Exhibitor Technical Manual - ISPPD 2018 - Pneumococci …isppd.kenes.com/2018/Documents/ISPPD 2018...
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Exhibitor Technical Manual
Transcript of Exhibitor Technical Manual - ISPPD 2018 - Pneumococci …isppd.kenes.com/2018/Documents/ISPPD 2018...
Exhibitor Technical Manual
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Dear Exhibitors, This Exhibitor Technical Manual contains important information and is designed to assist you in preparing for the ISPPD-11 Exhibition. We trust that you will find it helpful and suggest that you read all the information, it will take a short 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. The Exhibition will be held in Melbourne, Australia, from April 15-19, 2018 at: Melbourne Convention Exhibition Centre 1 Convention Centre Pl, South Wharf 3006 Melbourne www.mcec.com.au In order to facilitate the preparation process, we’ve created the Exhibitors Portal through which you can upload your logo, order badges and update your information! Your company login details to access the portal have been sent to the main contact person. Hotel rooms are offered to ISPPD-11 participants and exhibitors at special rates, for more information, visit the ISPPD-11 Hotel Page. We look forward to welcoming you in Melbourne and wish you a successful Symposium and Exhibition. Best regards, ADDI GZANDA Meeting Planner
Rue François-Versonnex 7, 1207 Geneva, Switzerland E: [email protected]| T: +41 22 908 0488 Ext 968
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TABLE OF CONTENTS 1. Contact Information 3
2. Timetables & Deadlines 5
3. Exhibition Floorplan & Exhibitors List 7
4. Booth Technical Information 8
5. Exhibition Technical information 12
6. Exhibitor Badges 16
7. Lead Retrieval Scanners 17
8. Accommodation 18
9. Rules and Regulations 19
10. Official Contractors & Order forms 22
11. Shipping, Tariffs, Material Handling and Shipping Labels 23
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1. CONTACT INFORMATION
Registration Ms. Marine Attia Registration Specialist Tel: +41 22 908 0488 Ext. 539 Email: [email protected] Sponsorship and Exhibition Sales Contact Ms. Daniela Bloch Industry Liaison and Sales Associate Tel: +41 22 908 0488 Ext. 913 Email: [email protected]
Venue Melbourne Convention Exhibition Centre 1 Convention Centre Pl, South Wharf 3006 Melbourne www.mcec.com.au Tel: +61 3 9235 8000 For updated information about the Symposium, please visit the ISPPD-11 Website.
ISPPD-11 Secretariat Kenes Group Rue François-Versonnex 7 1207 Geneva, Switzerland Tel: +41 22 908 0488 Fax: +41 22 906 9140 Email: [email protected] Exhibition Manager Ms. Addi Gzanda Meeting Planner Tel: +41 22 908 0488 Ext. 968 Email: [email protected] As of 26 February 2018, please refer all enquiries to Sharon Gamliel [email protected] Hotel Accommodation Ms. Elda Hehle Hotel Sales Manager Tel: +41 22 908 0488 Ext. 631 Email: [email protected]
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OFFICIAL CONTRACTOR CONTACT INFORMATION
Customs Clearance, Freight & Material Handling
Hermes-Exhibition and Projects, Ltd. Zehavit Akerman Tel: +49 69 747 848 Mobile: +972 52 511 4982 Email: [email protected]
Stand Construction \ Additional Stand Fittings \ Electricity \ Furniture Rental \ Graphics and Signage \ Plants
Andrea McNish Tel : +61 3 9300 5717 Email: [email protected] Internet & Phones, Exhibitor Catering, Booth Cleaning, Security & Hostess Services
Melbourne Convention and Exhibition Centre MCEC Exhibitor Services [email protected]
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2. TIMETABLES & DEADLINES (subject to change)
Exhibition Timetable
Set-up
Saturday, April 14 10:00 - 20:00 (space only booths) 14:00 - 20:00 (shell scheme booths)
Sunday, April 15 08:00 - 12:00 (all booths) 12:00 - 16:00 (decoration only)
Exhibition Hours Sunday, April 15 18:15 - End of Welcome Reception Monday, April 16 10:00 - 18:00 Tuesday, April 17 10:00 - 18:00 Wednesday, April 18 10:00 - 16:15
Breakdown Wednesday, April 18 16:30 - 21:30
**Booth dismantling before 16:30 is not permitted.
Registration Hours
Sunday, April 15 12:00 - 19:00 Monday, April 16 06:45 - 18:00
Tuesday, April 17 06:45 - 18:00
Wednesday, April 18 06:45 - 17:00
Thursday, April 19 08:30 - 13:00
Important Notes • Exhibition & Registration hours are subject to change. • Exhibitors should be at the booth 30 minutes before the official opening
hour. • By 12:00 on Sunday, April 15, empty crates, containers and packaging
material must be removed and all aisles must be clear to enable cleaning.
• Exhibitors are responsible to organize unwanted trash during set up and dismantling into areas for disposal. Excessive trash removal costs may be imposed.
• Any equipment, display aid or other material left after 21:30 on Wednesday, April 18, will be considered discarded and abandoned.
• Access to the Exhibition will be available to participants before the official opening hours of the exhibition, in order to access the Poster area.
Welcome Reception: You are cordially invited to the Welcome Reception on Sunday, April 15, 2018 at 18:15 in the Exhibition area (as soon as the Opening Ceremony is over). Exhibitors are asked to please man their booth during the Reception.
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Exhibitors Deadline Table
Action Items Deadlines Contacts/Links
Hotel Reservation As soon as possible https://hotel.kenes.com/en/congress/ISPPD18
Payment of Invoice Balance Must be fully paid one week prior to the Meeting
Pazit Hochmitz [email protected]
Designed Booth Approval (Space only booths) Thursday, 15 February, 2018 Exhibitors Portal
Text for Fascia Sign (Shell Scheme booths only) Thursday, 15 February, 2018 Exhibitors Portal
Exhibitor Badge Order Monday, 5 March, 2018 Exhibitors Portal
Lead Retrieval Wireless Barcode Readers Order Monday, 5 March, 2018 Exhibitors Portal
Furniture Hire, Electricity, Audio Visual, Graphics & Printing, Plants
Monday, 12 March, 2018 Orders or changes placed after this date or onsite, may be subject to additional charges
Moreton Hire See order forms at the end of this Manual
Internet & Phones, Exhibitor Catering, Booth Cleaning, Security & Hostess Services Friday, 6 April, 2018 Exhibitor Services MCEC
Shipping & Material Handling Services Please contact Ms. Zehavit Akerman for details
Ms. Zehavit Akerman [email protected]
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3. EXHIBITION FLOORPLAN & EXHIBITORS LIST (as of January 2018)
Company Name Booth No. Booth Size Booth Type
Alere 14 9 sqm Space
GSK 07 30 sqm Space Johns Hopkins University School of Medicine 05 15 sqm Space
Merck MSD 09 30 sqm Space
PATH 04 9 sqm Shell
Pediatric Oncall TBC 9 sqm Shell
Pfizer 01 20 sqm Space
SSI Diagnostica 02 9 sqm Shell Serum Institute of India 03 9 sqm Shell
POSTER AREA
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4. BOOTH TECHNICAL INFORMATION
A. Shell Scheme Booth To ensure the smooth and efficient installation and dismantling of your booth, an official Booth Contractor has been appointed. See page 4 for Official Contractor contact information. Shell Scheme Booth Package Includes:
• Walling: 2.5m (h) matt anodized aluminium frame with white laminated infills. • Fascia: Matt anodized aluminium frame with white laminated infill, 2.1m clearance underneath. • Text on Fascia: Max 30 characters • Carpet: Blue carpet tiles. • Lighting: 2 x 150 watts adjustable spotlights. • Furniture Package: 1 x Banquet table 1.8m (with black cloth), 2 x Atlanta chair, 1 x Wastepaper basket. • Electricity: 4-amp power outlet • General cleaning of isles
Booth Package does not include:
• Booth cleaning Please note: Corner Booths are provided with two open sides.
If you require additional equipment (furniture, audio visual equipment, etc.) and services, please contact the official booth contractor or refer to the enclosed order forms at the end of this manual.
Image for illustrative purposes only
Please submit your fascia design order by Thursday, 15 February, 2018 via the Exhibitors Portal
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Shell Scheme Booth – Technical Information and Regulations
1. All basic shell scheme booths will be designed and built by the official contractor.
2. All booths are on rental basis.
3. Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to
remove or change the location of any standard equipment (e.g. spotlights) within the booth should indicate clearly on the location plan and forward it
together with clear instructions to the Official Contractor before Monday, 12 March, 2018.
4. No additional booth-fitting or display may be attached to the standard booth structure unless ordered through the Official Contractor.
5. No free standing booth-fitting or displays may exceed a height of 2.5 meters or extend beyond the boundaries of the allocated space. This includes
company names, advertising materials and logos provided by the exhibitor.
6. No tape, nail or fixture of any kind is allowed to be affixed to the partitions, floor, ceiling or fascia. Exhibitors are liable to any damage caused to their
booth fixtures, fittings at the congress. Damaged panels will be charged to the exhibitor causing such damage.
7. All electricity power points installed are for machine use only, not for lighting. If the exhibitors or non-official contractors bring their own lighting
devices for booth decoration, they must submit all lighting distribution details and pay the light connection charges to the Official Contractor.
8. Exhibitors requiring additional equipment should contact the Official Contractor no later than Monday, 12 March, 2018.
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B. Space Only Booth Exhibitors using independent contractors are required to submit the following information for the organizers approval:
1. A scaled drawing including elevation views of the proposed stand to be built. 2. A list of all Electrical/gas powered appliances to be installed in the Booth. 3. The name and contact details of the construction company.
Space Only Booth – Technical Information and Regulations
• All displayed exhibits must avoid blocking aisles, obstructing adjoining stands, or damaging the premises. • Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. • Construction finish must be perfect in all the stand’s visible areas, including rear sides. • Flooring that is between 32mm and 115mm high requires a beveled edge which does not exceed an angle of 30 degrees or a grading of 1:1.4. This
beveled edge is to be incorporated within the booth space and not encroach into the aisle. All flooring that exceeds 115mm in height is deemed to be a step. If the booth is to be occupied by the public or exhibition attendees, a ramp must be provided within the allocated stand space.
• Advertising on the boundary with other stands is prohibited. • Multilevel structures are not permitted. • The maximum building height of all elements in the stands is 4 meters. • Any part facing neighboring booths that is above 2.5m high, needs to be designed with neutral surfaces (white or grey). • Stands that do not comply with the accepted standards will not be approved until the necessary changes are made. • We recommend exhibitors using independent stand contractors to include a site visit in the planning process to assure a smooth and well planned set
up. Please contact MCEC Exhibitor Services at [email protected]
If you require additional equipment (furniture, audio visual equipment, etc.) and services, please contact the official booth contractor or refer to the enclosed order forms at the end of this manual.
Please submit the files no later than Thursday, 15 February, 2018, via the Exhibitors Portal
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Safety Induction for Space Only Booths If you fall into any of the following categories, you are required to complete the Online Induction Module prior to completing work at MCEC:
• Exhibitors building or constructing their stand during the exhibition build.
• Exhibitors installing equipment or using equipment for demonstration purposes.
Please note: your company will need to be registered with MCEC before you can complete the module.
To register a company, please supply an email address and company name to CMS (Contractor Management System) administration.
You can contact them on +61 3 9235 8062 or [email protected]
We recommend familiarising yourself with the MCEC Work Health and Safety manual prior to completing the module.
View the Work Health and Safety Manual
If you do not fall into any of the above categories, then it is not necessary for you to complete the induction module.
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5. EXHIBITION TECHNICAL INFORMATION
Exhibition Hall Specifications
• Hall Name: Exhibition Bays 11 & 12 • Floor Finish: Concrete cement • Ceiling height: 11.5m • Maximum Build-up Height: 4m • Rigging: Rigging is permitted only by an MCEC approved Rigging Company. For the list of approved companies please click here
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Exhibition Location MCEC Exhibition Hall, Bays 11-12 Entrance Door 6 (from Exhibition Centre and from Loading Dock)
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Loading Dock
Loading Dock Vehicle Entry
Loading Bay Door
Convention Centre Session Halls
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Exhibition Centre Loading Dock
• The loading dock is accessed from Normanby Road, traffic on the dock flows in one direction. • The loading dock is 45m wide and extends the entire length of the south side of the Exhibition Centre. • The rolling doors to the Exhibition Bays have a clear opening of 7m high and 8m wide. • A 30-minute parking limit applies for drop-off/pick-up of goods during the move-in/move-out process. Vehicles are not permitted to park on the
loading dock at any time. Car Parking
• There is a dedicated car parking bay within the Melbourne Exhibition Centre Basement Car Park, located near doors 1, 6 and 10 which also has access to vertical lifts. Entrance to the ISPPD Exhibition will be through Door 6, therefore it is recommended to use the dedicated parking bay near this door.
• Parking is subject to payment, Auto-Pay Parking Machines are located near accessible car parking spaces.
Electricity (Exclusive Service Provider) A 4-amp power outlet 500W will be provided to all shell scheme booths. Space only booths do not include any electricity. Electricity supply is exclusive to the official contractor. For additional electricity options and orders for your booth, please refer to the Official Contractor Order Forms at the end of the manual. The cost of the additional electricity supplies as well as special connection fees, where applicable, will be charged to the Exhibitor. Internet (Exclusive Service Provider) Free WIFI is available in all the public areas, including the Exhibition at ISPPD 2018. Internet supply is exclusive to the MCEC. For internet options and orders for your booth, please contact MCEC Exhibitor Services at [email protected] Security (Exclusive Service Provider) Neither the venue nor the Organizers can accept responsibility for security of the booths and their contents or damage to and theft of any goods. Exhibitors are responsible for the security of their booth and equipment. If you would like to arrange additional booth security, please contact MCEC Exhibitor Services at [email protected]
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Service Passes Booth contractors and staff should wear ID throughout their time onsite during the entire set up and dismantling period. Booth Catering (Exclusive Service Provider) Food and beverage orders are to be made exclusively with the MCEC. Please click here for food and beverage options, or contact MCEC Exhibitor Services at [email protected] Booth Cleaning (Exclusive Service Provider) The Organizers have arranged for general cleaning of the exhibition public area. Booth cleaning is exclusive to the MCEC. For booth cleaning options and orders, please click here or contact MCEC Exhibitor Services at [email protected]
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6. EXHIBITOR BADGES
• Exhibitors will receive a badge displaying the exhibiting company name. Individual names will not appear on the Exhibitor badges in order that they
may be used interchangeably between staff members.
• The Exhibitors badges allow access to the exhibition area, refreshments and Welcome Reception.
• The amount of Exhibitor badges you will receive is determined in your contract or by your booth size: two Exhibitor badges will be given for the first 9
sqm booked and 1 additional badge for each 9 sqm thereafter.
• Additional Exhibitor Badges may be purchased at a fee of USD 275 each.
• All company personnel are required to wear badges in order to access the Exhibition. Company representatives not wearing a badge will not be
allowed into the Exhibition.
• Exhibitor badges are for the use of company personnel for booth manning purposes and should not be used by companies to bring visitors to the
Exhibition.
• Exhibitor badges will not be mailed in advance and may be collected from the Registration Desk onsite.
Exhibitors PortalAdditional Exhibitor badges can be ordered online via the
Monday, 5 March 2018Deadline for placing the order:
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7. LEAD RETRIEVAL SCANNERS
Lead Retrieval Wireless Barcode Readers are a helpful tool for receiving participants’ contact information when they visit your booth or attend your symposium. This enables Exhibitors to enhance their database by securing valuable leads for further marketing and communication. Barcode readers may be rented in advance for the duration of the Symposium, see options below:
Please Note:
• Barcodes on participants' badges contain contact information as submitted by the registrant or agency on behalf of that participant, and may lack information or participant contact details.
• Data provided will only include the information of participants who have agreed to share their details with 3rd parties. The data of participants who have not agreed to this, will not be provided.
• Kenes International and the Organizing Committee are not responsible for the quality and content of the information.
Exhibitors Portalordered online via the Lead/Mini Scanner can be -K
2018 Monday, 5 MarchDeadline for placing the order: *For payments made by credit card, an additional 4% service charge will be added.
2. K-Lead Application (no device included) We are pleased to launch a new App for Lead Retrieval capturing participants! The Application should be installed on your company/personal device. The advantages of the new application:
• Effortless process using registration badge barcode. • Ability to insert exhibitor's comments for each lead. • Immediate information retrieval online. • Application is available for download from Apple
store or Google play: "Kenes K-Lead App". • Cost per unit – USD 475
1. The Mini Scanner • No editing capabilities • Basic participant info • Pocket size • Cost per unit – USD 375
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8. ACCOMMODATION
ISPPD is offering Exhibitors special rates in more than 150 Hotels in Melbourne! In order to facilitate the process of selecting a Hotel, we have created an Accommodation Webpage dedicated to ISPPD-11 participants with information such as distance to the Symposium Venue, rates, and Hotel facilities. You are welcome to view and book your accommodation via the ISPPD-11 Hotel Page, or email us at [email protected]. Group Booking For group booking (10 rooms or more) please contact Ms. Elda Hehle at [email protected]. Payment and Cancellation conditions may apply.
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9. RULES AND REGULATIONS (Binding for all exhibitors and their subcontractors)
Children/Animals 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. It is also not permitted to bring animals into 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 Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. Any discarded waste, including promotional material, left behind will be removed by the Organizers at the expense of the exhibitor concerned. Fire Regulations and Insurance (Compulsory)
• Stand material and fittings must be non-flammable or impregnated with fire-retardant chemicals. As a general rule, easily inflammable synthetic substances, foam polyester, and no fireproof straw and reeds are prohibited.
• Exhibitors must be insured against fire.
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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 Organizer.
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 authorization. Insurance (compulsory)
• Neither the Organizers, MCEC, 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 Organizers 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 Organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy.
• Exhibitors are personally liable for all expenses incurred by the organizer or by 4th parties in regard to technical services provided. Liability
• Exhibitors are obliged to have a public liability insurance that covers all injuries to persons and damages which might cover in connection with the exhibition.
• 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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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 stands. • Sound equipment must be regulated and directed into the stand so that it does not disturb neighboring exhibits. • The Exhibition Management 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. • Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.
Smoking Policy The MCEC operates a NO SMOKING within the venue. MCEC Rules and Regulations click on the following link to view the full MCEC Work Health and Safety Manual
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10. OFFICIAL CONTRACTORS & ORDER FORMS
STAND CONSTRUCTION \ ADDITIONAL STAND FITTINGS \ ELECTRICITY \ FURNITURE RENTAL \ GRAPHICS AND SIGNAGE \ PLANTS Contact Person: Andrea McNish Tel: +61 3 9300 5717 Email: [email protected] Order Forms Furniture & Signage Order Form Lighting & Electrics Order Form Audio Visual Order Form Onsite Charges Form Payment Form
INTERNET & PHONES, EXHIBITOR CATERING, BOOTH CLEANING, SECURITY & HOSTESS SERVICES
Melbourne Convention and Exhibition Centre MCEC Exhibitor Services [email protected] Click here for Order Forms
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11. SHIPPING, TARIFFS, MATERIAL HANDLING AND SHIPPING LABELS
Customs Clearance, Freight & Material Handling
Hermes-Exhibition and Projects, Ltd. Contact Person: Zehavit Akerman Tel: +49 69 747 848 Mobile: +972 52 511 4982 Email: [email protected] Hermes-Exhibition and Projects, Ltd. has been appointed the official forwarding agent and clearance agent for ISPPD-11. They offer the following services: customs clearance, delivery to the stand, freight forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates, transportation to and from the Exhibition area. Exhibitors and stand builders are free to deliver their goods or to pick up their goods from outside the venue. Those who use their own facilities are requested to coordinate their time schedule and unloading of their cargo into the venue with the official logistics agent. To ensure the smooth unloading and arrival of your material into the venue, we recommend using the Official Freight Forwarder services. Quotes, rates and tariffs are available on request, once full details of the shipment including value, commodity, and weight etc. have been received. To receive a quote and the relevant shipping information for ISPPD-11, please contact Ms. Zehavit Akerman using the contact details above.
