ced-iadr/nof oral health research congress · ced-iadr 2019 is taking place at the hotel melia...
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1E X H I B I T I O N M A N U A L
www.ced-iadr2019.com
CED-IADR/NOFOral Health Research Congress
September 19-21, 2019
Meliá Castilla Hotel & Convention CenterMadrid, Spain
CED-IADR/NOFOral Health Research Congress
September 19-21, 2019
Meliá Castilla Hotel & Convention CenterMadrid, Spain
www.ced-iadr2019.com
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T A B L E O F C O N T E N T S
FOREWORD
IMPORTANT ADDRESSES
GENERAL INFORMATION
TECHNICAL INFORMATION
EXHIBITION SERVICES
RULES & REGULATIONS
FIRE REGULATIONS
FLOOR PLAN
FREIGHT FORWARDING INFORMATION
FURNITURE ORDER LIST
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F O R E W O R D
Dear Exhibitor,
Herewith we present you the exhibitor manual for the CED-IADR/NOF Oral Health Research Congress that will take place in Madrid, Spain from September 19 – 21, 2019. We have collected technical and organizational information to facilitate the preparation of the exhibition. We kindly ask you to read this manual very carefully and take notice of all the rules and regulations regarding your participation in the exhibition. Also, inform your colleagues and sub-contractors accordingly.
This manual is a part of your agreement with CED-IADR/NOF to participate in the exhibition accompanying their CED-IADR/NOF Oral Health Research Congress in 2019. Please note that Figur International has been appointed as the official Congress Organizer and as such acts on behalf of CED-IADR, from now on being referred to as the organizers. Although we have tried to cover as much detail related to the exhibition as possible in this manual, please do not hesitate to contact us in case you require further information.
Yasemin Dervisoglu Kerem ÜnalProject Manager Managing Partner
Figur International Figur International Tel :+90 212 381 46 53 Tel : +90 212 381 46 42 Mobile :+90 544 441 97 66 Mobile : +90 530 275 76 68 email: [email protected] email: [email protected]
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I M P O R T A N T A D D R E S S E SSECRETARIAT CED-IADR
Name : CED-IADR (Mrs. Rosa Ciloglu)Address : Kapucijnenvoer 7, Block A - box 7001,-3000 Leuven, Belgium Contact : [email protected] Website : www.ced-iadr.euCongress Website : www.ced-iadr2019.com
CONGRESS SECRETARIATName :FigurInternationalAddress : 19 Mayis Mah. Cad. Nova Baran Center No:4 34360 Sisli / Istanbul, Turkey Telephone +90 212 381 46 00Contacts : Yasemin Dervisoglu [email protected] Kerem Ünal [email protected] Website : www.ced-iadr2019.com
EXHIBITION MANAGEMENTName :FigurInternationalAddress : 19 Mayis Mah. Cad. Nova Baran Center No:4 34360 Sisli / Istanbul, Turkey Telephone +90 212 381 46 00Contacts : Mr. Volkan Demirci [email protected] Website : www.ced-iadr2019.com
VENUE and ACCOMMODATIONMeliáCastillaHotelandConventionCenter(Calle del Poeta Joan Maragall 43, 28020 Madrid, Spain)
Bookaccommodationherehttp://www.ced-iadr2019.com/?p=accommodationDo not send any materials to the Meliá Castilla Hotel and Convention Center, as these will not be accepted.
For all transportation and delivery of goods, see Customs Clearance & Freight Forwarding.
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I M P O R T A N T A D D R E S S E S
FREIGHT FORWARDER AND HANDLING CONTRACTOR:
Please address your shipments as follows:
RESA EXPO LOGISTICS/ EYGER - CED-IADR/NOF Congress
For: Exhibitor/Sponsor name
C/ Eduardo Torroja 22- Nave 10
28823 Coslada – Madrid, SPAIN
For airfreight and sea freight shipments: Destination airport: Madrid / Destination seaport: Valencia
Please label each package/pallet individually and also number each package/pallet (1 of...total / 2 of...in total /etc.). If your goods are bag inserts or goods for the organizer, please state this clearly on the boxes. We recommend to take pictures of the boxes. Read more info at the end of this
document.
Contact : Bárbara Helguero [email protected] Direct Tel.: +34 91 669 40 79
Jorge Reina [email protected] Direct Tel.: +34 93 233 41 11
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O V E R V I E W o f I M P O R T A N T D E A D L I N E S
DEADLINE SHORT INSTRUCTION
EXHIBITON BOOTH TYPE CONFIRMATIONPlease inform us if you build your own custom design booth or need a Shell Scheme Package.
June 28, 2019 Send mail to [email protected] and [email protected]
BOOK ACCOMMODATION at MeliáCastillaHotel July 15, 2019 http://www.ced-iadr2019.com/?p=accommodation
AdvertisementProgramBook July 30, 2019
Pdf or tiff files;· Gold Sponsors: 2 full-color inside-page advertisements in
the program book· Keynote or Basic Sponsors: 1/2 inside page
advertisement in the program book
Full page: A4 (210x297 mm) +3 mm bleedHalf page: A5 (148x210 mm) +3 mm bleed
Send mail to: [email protected] and [email protected]
Exhıbıtoronlybadge(order) August 16, 2019Mention full name and if you would like to order tickets to participate at the social events. Send mail to [email protected]
Pre-conference mailing one month prior to the Congress with the opportunity to attacha2-pagePDFtoadvertiseyoursymposium. Only for Gold Sponsors.
August 19, 2019 Send your 2-page PDF with max. 500 MB [email protected]
Congress Bag Insert September 9-13, 2019 Ship to: RESA EXPO LOGISTICS/ EYGERPlease label each package with “bag insert” and sponsor name
CustomBuildBooth(forspaceonlyexhibitiors)drawing/designConfirmation
July 31, 2019 Send the information to [email protected]
AdditionalStandFittingOrders(Furnitures,AV,Branding,Electricityetc.) August 30, 2019 Send the order forms to [email protected]
Shell Scheme Fascia Board Name Form August 30, 2019 Send the order forms to [email protected]
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G E N E R A L I N F O R M A T I O N
GENERAL INFORMATION
Madrid is a cosmopolitan city. Recently, moreover, there has been an interesting transformation that highlights Madrid among the best options to discover South Europe and Mediterranean life, ancient and trendy at the same time, enjoying both good weather and good prices. Madrid is the capital of Spain; the Government’s headquarters, the Cortes and the official residence of the Kings of Spain are all located in Madrid.
DOCUMENTATION YOU MAY NEED TO VISIT MADRID
All member states of the European Union can visit Madrid just having their national identity card or passport.For short stays -less than three months-, visitors from the following countries would only need a valid passport: Andorra, Argentina, Australia, Brazil, Brunei, Canada, Vatican City, Costa Rica, Croatia, El Salvador, United States, Guatemala , Honduras, Hong Kong, Israel, Japan, Macao, Malaysia, Mexico, Monaco, Nicaragua, New Zealand, Panama, Paraguay, Republic of Korea, San Marino, Switzerland, Singapore, Uruguay and Venezuela.Others need to apply for a Visa at the Spanish embassy in their country of residence.
TRANSPORT FROM THE AIRPORT AND INSIDE THE CITY
Probably the fastest way to get around Madrid is the subway. Buses, depending on the route, often find traffic jams. Cabs –taxis- are also widely available, with a moderate drop flag and a maximum cost of € 10-20 for longer trips within the downtown area, normally accepting credit cards.
TIP: if arriving by plane, at Madrid Barajas airport, a very convenient way to access the city is the Metro network. You can buy a transport card at the airport Metro station, including a Tourist Card which will allow you to move in buses, trains and Metro all around the city. These transport cards, including Tourist Cards, can be purchased at every Metro station. For additional information, visit this web-page:https://www.crtm.es/billetes-y-tarifas/otras-tarjetas/turistica.aspx?lang=en. If you prefer to take a taxi, there is a fix fee of 30 euro, from the airport to the city center. Taxi companies that operate in English: Radio Teléfono Taxi, Taxi Mercedes Madrid and Tele Taxi.
OPENING HOURS IN MADRID
The opening hours in Madrid are very long and some businesses are open at any time of day, especially the souvenir shops and traditional products.
STORES
Certain smaller shops have shorter opening times and open from Monday - Saturday, from 10 to 14 hr and from 17 to 20:30 hr, closing for lunch. Although most shops in the city center open all day from 10 to 21 or 22 hr. Shopping centers and department stores generally open every day from 10– 22 hr.
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USEFUL CONTACTS
In case of emergency, you can dial the 112 free number, valid for all Spain, where you will be answered in English (French or German).
Municipal police : 092 NationalPolice : 091
PrefixofSpain : +34 PrefixofMadrid :91
Madridtouristinformation : 902 100 007 Foreign tourist assistance service : 902 102 112
CLIMATE OF MADRID
The climate of Madrid is Continental Mediterranean mainly dry with cold winters and hot summers. Although, like in most other large cities, Madrid’s temperatures vary from the city center to its outskirts. You should expect summer temperature up to 30 degree in Madrid in September.
SOME GENERAL TIPS
Madrid is a safe city. People are open and friendly; although they do not often speak English, they will try to help you. Smoking is prohibited in all enclosed public spaces. The voltage in Spain is 220 volts, 50 Hertz alternating current. The Sockets meet European regulations and use the round pin system. In many bars and restaurants and all hotels, you will find wifi access, including at public bus lines.
VENUE
CED-IADR 2019 is taking place at the Hotel Melia Castilla in Madrid, Spain, one of the most advanced Convention and Congress Hotels in Europe. With more than 7000 m² of meeting space, 33 meeting rooms and 915 guest rooms to accommodate up to 1,830 guests, it makes one of the largest conference hotels in Europe. The spacious and innovative hotel is located in the heart of the ‘Golden Mile of Gastronomy’, next to the Paseo de la Castellana and the Santiago Bernabéu stadium and is only 15 minutes from IFEMA Exhibition Centre and Madrid Barajas airport.
• ATM-Facilities: The venue provides an ATM machine which is located in the lobby on the ground floor.
• Cloakroom & Luggage drop off: A cloakroom facility is available where delegates can deposit their coats. Luggage can be dropped off at the front desk of the hotel.
• WI-FI: Free wi-fi for browsing is provided throughout the entire building to all delegates and exhibitors.
• Business Centre: The hotel offers a fully equipped self-service Business Centre open 24hrs a day.
• First Aid Provision: If you require first aid provision during build up, open or breakdown periods, please approach your nearest venue security guard who will be able to help.
• Disabled Access: All levels of the Melia Castilla are accessible for wheelchair users and persons with impaired mobility.
• Car Parking: Parking in the building with 235 spaces and 24 hour security (*) Daily cost of 30€ (VAT included), or 3€ (VAT included) per hour.
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CONGRESS DATES September 19 - 21, 2019
EXHIBITION DATES & OPENING HOURS
• THURSDAY, September 19, 2019 Exhibition from 08:30 to 18:00 hr
• FRIDAY, September 20, 2019 Exhibition from 08:30 to 18:00 hr
• SATURDAY, September 21, 2019 Exhibition from 08:30 to 13:00 hr
Exhibition booths must be staffed at all times during opening hours of the exhibition.
CONGRESS SOCIAL EVENTS
Information concerning all social events may be found at the website of the Congresswww.ced-iadr2019.com. Please send an email to Kerem Ünal ([email protected]) to register company personnel.
The Congress Opening Ceremony will take place at the Retiro Park (Jardines de Cecilio Rodríguez) on Thursday, September 19, 2019 from 19:30 to 21.30 hr. The Congress Opening Ceremony is mainly intended for congress researcher participants that pay the registration fee, as about € 40 per participating person to the Opening Ceremony needs to be paid. GoldSponsorsmayneverthelessregistermax.2companypersonatnocostbysendinganemailtokeremunal@figurint.com. The opening ceremony has limited tickets due to place restrictions. Other sponsors who are interested to join the opening ceremony should send an email and we will decide according to availability.
The Congress Get-together will take place on the rooftop terrace of the cultural centre ‘Círculo de Bellas Artes’. It is a ticketed networking event and will take place onFriday,September20,2019from20hronwards. CED-IADR/NOF have at least 65 Euro cost per participating person to the Congress Get-together. The event has limited tickets due to place restrictions. GoldSponsorscanjoininwithmax.2personsat40Europerpersonbut preference will be given to Congress research participants that pay the registration fee.
EXHIBITOR BADGE
According to your sponsorship level, you are entitled to receive exhibitor badge(s): Gold sponsors: 4 exhibitor badges; Silver sponsor: 2 exhibitor badges, Basic sponsor: 1 exhibitor badge; check also online at the sponsorship guide). The exhibitorbadgesserveonlyforexhibitionpersonnelpresentattherespectivecompany’sbooth(andwhodonotattend theoral/poster presentations and the symposiumprogram). Each person registered as an exhibitor for a company must be employed by the exhibiting company or have a direct business affiliation. Additional exhibitor badges (besides the ones entitled to) are subject to a fee of Euro 250 Euro per badge/person.
OrderyourexhibitorbadgesbysendinganemailtoKeremÜnal([email protected])untilAugust16,2019atthelatestandprovidethecompanypersonnelname(s).Exhibitor’s badges can be collected by an authorized person of the company’s staff at the Registration Desk located at the Meliá Castilla Hotel.
REGISTRATION DESK
Exhibitors are kindly requested to visit the Registration Desk upon arrival at the Meliá Castilla Hotel and Convention Center to collect exhibitor badges for the staff – to be used during build-up and dismantling – and to receive further information. The Desk will be located in the Lobby area of the Meliá Castilla Hotel and Convention Center during build-up and dismantling and will be staffed by Figur International. During the exhibition, the registration desk is open half an hour before and after the opening hours.
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T E C H N I C A L I N F O R M A T I O N
EXHIBITION HOURS
Build-up Exhibition/Congress Dismantling
Wednesday, Sept 18, 2019 10:00 to 21:00
Thursday, Sept 19, 2019 08:30 to 18:00
Friday, Sept 20, 2019 08:30 to 18:00
Saturday, Sept 21, 2019 08:30 to 13:00 13:00 to 18:00
BREAKS / LUNCHES
CoffeeBreakMorning
LunchCoffeeBreakAfternoon
Thursday, Sept 19, 2019 10:00 – 10:30 12:30 – 13:30 15:30 – 16:00
Friday, Sept 20, 2019 10:00 – 10:30 12:30 – 13:30 15:30 – 16:00
Saturday, 21 Sept 2019 10:00 – 10:30 - -
BUILD-UPSCHEDULEWednesday,September18,2019
Exhibitors should follow the below time frames:
09.00 – 10.00 Unloading and installation of exhibition materials
10:00 – 18:00 Installation activities by exhibitors (aisles must be clear of all packaging and other materials)
19:00 – 20:00 Final Control
20:00 – 21:00 Stand inspection
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UNLOADING OF EXHIBITION MATERIALS
The delivery and removal of exhibition materials will take place via the loading docks of the Meliá Castilla Hotel and Convention Center. The company ResaExpoLogistics has been appointed as the official freight forwarder and will coordinate the unloading of the trucks. Resa Expo Logistics will provide a circulation schedule at a later stage. Please be advised that their instructions are to be followed at all times. Only Resa Expo Logistics is allowed to handle exhibition materials inside the Hotel.
• Vehicles have to leave immediately after unloading; permanent parking is not permitted in front of the hotel; no cars or trucks are allowed inside the hotel.
• All packages need to be checked and labeled before entry into the building
• For assistance with unloading, please contact Resa Expo Logistics [email protected]
ENTRANCEFOR(UN)LOADINGOFGOODSDoor into A and B hall 2.19m x 2.13m - Door between A and B hall and Prefunction 1.60m x 2.08m
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USAGE OF EXHIBIT SPACE
Shell scheme stands have a standard height of 3 meters. Other exhibition stands are restricted to different height limits depending on the location of the exhibition space. Please note that the max. height limit for the exhibition is 3 meters. Please contact Figur International first to discuss the maximum building height of your stand. Make sure that you do not block the view of neighboring exhibitors. In case you will have a custom-made booth, we kindly ask you to send yourclearscaledrawinguntil July31,2019toFigurExhibitionManagementTeam([email protected]) forapproval. The design must meet the requirements laid down in the Exhibitors Manual.
FLOOR MATERIAL The floors in the Exhibition Hall are finished with either granite and/or carpet.
FLOOR LOADING Approx. 400 kg/m2.
ELECTRICITY Voltage: 220 volts, 50 Hertz.
CONNECTIONS Connections for electricity are generally located in either walls or floor of the hall. In some locations (Patio 2), electricity can be obtained also from the ceiling.
WATER Although water is available at some points in the halls, there is no drainage system and it is therefore not recommended to use water requiring drainage in any stand.
WASTE DISPOSAL Exhibitors are responsible for the disposal of all waste from the exhibition hall. Any discarded waste (including promotional materials) left by the exhibitor, will be removed at the cost of the exhibitor. For the build-up and dismantling period of the exhibition, you can order waste removal by contacting Resa Expo Logistics.
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F L O O R P L A N
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E X H I B I T I O N S E R V I C E S
SHELL SCHEME BOOTH SERVICES
BoothPackageInformations:
Each booth package includes a shell scheme booth construction (modular system with laminate walls), electricity supply, 2 set spotlights, 1 table and 2 chairs. Please kindly order before June 28, 2019.
The shell scheme drawing below is just to show the type and technical dimensions of units. It’s representation. The whole wall dimensions, open sides and other details can be change according to the booth space and location of the exhibitor.
The FASCIA BOARD NAME will be in standart color/font/size for all shell schemes as max 25 characters. Please send your FASCIA BOARD NAME to Mr. Volkan Demirci: [email protected]
P.S.: If you want to build your own custom design booth construction, please inform us until June 28, 2019 and send detailed booth drawings to Mr. Volkan Demirci: [email protected] until July 31, 2019.
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AUDIO-VISUAL EQUIPMENT
Audio-visual equipment, plasma screens, and computers can only be ordered through Figur International. The order form will be shared soon.
Should your requirements be different from the listed items, please do not hesitate to contact with
Mr. Volkan Demirci: [email protected]
CUSTOMS CLEARANCE & FREIGHT FORWARDING
Resa Expo Logistics has been appointed as official forwarding agent to take the goods inside the Meliá Castilla Hotel and Convention Center. No other forwarder is allowed in the area. Resa Expo Logistics also provides customs clearance, (un)loading, transport and storage of empty packing material and return transport. Please refer to the appropriate section of this manual for further information.
ELECTRICAL SERVICES
Stands will be connected to the building’s electricity mains by Meliá Castilla Hotel and Convention Center. Voltage: 220V, 50 Hertz Plugs: European Standard
• The use of (wall) sockets or other energy sources, e.g. generators, not supplied by Figur International nor approved by the Meliá Castilla Hotel and Convention Center, is strictly forbidden.
• All stand installations must comply with Municipal Energy Board regulations and will be inspected by the Meliá Castilla Hotel and Convention Center.
• For technical reasons, it may be necessary to connect several stands to one switch box in your booth or in a neighboring stand.
• In case of shared switch boxes, exhibitors are not permitted to switch a neighboring stand’s current on or off.
• All“SPACEONLY”exhibitorswhowillbuildtheirownstandconstructionwithoutSHELLSCHEMEPACKAGEhavetoordermainelectricityconnectionwithbox.Theorderformwillbesharedsoon.
• For safety reasons, the electrical supply to all stands will be switched off daily half an hour after closing of the exhibition. Please ensure that all computers are shut down immediately at the daily closure of the exhibition.
HOSTESS ASSISTANCE
Hostesses (English speaking) can be arranged to assist on the stand. For additional information, Please contact Ms.Yasemin Dervisoglu [email protected]
REFRESHMENTS & LUNCH
Drinks and light snacks are for sale continuously at the cash bar located in the hotel lobby area. Of course, exhibitors can join the coffee breaks and lunches at no cost.
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STAND CATERING
Please note that it is not allowed to take food and/or drinks into the building or to keep them on the premises unless orderedthroughMeliaCastillaHotel&ConventionCenter.
Please contact Mr. Marcos Mellado [email protected]
STAND CLEANING
Stand cleaning service fee is 50€ / per hour + VAT.
Please contact Mr. Volkan Demirci: [email protected]
STAND FURNITURE
Furniture may be ordered with the online order system. The link will be shared soon.
For further information, please contact Mr. Volkan Demirci: [email protected]
MISCELLANEOUS SERVICES
If you wish to order services not mentioned in this manual, then please contact Figur International.
INSURANCE
Whilst we take every precaution to protect your property during the event, we are not responsible for any loss or damage FROM build-up to dismantling and all during the congress.
We recommend that you buy insurance cover.
You are responsible for insuring against legal liability incurred in respect of bodily injury to third parties or damage to property belonging to third parties. In addition to this, you should protect your expenditures against Cancellation and Abandonment or curtailment of the event due to reasons beyond our control.
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R U L E S A N D R E G U L A T I O N S
GENERAL CONDITIONS
Figur International acts on behalf of CED-IADR as the local exhibition management company. The conditions below are designed to facilitate the exhibition accompanying the CED-IADR/NOF Oral Health Research Congress in the Meliá Castilla Hotel and Convention Center from September 19-21, 2019.
DAMAGE TO THE BUILDING
Exhibitors are liable for any damage caused by themselves or by a third party commissioned by themselves, to the walls, floors, pillars and installations of the exhibition premises, during the build-up, operation and dismantling of their stands. Repairs of damages resulting from the disregard of these regulations will be at the sole expense of the exhibitor.
INSTRUCTIONS
Under the provisions of the Rules and Regulations, the exhibitors are obliged to follow the instructions given by or on behalf of the organizers regarding the building, safety, maintenance, build up and dismantling of stands, advertising at stand, goods or objects on display and decoration. The companies who use the space more than their reserved space will pay the extra sqm. All walls and ceilings of stand constructions are to be finished on both sides to the satisfaction of the organizers and the Fire Brigade (see Fire Regulations for detailed information). Please observe strictly the timetable for build-up before the exhibition opening and its dismantling at the closure of the exhibition. All security equipment (fire-extinguishers, etc.) must remain accessible to the Meliá Castilla Hotel and Convention Center Security personnel.
FLOOR COVERINGS
The stand floor must be adequately covered, for instance with carpeting or carpet tiles. No adhesive tape from carpet tile and other remaining products on the floor is permitted. If after the exhibition the floor is taped the exhibitor will be invoiced by the cleaning company to cover the cost of its removal. For special floor coverings (concrete slabs, sand, gravel, etc.) prior written permission must be obtained from Figur International. Before such materials may be brought into the building, the floor must be covered with plastic. Exhibitors are not permitted to paint the floor or other parts of the Exhibition Hall.
SOUND, LIGHTING & SPECIAL EFFECTS
Prior written consent is required from the organizers and the Meliá Castilla Hotel and Convention Center for the use of audio, video and lighting equipment, live music and performances. “Special effects” lighting, smoke machines and laser projection may not be used in the stands, as they are disruptive for neighboring stands. Sound equipment must be regulated and directed into the booth so that it does not disturb neighboring stands. In case you intend to have presentations on the stand with sound amplification, please make sure to get permission from the organizers before making the arrangements.
GOODS NOT ALLOWED
Following materials are not permitted in the Meliá Castilla Hotel and Convention Center.
• Easily inflammable or explosive substances, gases and dangerous goods, including radio-active and chemical substances;
• Goods or appliances which cause a nuisance by virtue of smell, sound, light, or any other means;
• Balloons
All goods will be assessed by the organizers, the Meliá Castilla Hotel and Convention Center management, and the Madrid Fire and Rescue Department.
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LITERATURE & “GIVE-AWAYS”
The literature on display and promotional “give-away” items shall be limited to reasonable quantities. Reserve supplies shall be kept in closed containers and stored in a neat and compact manner. Distribution will not be permitted outside of the exhibitor’s stand.
DEMONSTRATIONS & PROMOTIONAL ACTIVITIES
• All demonstrations, interviews or instructional activities must be confined to the limits of the exhibit space.
• Do not place your demonstration areas on the aisle lines of your stand. Leave space within your own exhibit to absorb the majority of the visitors.
• The organizers reserve the right to determine at what point promotional activities interfere with the interest of other exhibitors and therefore must be discontinued.
• Please contact the organizers if in doubt about demonstrations or other promotional activities.
PAYMENT POLICY
All payments should be effected before the start of the build-up period. Not complying with this regulation may result in delay or cancellation of the exhibition stand.
INSURANCE POLICY
Every exhibitor has to have an insurance policy, covering risks for transport and movement of their machinery, equipment to and from the stand; the preference of their machinery, equipment and company personnel during the exhibition, including build-up and break-down periods and third party liability.
Figur International cannot accept any liability for damage, loss, theft, disappearance or injury of anything or anybody due to any cause. The exhibitor and all of his sub-contractors are obliged to take out appropriate insurance before the start of the exhibition. The costs of this insurance are for the exhibitor’s account.
STIPULATIONS CONCERNING THE STAND
The exhibitor is obliged to comply with the instructions given by or on behalf of the Meliá Castilla Hotel and Convention Center, the organizers, the Madrid Fire and Rescue Department or other officials responsible for the maintenance of order and safety of the exhibition. With regard to the construction, layout and safety of the stand, the advertisements to be carried on the stand, the products or objects on exhibition and any decorations, the exhibitor bears full responsibility. The exhibitor is obliged to observe the schedules set out in the Exhibitors Manual for the construction and dismantling of his stand.
The exhibitor is not permitted to make all or part of the stand he has been allocated available to third parties.
The presentation of advertising material may only take place within the stand space. The use of light, flammable materials, the use of fire and the use of heaters in or on the stand is permitted only with Figur International’s written consent, in accordance with relevant and applicable fire regulations.
No use may be made of amplification equipment in order to attract the attention of the public. Figur International’s written permission is required for exemption from this prohibition.
The provision of refreshments to the public by exhibitors is only permitted if the catering regulations of the Meliá Castilla Hotel and Convention Center are met.
Exhibitors are obliged to ensure that their stands are permanently manned during the exhibition opening hours.
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CANCELLATION
If serious circumstances dictate, the organizers have the right to cancel the exhibition. In such cases, the exhibitor is not entitled to claim compensation.
LIABILITY
The exhibitor takes part in the exhibition entirely at his own risk. The exhibitor indemnifies Figur International against all third party liabilities as a result of damage caused by the exhibitor during the exhibition.
Figur International and CED-IADR accept no responsibility whatsoever for damage which the exhibitor may suffer as a result of his presence at or participation in the exhibition, including loss of or damage to the exhibitor’s goods.
The exhibitor is obliged to have an insurance against third party risks before the start of the exhibition. The costs of this insurance will not be covered by Figur International and/or CED-IADR/NOF.
NON-COMPLIANCE
The exhibitor is in default for non-compliance with any of the obligations resting with the exhibitor under the terms of these General Conditions or any further written agreements, and the organizers may dissolve the agreement without the intervention of any court with immediate effect. The exhibitor is bound to compensate the organizers for damages suffered or to be suffered as a result of his failure to comply. At the same time, any right to the reserved stand space is terminated.
In the cases referred to in this article, if the stand is not removed by the exhibitor at the end of the exhibition, the organizers are empowered to dismantle the stand and confiscate all of the goods and to have them stored at the exhibitor’s expense. The organizers may retain these goods as security for all the money payable to it as a result of the exhibitor’s failure to comply with his obligations.
DISPUTE
The parties shall use their best efforts to negotiate in good faith and settle amicably any dispute, which may arise out of or in relation to their agreement.
In case after one month the dispute is not settled between CED-IADR/NOF and the exhibitor, then it should be settled by arbitration which should be conducted by authorities based in Madrid, Spain.
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F I R E R E G U L A T I O N S
SOFT BOARD
All surfaces must be coated, according to the instructions for use, with an approved fire-retardant paint or enamel, or must have been flame-proofed by the manufacturer, whereby each sheet should have been clearly marked as such by the manufacturers.
WOOD, HARDBOARD, PLYWOOD, MULTI-PLY, CHIP BOARD
These materials should be at least 3.5 mm thick and must be made non-inflammable.
GLASS
For outer walls and partitions: only safety glass or reinforced glass with embedded cross-wire reinforcement; For ceilings: only reinforced glass with embedded cross-wire reinforcement.
TEXTILEUSEDVERTICALLY(HANGINGFREE)
• non-inflammable fabric: care should be taken that fabric has not been made inflammable as a result of treatment for a special purpose;
• Inflammable fabric: the fabric must be made as fireproof as possible by flame-proofing or by gluing it to a base of non-inflammable material. Non-inflammability must be demonstrated when tested;
• Should either fabric come into contact with fire or high temperatures, it may not give off irritating or noxious gases or fumes, nor may it drip or melt.
TEXTILEUSEDHORIZONTALLY(VELLUM)
• Non-inflammable natural and man-made fibers must be braced by metal wires at intervals of 35 cm or by cross-wires with a mesh size of 70 cm. In contact with fire or at high temperature, the fabric may not give off irritating or noxious gases or fumes, nor may it drip or melt.
• Inflammable natural fiber must be flame-proofed and braced by metal wires as described above.
BALES OR STRAW, CARDBOARD, RUSH AND STRAW MATS
The material must be made as nearly fireproof as possible by being immersed for at least 24 hours in a fire-retardant medium and must be able to pass an on-the-spot test.
SYNTHETICS
Film and foil (with or without textile backing) must be affixed to a base of non-flammable material in order to render it as nearly fireproof as possible. In contact with fire or at high temperatures, the material should not give off irritating or noxious gases or fumes, nor should it drip or melt and it must be able to pass an on-the-spot test to this effect. Sheeting must be made as nearly fireproof as possible; in contact with fire or at low temperatures, the material should not give off irritating noxious gases or fumes, nor should it drip or melt.
For foam plastic and rubber (e.g. for lettering), the same rules apply as for sheeting unless there is no more than 2 dm per m2 of stand surface area.
PAPERPRODUCTS(WALLPAPER,CREPEPAPER,PHOTOGRAPHICPAPER)
The paper must be entirely glued to a base of non-inflammable material or have been fire-proofed.
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INFLAMMABLE DRINKING CUPS
These are permitted provided there are sufficient flame-dousing metal litter bins available; these bins must be regularly emptied outside the building.
LIGHTING
A. Ornamental light fittings with incandescent or halogen (12 and 220 volts) lamps are permitted if:
• they are made of non-inflammable material or of a near fireproof synthetic which does not start to drip when heated and if the brackets are of a type generally available;
• the installation is stable;
• the source of lights is placed at a distance of at least 15 cm from any inflammable material, or the reflected rays cannot fall on inflammable material within a 30 cm radius of a reflector.
B. Fluorescent tube fittings (plastic) are permitted if:
• the light aperture is made of a self-extinguishing material which, in case of combustion, does not give off irritating or noxious fumes and is of a type generally available;
• the distance between these fittings and the outer walls of the stand is at least 50 cm.;
• the total surface of a number of inter-connected fittings is no greater than 3.5 m2;
• the distance between two such groups of fittings is at least 1 m. The material used to hang the fittings is metal or at least 10 mm thick wood.
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Dearcustomer,
ResaExpoistheappointedfreightforwarderandhandlingcontractorforthementionedevent.Ourcompanyoffersthefollowingservices:
•Offloadingandreloadingofvehiclesonsite•Deliveriesandcollectionsto/fromthebooth•Intermediatewarehousing•Collection,storage&redeliveryofemptycrates•Customsformalities•Collectionsfromport/airport•Internationaltransport(sea,road,air,express)•Equipmentandmanpowersupply•Courierreceiptanddelivery•Insurance•Anyotherservicesrelatedtologisticsfortradeeventsandevents
Pleasereadcarefullythefollowinginformation,ifyouhaveanyquestionspleasecontactus:
Bá[email protected].:+34916694079
[email protected].:+34932334111
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1. SHIPPING INSTRUCTIONS
ARRIVAL DEADLINES:
Please remind the following arrival deadlines, according to each type of shipment:
Road freight & Courier: Arrival to Resa Warehouse, 3 working days before the required delivery to stand.
Airfreight: Arrival to destination Airport, 3 working days before required delivery to stand.
Seafreight FCL: Arrival to destination Seaport, 10 working days before required delivery to stand.
Seafreight LCL: Arrival to destination Seaport, 15 working days before required delivery to stand.
Direct truck deliveries to the venue must be according to the official dates of the event and are to be reconfirmed with Resa Expo.
SHIP TO:
Please address your shipments as follows:
RESA EXPO LOGISTICS/ EYGER - CED-IADR/NOF Congress
For: Exhibitor name
C/ Eduardo Torroja 22- Nave 10
28823 Coslada – Madrid
For airfreight and seafreight shipments, please note destination air-/seaport as follow:
Destination airport: Madrid
Destination seaport: Valencia
Labeling of BOXES:
Please label each package/pallet individually and also number each package/pallet (1 of... in total / 2 of ... in total /etc.). If your goods are bag inserts or goods for the organizer please state this clearly on the boxes. Please use the enclosed label template.
IMPORTANT INFORMATION:
All shipments should be sent on conditions DDP or freight prepaid up to arrival at destination (all charges paid by sender). Please read carefully more detailed information about courier shipments (point 2) and requirements of Spanish Customs for import clearances (point 3).
SHIPPING DOCUMENTATION:
Please send the following documents to Resa Expo (see contact details) BEFORE your shipment arrives at destination:
• Service Order Form as per the enclosed file• Proforma Invoice for non-EU shipments (from outside the European Union)
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2.COURIERSHIPMENTS
IMPORTANT INFORMATION:
The exhibition hall is not a permanent warehouse and therefore courier deliveries will be refused, unless the shipment is delivered during the tenancy period and the customer is present at the booth, this in order to receive the parcels from his Transport Company and sign off the delivery outlay.
We strongly recommend sending your courier to the warehouse delivery address. It has an additional cost but by doing so you make sure that your items arrive safely and on time to the event.
No liability is accepted for couriers sent directly to the stand.
TRACK & TRACE NUMBER: We recommend having the tracking number (assigned by the courier company) on hand at the exhibition. This will make it easier to locate your shipment.
SPANISHCUSTOMSFORMALITIES(FORNON-EUSHIPMENTS):
Courier shipments above a certain weight (approx. 10 kgs) and value (40 EURO) cannot be cleared automatically by the courier companies and do require a Spanish importer of record. Resa will act as an importer if required by providing our VAT registration number to customs (this service is chargeable; please see point 7 of our tariff).
Shipments must be accompanied by a proforma invoice with a description of the shipped items. Also bear in mind that some products are restricted by customs and cannot be shipped to the event, such as foodstuff, beverage, medicines, cosmetics, live animals or plants, pharmaceutical products and protected species.
If any doubts, please ask us before shipping.
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3.CUSTOMSCLEARANCEINFORMATION
Shipments from outside the European Union are subject to customs clearance formalities; please read carefully the following information:
PERMANENT ENTRIES:
Permanent entries can be done only for goods to be consumed during the event, such as consumables, office material, giveaways, catalogs, etc. Any permanent entry is subject to payment of import duties and taxes, which will be calculated from the CIF value of the goods (CIF value = declared value + freight costs).
TEMPORARY ENTRIES:
Goods returning to origin after the event must be processed through a temporary entry at customs, this in order to avoid the payment of duties and taxes. We strongly recommend using the ATA Carnet for temporary entries; with this document you will save extra costs and will make the custom procedures faster.
All exhibits/material entered under temporary importation is subject to control and examination by Spanish Customs. Goods under temporary entry cannot be sold during the event and any sale operation must be reported to Spanish Customs Authorities; otherwise, heavy penalties might incur. Please contact Resa Expo in case you may sell any temporary goods.
Temporary&permanentmaterialsmustbepackedseparatelyindifferentboxes.
PROFORMA INVOICE:
The combined Invoice/Packing List must event the following information: number of units per each item/values/ full description of items in English (including the serial number for electronic devices), model and customs code number (Brussels nomenclature), the total number of boxes/pallets, weight and sizes. All items must have a declared value, which must be approved by Spanish Customs.
RESTRICTED PRODUCTS:
The following products are restricted by Spanish Customs and cannot be shipped to the event in any case: foodstuff, beverage, medicines, cosmetics, live animals or plants, pharmaceutical products, protected species. Do not include any of these items to avoid having your shipment stuck at customs! Textile products are restricted depending on the country of origin. Please ask us before shipping.
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4.PAYMENT&BASICCONDITIONSOFCONTRACT
PAYMENT:
Our invoices will be due immediately after issuance without any further notice. Unless other terms are agreed, our expenses shall be settled before the event starts or before the return transportation after the event.
Please note the following accepted methods of payment:
•BankTransfertoResaExpoLogisticaccount
BANC SABADELL Avenida Madrid, 188 08028 Barcelona
Account Internacional: ES17 0081 0557 1900 0102 9711
IBAN Internacional: ES17 0081 0557 1900 0102 9711
SWIFT Internacional: BSABESBB
We must receive the payment in full amount; the bank fees for the transfer are payable by the sender.
Please provide a copy of the transfer statement.
• Credit Card: we accept VISA, Mastercard and American Express
• Cash: all major currencies accepted
BASIC CONDITIONS OF CONTRACT:
All work undertaken is subject to the Resa Expo insurance terms and conditions. The liability of Resa Expo for transportation is determined by the national or international insurance regulation applicable to the contracted transporting agent. The liability insurance of Resa Expo for storage and handling covers a maximum of 10 Euro per kg (gross weight of damaged or lost goods) and per incident. The liability of Resa Expo ceases with the delivery and starts with the collection of freight at the exhibition stand. It is the exhibitor’s responsibility to ensure the security of his material until this is collected from the stand by Resa Expo.
We strongly recommend all exhibitors to arrange insurance coverage including transit to and from the exhibition, whilst on display and in storage. Please note that Resa Expo does not insure automatically unless asked to do so in writing. Resa Expo is not liable for any losses, theft or pilferage.
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5. FURTHER INFORMATION
Worldwide Network:
Our recommended agent in your country is specialized in exhibition freight forwarding, offering you professional advice on the preparation of your shipment. Through the “Door to stand” service, you will get an all-in package that covers all the steps from your country of origin to the venue and vice-versa, until your items are returned back after the event. The list of our agents worldwide is available on request.
Important notice: please always send your goods on conditions prepaid (paid by sender) up to the destination. Shipments arriving with freight charges to be paid by the destination party (Resa Expo) will be refused unless we are given clear instructions to take care of charges on your behalf.
RESA EXPO
Barcelona Office:O +34 93 233 41 11 [email protected] www.resaexpo.com
Madrid Office:O +34 91 669 40 [email protected]