will be the producers, importers orrepresentatives of the goods and/or services to bedisplayed. It is the Sponsor’s/Exhibitor’s responsibility to abideby Italian laws and to observe relevant legalregulations with regard to publicity, the handing outof samples and the sale of products. Mi.Co. Milanoand 24th WCD cannot be held liable for anynoncompliance.
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SELLING FROM EXHIBIT BOOTHSelling of products and/or services is permitted in theexhibition hall. However, it is essential that theexhibitor complies with the following rules:
• The product to be sold must be authorized bythe competent authority in the field.
• The product to be sold must be authorized bythe organizing secretariat
• Exhibitors are obliged to comply with currentregulations in terms of the fiscal certification oftransactions (fiscal receipts or invoices) inaccordance with the requirements of thecertification methods they choose.
• Exhibitors from EU countries must comply withthe Italian legislation in force. In particular, theywill have to perform either
˜ direct identification or
˜ appoint a tax representative before theExhibition.
A verification with a tax advisor is stronglyrecommended for the above mentioned procedures.
• Exhibitors from non-EU countries must appointa tax representative and comply with the Italianlaw on the subject. A verification with a taxadvisor is strongly recommended for the abovementioned procedures.
• It is obligatory for all Exhibitors to clearlydisplay the prices of all products on sale.
• In case you do not have a fiscal consultant youcan contact Giuseppe Guenzani, tel. +39-0331-798259 ext. 210, e-mail [email protected].
• It is strictly forbidden to sell or distributePharmaceutical products/medicines. Theregulation is indicated in paragraph 7 of art.124, D. Lgs 219/06.
• For Cosmetics products:
˜ If the product is already sold and distributedon the EU market, then dermo-cosmeticssamples can be sold/distributed at thebooth.
˜ If the product is not in the EU trade, thenyour company must comply withRegulation (EC) No. 1223/2009 andcomplete/subscribe to the followingprocedure in order to distribute dermo-cosmetic samples at the booth: CosmeticProducts Notification Portal (CPNP) Article13 User Manual http://ec.europa.eu/consumers/sectors/cosmetics/files/pdf/cpnp_user_manual_en.pdf
WI-FI • Each Exhibitor must declare to which
electromagnetic legislation he or she respondsto (ETSI EN xxxx) the equipment that will beturned on and used in his or her booth, in ordernot to generate destructive interferences forthe Wi-Fi signal and internal radiocommunications.
• The Wi-Fi system of Fiera Milano Congressiresponds to DFS standard (normativereferences ETSI EN 301 893 V 1.3.1 (2005-08)Broadband Radio Access Networks (BRAN); 5GHz high performance RLAN; Harmonised ENcovering essential requirements of article 3.2 ofthe R&TTE Directive) in terms of response toany radar signals, therefore the exhibitors mustpay attention to radiation in the 5 Ghz bandgenerated by equipment in their possession.
• Exhibitors are not allowed to use personal Hot-Spot Wi-Fi (Access Points, ad hoc networks,Tablet or Smartphone used as 3G/4G hot-spots) if not after having obtained specificauthorisation. The massive use of thesewireless hot-spots affects the use of thechannels in the 2.4 Ghz and 5 Ghz radio bands,to the detriment of all congress users.
• Fiera Milano Congressi is authorised to use theIDS/IPS (Intrusion Detection/IntrusionProtection System) function on its own Wi-Fisystem in order to limit and isolate "rogue" orunauthorised Access Points, in order to ensurethe safety of the Wi-Fi network andconnections of congress users.
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ELECTRICITY The electric power in Italy is 220 volts 50Hz. Under no circumstances Exhibitors, their agents,contractors or employees are allowed to manipulateany electrical, water or compressed air installationexcept to connect authorized apparatus/devices atspecified spots. For safety purposes any Exhibitor whodoes not follow this rule is subject to totaldisconnection of their power supply.Only the official electrical contractor authorized byMi.Co. is allowed to provide electrical connections tothe individual stands.It is highly recommended to download the Mi.Co.Technical Manual (here) and refer to paragraph n. 6.
SECURITYThe Organising Secretariat provides general securitypersonnel in the Congress Venue.Exhibitors who wish to contract private securitypersonnel for their booth, must refer to Mi.Co.services’ website here and complete the relevantorder form.While the exhibition is closed, no personnel other thanthe stand assemblers and the Organising Secretariatstaff will be allowed inside the area.Personnel in charge of general security at Mi.Co.’sentrance will be entitled to check vehicles carryingexhibit material and parcels entering or leaving theexhibition area.
CATERINGCompanies who would like to organise a cateringservice at their booth must refer to Mi.Co. services’website here and complete the relevant order form.All catering services can be provided only by theofficial catering of the Venue.Mi.Co. catering has the exclusive right to serve foodand beverages within the exhibition area, accordingto the rules and regulations of the Italian authorities.Under no circumstance Exhibitors will be allowed tosell food or beverages at their stand.
LEAD RETRIEVALTo order lead retrieval systems please refer to theOrganising Secretariat [email protected]
SPECIAL REQUIREMENTSExhibitors who wish to rent special services for theirbooth such as cabled internet access, telephone linesand fax must refer to Mi.Co. services’ website hereand complete the relevant order forms.
Services provided by Mi.Co.:
• Additional electric connections
• Night electric power supply
• Telephone connectivity
• Restaurant and catering service
• Stand cleaning service
• Surveillance service and Temporary staff
• Suspensions from Hall ceilings and request of
feasibility
• Additional furniture
• Water connections
• Compressed air
• Solid waste disposal
• Liquid and special waste
• Floral decorations
• Audiovisual equipment
• PC and accessory rental
• Shell Scheme booths
• General electrical mains and fitting
• Extra time working hours
• Temporary Personnel
All Mi.Co. services have to be paid in advance.List unit prices are valid for orders placed by 10 May,2019.Orders placed between 10 May, 2019 and 5 June,2019 are subject to a 10% increaseOrder placed starting from 6 June, 2019 are subjectto a 20% increase.Late and on-site orders will be subject to stockavailability. Priority will be given to orders placed inadvance.
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DHL Trade Fairs & Events (UK) LimitedUnit 17 & 21 2nd Exhibition AvenueNEC Birmingham B40 1 PJUnited KingdomPhone: 0044 121 782 4626 E-Mail: [email protected] Contact: Horst Froehling
DHL Trade Fairs & Events UK Limited is the solehandling agent for up-coming WCD 2019 Congress inMilan. The DHL storage area is located on Level +1, in Hall 4.To ensure smooth unloading and arrival of thematerial into the Venue, we recommend using theofficial freight Forwarder services. Companies whochoose to use their own services to deliver their goodsto the Venue door or warehouse are still required tocontact DHL Trade Fairs & Events in order tocoordinate the time schedule for unloading of freightinto the Venue.
DHL Trade Fairs & Events is the exclusive handlerinside the Venue. No other company is permitted tohandle cargo within the Venue.To view the full WCD 2019 Shipping Instructions,including Tariffs and Material Handling and ShippingLabels select the relevant links on the following page:
Shipping Instructions
Shipping Guidelines
Logistic Tariffs
Congress Bags: Insert and Delivery Information
Congress Bags: Travel Group Hotel delivery OrderForm
DELIVERY, STORAGE & HANDLING
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INSURANCE
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Neither the Organisers nor Fiera Milano Congressi SpA,their representatives or agents will be held responsiblefor any loss or damage to Exhibitor’s property.
Exhibitors must take precautions to protect theirproperty against pilferage.
It is MANDATORY that ALL Exhibitors are insured,according to the rules listed below.
NO Exhibiting Company can be accepted inside theFiera Milano and Fiera Milano Congressi ExhibitionArea without an adequate Insurance Cover.
RULES to be followed:
ALL EXHIBITORS must complete the mandatory INSapplication form, as a declaration of value of thegoods brought / used in the Fair Venue, and return itto the Fiera Milano Insurance Broker MARSH bye-mail: [email protected] or by fax: +39 0245402035 . Insurance form can be downloaded through Mi.Co.services’ website here
ALL EXHIBITORS must be insured according to thefollowing points: 1. For Exhibitors who do not own an adequate
Insurance Policy (see point 2), or do not own apolicy at all, Fiera Milano Congressi can providethem with the insurance service. Exhibitors can getit at the amount of € 100,00 + VAT. This serviceincludes an All Risks Transport and StorageCoverage up to € 25,000.00.The insurance service must be booked online;payments can be done by credit card or banktransfer. To book the service and proceed topayment, click here. After the login it will be necessary to fill in a formwith the company data and follow on-screeninstructions.
The deadline for booking and paying the insuranceservice expires 30 days before the beginning of theEvent.
Supplementary Insurances are due ONLY for theExhibitors declaring values (by means of the INSForm) higher than € 25,000.00 or for those Exhibitorsrequesting the “Optional Accidents Insurance”. Thecoverage for the declared extra value isCOMPULSORY and the premium to be paid will be -on request - determined by the Fiera Milano InsuranceBroker (MARSH) and the payment must be madedirectly to MARSH: e-mail: [email protected]
Alternatively:
2. Exhibitors can use their own policies, submittingthe statements they can find at Art. 6.c of theinsurance application form, for the approval ofFiera Milano Insurance Broker (MARSH). Thesepolicies will be considered valid ONLY if they are"Property All Risks Policies” and contain a clausewaiving the right to claim compensation from thirdparties, including Fiera Milano Congressi SpA,Fondazione Fiera Milano, Fiera Milano SpA, theiraffiliates, the Organisers of the Event and anythird-parties in any way involved in theOrganisation of the Event. For policies that do notinclude the above-mentioned clause or that areconsidered inadequate, the Insurance Broker(MARSH) will ask Exhibitors to revise the clausesconcerned. The statements as per Art. 6.c of theinsurance application form must be submitted tothe Insurance Broker (MARSH) within and not laterthan 30 days before the beginning of the Event.
SAFETY INSTRUCTIONS
INTRODUCTION
Each Exhibitor is responsible for making sure that itsown employees and stand builders are insured andthat they behave in full compliance with occupationalsafety legislation. The Organizer cannot be held liablein cases of non-compliance with the relatingconsequences.This section aims to fulfil the obligations associatedwith providing information about safety as stipulatedin Legislative Decree no 81 of 9 April 2008, by Lgs.D.of 22 July 2014 “Decreto Palchi” and Ministry ofLabour Circular no 35 of 24 December 2014
Every Exhibitor must circulate this document to anyof its own staff working on site and to any companywith which it has entered into a procurement, workand/or service contract for stand set-up anddismantling tasks, or any other work or supply withinthe Mi.Co. Congress Venue.
It is also essential to comply with the instructionscontained in the following documents:
• Technical Regulations
• Interference Risk Assessment Document (DUVRI)– available within the end of April 2019
EXHIBITORS’ UNDERTAKINGS
Only one level of subcontracting per type of work ispermitted.
As the Employer commissioning the stand set-up anddismantling works, or any other task or supply withinthe Mi.Co. Congress Venue, the Exhibitor will have to:
• compile the DUVRI for its own stand-building,indicating the measures adopted to eliminate risksor, if this is not possible, reduce them to aminimum. This document must also contain thename of the person in charge;
• cooperate, with the employers from thecontracting companies, with implementing themeasures for prevention and protection fromoccupational hazards occurring in relation to thecontracted work;
• coordinate the interventions associated withprotection and prevention from the risks to whichworkers are exposed, providing each other withinformation to eliminate risks caused byinterference between the work carried out by thevarious companies jointly involved in the overallproject;
• check the technical- professional suitability of thecompany holding the stand-building contract, aswell as any contracting company workingindependently under a subcontract.
Carrying out this check involves acquiring thefollowing documents:
If the contracting companies are Italian:
• a recent certificate of registration in the Trade andCompanies Register;
• DURC (statement of correct fulfilment of welfarecontribution obligations, valid until the works arecompleted);
• self-certification of the contractor or self-employed persons, with regard to possessing theappropriate technical-professional requirementsand/or anything else indicated by currentlegislation.
If the contracting companies are NOT Italian:
• compilation of Annex II to Legislative Decree of 22July 2014 “Decreto Palchi” available here
It is essential for the Exhibitor to keep, on the stand,all the documents indicated by current legislation,signed by all the company personnel involved incompiling them.
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These documents must remain available to theSupervisory Authorities throughout the set-up anddismantling phases.
The Exhibitor must provide the OrganisingSecretariat with the following documents, by and nolater than 10 May 2019:
• Self-Declaration of positive verification of thetechnical –professional suitability of the companiesholding the stand building construction andsubcontractors, available here
• DUVRI for its own stand-building
• Completed SICU form, available here
• Completed SICU Form A, available here
It is essential for the Exhibitor to deliver thefollowing documents to the Mi.Co. technicaldepartment, once set-up is complete and before theconvention begins:
• Completed SICU Form B, available here
• Completed SICU Form C, available here
If the Exhibitor and/or a (sub) contracting companynotes hazards not referred to in the abovedocuments, it must point this out immediately to theOrganising Secretariat.
Failure to fulfil the requirements stated in theprevious points will lead to penalties being imposedon employers, managers and employees, inaccordance with current legislation.
GENERAL STIPULATIONS
Mi.Co.’s Technical Regulations contain a series ofstipulations, rules and procedures which theOrganising Secretariat adopts as its own and whichconcern:
• Services offered by Mi.CO., including exclusiveones, pages 5-6
• Rules relating to access and movement, bothpedestrian and vehicular, page 6
• Building and dismantling stipulations, pages 7-11
• Prevention of fires and accidents, pages 13-14
• Stipulations for energy, water, compressed air andequipment, pages 15-20
• Handling materials, goods and packaging, pages22-23
• Internal emergency plan (IEP), page 25 to page 27
• Information about risks specific to Mi.Co., pages35-39
Exhibitors, contracting firms and contractors, as wellas self-employed workers, must inspect thisdocument and comply with the stipulationscontained therein.
Please download the Mi.Co. Technical Regulationsavailable here.
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EQUIPMENT FOR WORK AT AHEIGHT
This may include: access platforms, scaffolding, mastclimbing work platforms or other equipmentguaranteeing similar safety from falling.
Ladders can only be used for minor interventionswhich do not require the application of a horizontalforce or movements which might place the worker ina precarious and unstable position; in any event, usingscaffolding rather than a ladder is preferable,whenever practical.
Ladders
Ladders may not be used for work to be carried outat over 2 metres from the ground except in caseswhere other equipment considered to be safer cannotbe used (e.g. access platforms) (art. 111 paragraph 3Legislative Decree 81/08 and subsequentmodifications and integrations). If ladders are usedthe requirements indicated in art. 113 paragraph 6 ofLegislative Decree 81/08 and subsequentmodifications and integrations must be used):
• they must be securely fixed in a stable position
• they must rest on a footing ensuring that the rungsremain in a horizontal position
• they must be fixed or have slip-resistant pads orbe fitted with equally effective solutions (not to beplaced on cardboard or plastic sheets or anythingelse which might reduce their grip)
• they must extend sufficiently beyond the surfaceoccupied by the feet if there are no other grippingattachments
• when using ladders workers must at all times havethe support of a secure handhold
• no wooden slats must be nailed on the uprights
• ladders must only be used by one person at a time
• they must not be placed near doors opening ontothem or in passageways
• workers must not straddle the ladder and mustnot move about while standing on it.
Mobile scaffold towers – access platforms
• They must be accompanied by the user manualsupplied by the manufacturer and must beassembled using parts all supplied by the samemanufacturer
• the walk-over flooring must be complete
• the railing on all sides must be at least 1.00 m,complete with intermediate crossbar and toeboards
• they must be pegged on every two levels as aminimum
• while building and dismantling the access platformat a height workers must make sure that they arewearing a suitable safety belt fixed to anappropriate solid support
• an appropriate ladder forming part of the structuremust be used to access the deck
• when using the access platform, the wheels mustbe locked in place and the access platform mustbe stabilized using the relating stabilizers.
Safety belts
• When carrying out stand-building work whichexposes workers to the risk of falling from a heightor into gaps, if it is not possible to have protectivedecks or railings, workers must use appropriatesafety belts with harnesses connected torestraining cables (UNI EN standards 361- 354-795- 365)
• The length of the restraining cable must becapable of preventing any falls by creating a workpositioning system (UNI EN 358). If this is notpossible (because it affects the person’s mobility),if the drop height does not exceed 4.00 m, the fallheight must not exceed 0.60 m in order to avoidthe use of energy absorbers
• All the components of the fall arrest system mustbe accompanied by the instruction manualsupplied by the manufacturer and retailer (UNI EN365)
• To ensure that the safety belt is used properly, it isalso extremely important to provide the workerwith information, education and training, with theemployer being responsible for carrying out therelevant checks on his level of comprehension.
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Assembling aluminium trusses
Given that all hanging tasks are to be providedexclusively by Mi.Co., if these activities areauthorized, the following must be observed.
• As far as possible earth the assembly of electricalcircuits and elements
• carefully read the instructions for assemblingstructures supplied by the manufacturer.
• do not leave out any elements and do not makeany changes to the assembly unless this isexpressly indicated by the manufacturer.
• where indicated, always provide the structure withbracing
• first check the firmness and grip of the surfacewhich is to support the structure; should it benecessary to insert panels to spread the load,never use materials which could break under itsweight as supports for the structure
• always check that the uprights are completelyvertical (spirit level or plumb line)
• always make sure that cables, chains, hooks orconnections to be used to lift horizontal elementsare in good condition and do not have any defectswhich might compromise their resistance
• before beginning any lifting process make surethat there are no people in the vicinity of the areainvolved in the movement and always take up aposition outside the area where there is a crushingrisk
• start lifting slowly and check that the elementswhich have been raised remain in a horizontalposition
• once you have the structure in position, neverforget to use chocks or the safety connectionsindicated for preventing falls of horizontalelements from the structure.
Adjusting lighting
Walking and climbing on the structures is prohibited:lighting must be adjusted using access platforms.
Using ordinary ladders supported by the actualstructure is prohibited.
Cherry pickers
Always read the instruction manual provided by themanufacturer.
Position the cherry picker on firm, flat, practicallyhorizontal ground. Lock the equipment in position andbring down the stabilizers, inserting suitably resistantpanels or sleepers if the ground is soft. All themanoeuvres must be carried out by an on-boardoperator using the cherry picker controls.
The cherry picker controls can only be used by theoperator on the ground if the operator in the cherrypicker is not able to carry out the manoeuvres due tofaults or physical impossibility, or if manoeuvres needto be carried out without an operator on board. Thecherry picker must not be supported by fixed ormobile structures.
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The following is prohibited:
• climbing onto the cherry picker when it hasalready been extended
• getting down from the cherry picker before it is inrest position
• two people getting into the cherry picker at thesame time (if not expressly indicated)
• adding superstructures to increase the attainableheight
• using the apparatus if there is a strong wind
• applying stress to the arm with lateral forces orusing it to lift weights (unless this is expressly indicated for the type ofvehicle)
• moving the vehicle when the basket is not in restposition or when the operator is on board.
STRICTLY COMPLY WITH THE LOAD INDICATED ONTHE BASKET
RESPECT THE DISTANCE FROM AERIAL ELECTRICITYLINES
DELINEATE AND MARK OUT THE AREAUNDERNEATH THE ZONE WHERE THE CHERRYPICKER IS OPERATING
IT IS OBLIGATORY TO USE:
OTHER EQUIPMENT
Electrical conductors
All the cables, plugs and sockets must be properlyinsulated. More specifically, the electrical cables musthave a double protective sheath (in good condition)and the plugs must have a cable gland.
In addition, checks must be carried out on thearrangement of the cables to avoid hindrances inpassageways and thoroughfares.
Cutting machines
• these must have protective guards aligned so thatwhile work is in progress only the active section ofthe disk is free
• the start switch must be under continuouspressure so that when it is released the machinestops (or an alternative measure of equivalentefficiency must be present)
• a device (e.g. spring, counterweight, etc.) whichbrings the head back into the upper rest position,with shields covering the disk
• they must have a system for collecting dust
• they must have a solid adjustable cover to avoidthe worker accidentally coming into contact withthe blade and to intercept any splinters
• they must have a divider blade.
Circular saws
• they must have shields on both sides of the bladeextending under the working tables to prevent anycontact with them
• they must have a system for collecting dust
FORK LIFT TRUCKS MUST BE ABLE TO MOVEAROUND INSIDE THE EXHIBITION CENTRE. PLEASEPAY PARTICULAR ATTENTION, USE WALKWAYS ANDWEAR HIGH VISIBILITY CLOTHING.
PLEASE NOTE THAT THE SERVICES FOR HANDLINGAND LIFTING MATERIALS ON FORK LIFT TRUCKSARE CARRIED OUT EXCLUSIVELY BY DHL.
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All advertisement spaces have to be purchasedthrough the Organising Secretariat at the followingemail address: [email protected]
Please note that all advertisement signs/supports arefor rent.
The Organising Secretariat will provide the printing,handling and setting of the advertisementpanel/support. Final layout has to be sent to theOrganising Secretariat ready for printing formatwithin 10 May, 2019. Please note that advertisingrequests will not be accepted after this deadline.
Important
• if a particular font is required, convert the text into that format
• if attached images are required, see below
Image Characteristics
Please save in one of the following formats as: EPS orPDF, TIF or JPG
• if in colour, please use CMYK (not in RGB)
• the resolution of large format files must be at least72 dpi in 1:1 scale. If the image contains text, theresolution must be between 150 and 300 dpi in 1:1scale. If the image must be enlarged 4 timesgreater than your file, the resolution should be atleast 300 dpi (to avoid graininess).
• please ALWAYS include the prints in colour or inb/w (with the PANTONE colour references).
• please give the dimensions and quantity required.
• specify on the printing the name of the file to beproduced.
Transferring of files online
Files up to 10 Megabytes may be sent by email.
Larger files may be sent using the FTP addressfollowing a telephone contact with our technicaloffice. We further specify that in all cases even whena low resolution PDF is required or alternatively a draftwith the specifications may be faxed, it must alwaysbe followed by a telephone confirmation of the order.For any clarifications or information, our graphic officeis at complete disposal.
Larger files may also be sent via WeTransfer and/orDropbox.
If files do not confirm the above specifications you willbe contacted by our commercial department.
Promotion rules Companies are allowed to promote their productsexclusively at their booth in the exhibition hall.
Outside the exhibition hall Companies areallowed to promote:
• Company Logo
• Company claim /pay –off
• Booth position
• Sponsored / Satellite Symposia
• Information about diseases related to their
products
Outside the exhibition hall Companies are notallowed to promote:
• Drugs /Products names
ADVERTISEMENT SPACES
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In Italy each pharmaceutical company that sponsors ameeting or a Congress on topics in anyway related tothe use of their own pharmaceutical products, mustsubmit an application to the competent Unit of theItalian Medicines Agency (AIFA) to obtain a specificauthorization.
AIFA AUTHORISATION IS NECESSARY
• for every pharmaceutical company (MarketingAuthorisation Holder or the companies responsiblefor the actual marketing of pharmaceuticalproducts) which sponsors a meeting or a Congresson topics in anyway related to the use of their ownpharmaceutical products.
AIFA AUTHORISATION IS NOT NECESSARY
• when a company promotes by advertising onlymedical devices or food supplements during aCongress (products without MarketingAuthorisation).
• when a company sponsors a meeting on topics notrelated to the use of any of their own medicinalproducts; in this case the company is not allowed toexpose or distribute any kind of advertising materialduring the meeting (Section 9 art. 124 D.L. n.219/06).
In order to obtain the authorization, an applicationcontaining the details of the expenses is to besubmitted 60 days before the day of the meeting bythe pharmaceutical company (Marketing AuthorisationHolder or the companies responsible for the actualmarketing of pharmaceutical products) to thecompetent Unit of Aifa, which will issue its approvalafter 45 days from the moment the application form hasbeen received. The authorization procedure is carriedout through the Aifa website area ACC (authorizationfor Congresses and meetings) and on this purpose,pharmaceutical companies must be registered. Please visit the following link for more informationhttp://www.agenziafarmaco.gov.it/en/content/authorization-congresses-and-meetings
AIFA REGULATION FORPHARMACEUTICAL COMPANIES
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SPONSORED SESSIONSSCIENTIFIC PROGRAMMESponsored sessions will be listed in a dedicatedprogramme, according to CME regulations.
Programme of the sponsored session is organised bythe sponsor (topics, Speakers). Please submit theoutline of the session and send it to the ScientificProgramme Secretariat at [email protected] in order to receive the endorsement.
Companies must submit their final programme by 28February, 2019.
A full programme must include:
• Title of session
• Name(s) of Chairperson(s)
• Titles of each presentation with their duration andnames of Speakers
CHAIRS AND SPEAKERS WCD assumes that the Speakers and Chairpersons atthe Sponsored Sessions will be contacted by thesponsoring companies directly to arrange registration,travel and accommodation. It is a responsibility of thesponsoring company to ensure that the chosen Chair,at the same time has not made any commitment toact as a Chair or as a Speaker in a different symposiumon the same time.The Organising Secretariat cannot be held responsiblefor any schedule clashes involving Speakers or Chairs.
ABSTRACTS The Organising Secretariat does not requiresponsored sessions Speakers to submit abstracts oftheir lectures. Sponsoring companies can, however,publish their abstracts/papers for distribution amongthe attendees of their symposium.
GENERAL RULES The sponsor company will be financially liable for allaspects related to the session organisation i.e.hospitality, Speakers, printed material etc. Sponsor’sinvited participants and/or Speakers must beregistered to the Congress and wear the identificationbadge (click here to see the Registration fees).
Sponsor companies will be entitled to advertise theirsession with pop-up banners which can be positionedinside and just outside their booked room.
To advertise a Sponsored Session please refer to theOrganising Secretariat [email protected]
The graphic of pop-up banners must be sent to theOrganising Secretariat for approval within 31 March,2019.
At the end of the session, participants are kindlyrequested to leave the room promptly to allow thesetting up for the following session.
Confirmation of room allocation will be sent to allsponsors by the end of January, 2019.
Please find below all the different Sponsored sessionopportunities:
90’ Sponsored Symposium - Lunch timesession (12:30-14:00)
75’ Satellite Symposium (17:00-18:15)
60’ Meet the Expert (18:30-19:30)
The cost includes:
• Hall rental
• Standard audio/visual equipment
• Rehearsal or decorating time prior to the start ofthe session (30 minutes for lunchtime SponsoredSymposia – 20 minutes for Satellite Symposia andMeet the Experts)
• Symposium/Meet the Expert invitation inCongress bags (production at Sponsor’s charge)
• Acknowledgement in the final programme
• Sponsor logo on Congress website
• Two personalized save the date/reminder emailsbroadcasts from the Organising Secretariat toregistered delegates
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TECHNICAL REHEARSAL When booking a Sponsored Session, the Companywill be given
• 30 minutes for technical rehearsal for LunchtimeSymposia.
• 20 minutes for technical rehearsal for SatelliteSymposia.
Rehearsals will take place prior to start of the Session.
No additional costs will be charged for this serviceunless the sponsoring company has specific requestsor needs additional time.
PRESENTATION FORMAT• Only PowerPoint presentations, Office 2007 - 2016
(PowerPoint version used in the meeting room isOffice 2016 for best compatibility reasons).
• The projection format will be 16:9 aspect ratio soslide presentations should be set in the sameformat. If the format will be 4:3, 2 back rows on theleft and on the right of the projection screen willbe visible.
• Presentations must be saved on a CD or USB key.Personal laptops are not allowed.
• Pictures must be under the following format: .jpg,.gif, .tiff, or .bmp (format.pict prohibited).
• Video files attached to power point presentationsmust be in the following format: .mpg, .mpeg, .avior .wmv. The format .mov (quick time) is NOTaccepted. When saving final presentations to CDor USB stick, all video files if any and all links tothese multimedia files must be included. If PPT2010 or 2013 or 2016 is used, all videos must beembedded in PPT presentation files.
• Presentations must be pre-loaded in the SpeakerPreview Room four hours before the presentationbegins.
• Usual PC fonts for PowerPoint presentations mustbe used, such as Arial, Times New Roman and theWingdings collection for special characters andother signs. On the contrary, if a "personal font" isused, it must be given in the Speaker PreviewRoom the day before the presentation.
AUDIOVISUAL EQUIPMENTThe cost of the Sponsored Sessions include thefollowing audiovisual equipment:
Technical audio assistanceLaser pointer#1 Podium + #1 Microphone +#1 Laptop#1 Speaker’s desk + #2 Microphones#1 Video projector#1 Screen
For quotations on extra audiovisual equipment, pleaserefer to [email protected].
FILMING AND RECORDING OFSESSIONSThe Organising Secretariat allows the filming ofIndustry Sessions. This should be organised by thesponsoring company itself as the OrganisingSecretariat does not offer a videoing service. Anyaudio visual equipement non included in the roomrental must be arranged via Organising Secretariat.The footage should not be made available and/orreleased on any websites or meetings or bebroadcasted before the end of the Congress.
Any recording is a full responsibility and liability of thesponsor. Express consent from the Chairs andSpeakers is necessary. A self declaration of thesponsoring company is required, stating that Chairsand Speakers of the session gave their consent to therecording of the session.
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S.I.A.E. PERMITS-SCF RIGHTSExhibitors are obliged to request, if necessary, the“show permit" from the S.I.A.E. for any film or slidesor sound transmissions or background music duringthe Event, as well as to make at his or her ownexpense and care the relative advance payment of thefees due. If the Exhibitor intends upon playing anddisseminating musical recordings on any media (CD,DVD, audio and video cassettes, hard disk, servers,etc.) he or she will also be required to fulfil the rightsof, pursuant to Art. 72 and 73 Law n. 633/1941, to theartists, performers and producers and to thephonographic rights holders on the recordings,directly to the phonographic producers or SCF -Società Consortile Fonografici S.p.A., via Leo XIII, 14,Milan. In any case the Exhibitor indemnifies andreleases Fiera Milano Congressi, Foundazione FieraMilano and Fiera Milano, from any payment requestshould the same come from S.I.A.E. or by SCF -Società Consortile Fonografici S.p.A.
Here are some excerpts of the SIAE contacts: S.I.A.E.Via Arco, n. 3 - 20100 Milan - Ph. +39 02 / 86.49.61 -e-mail: [email protected]
PEOPLE FLOWFor safety reasons, Organising Secretariat will notallow delegates to stand in the back of the room, inthe aisles or lean against the walls. People standingwill be asked to find a seat in the room and otherdelegates will be stopped from entering the sessionduring this time. Hostesses should be briefed to kindlybut firmly ask delegates to find a seat.
CATERING Companies who are in charge of a sponsored sessionand would like to organise a catering service orprovide lunch boxes for the attendees, should [email protected].
All catering services must be managed by the officialcatering of the Venue.
INVITATION INSERTS ANDINVITATION MAILING SERVICECompanies organising a sponsored session caninclude an invitation insert in the Congress bags. Please note that inserts must not be bigger than aA4/US Letter and be no less than 15.000 pieces (finalnumbers will be adjusted depending on finalattendance report). Inserts cannot exceed a maximumof 2 double sided pages.If more than one package is being sent, pleaseindicate also the total number of packages.
Packages must be clearly labeled, otherwise will notbe accepted and included in the Congress bags.
Exhibitors who are interested in purchasing asponsored session invitation mailing service can referto the Organising Secretariat at: [email protected]
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OTHER INFORMATION
PHOTOGRAPHS AND FILMSPhotographing, sketching or otherwise reproducingarticles, without the authorization of the Exhibitor, isrestricted. The Organising Secretariat cannot acceptany liability in this matter. it is up to individualExhibitors to enforce the ban on their own booths.Nevertheless, Exhibitors cannot object to generalviews of the exhibition being taken with thepermission of the Organiser, nor the sale orpublication of such views. The WCD Congresses areusually documented in their entirety or in part by aWCD appointed official photographer (s) so thatphotos and/or videos where the Exhibitors or/andtheir booth appears may be published (also forpromoting the WCD and any of its activities) intraditional and/or digital media. Should Exhibitorswish professional pictures of their booths, the WCDwill be pleased to share the contact of the officialphotographer.
SMOKING AND VAPING POLICY It is strictly forbidden to smoke inside the CongressVenue at any time. The restriction applies to all typesof electronic cigarettes.
CHILDREN AND ANIMALSChildren under the age of 18 are not allowed to accessin the whole Congress Venue. Animals, with theexception of registered guide dogs, may not bebrought into the Congress Venue at any time.
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Via Lucilio, 60 – 00136 Rome, [email protected]
