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EXHIBITOR SERVICE MANUAL
CONNECTING MINDS. ADVANCING LIGHT.
Doubletree Hilton Hotel Warsaw, Poland
Exhibition: 12–13 September 2017
Conferences & Courses: 11–14 September 2017
2017
Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747 Fax: +1 44 292089 4740
Exhibition Dates: 12–13 September 2017 EXHIBITOR CHECKLIST & DEADLINES Return the forms by the deadlines to save money and avoid paying premium prices for late orders.
Order Form Deadline Item Completed
Date Event Time As soon as possible Hotel Accommodation 08:00 – 17:00
Monday 24 July 2017 Sponsorships 08:00 – 17:00 Monday 24 July 2017 Company Descriptions for Onsite Exhibition Guide 08:00 – 17:00 Monday 24 July 2017 Advertising Insertion Order 08:00 – 17:00 Monday 31 July 2017 Advertising Materials due for Printed Programmes 08:00 – 17:00
Friday 4 August 2017 Registration of Exhibition Staff Badges 08:00 – 17:00 Tuesday 8 August 2017 Freight and Shipment Order Form 08:00 – 17:00 Friday 11 August 2017 Fascia Text Shell Stands 08:00 – 17:00 Friday 11 August 2017 Booth Activity Request 08:00 – 17:00
Monday 28 August 2017 Graphics 08:00 – 17:00 Monday 28 August 2017 Furniture 08:00 – 17:00 Monday 28 August 2017 Electricity 08:00 – 17:00 Monday 28 August 2017 Lighting 08:00 – 17:00 Monday 28 August 2017 Floral 08:00 – 17:00
Thursday 31 August 2017 Insurance 08:00 – 17:00 Pay on site no deadline Internet 08:00 – 17:00 Pay on site no deadline Cleaning of Stand 08:00 – 17:00
OFFICIAL VENDORS AND CONTACTS
Exhibition Dates: 12-13 September 2017
Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747 Fax: +1 44 292089 4740
SPIE has selected the following companies to provide exhibitors with services. SPIE has negotiated special rates and you may save money by eliminating fees from outside companies. Please use due diligence if you choose to do business with vendors not on this approved list. Look for the official seal of approval when vendors approach you offering to provide a service.
AUDIO VISUAL, COMPUTER RENTAL, FURNITURE, EQUIPMENT RENTAL, ELECTRICAL SERVICES, FLORAL cubicworx GmbH Hermann-Mende-Straße 4 D-01099 DresdenTel: +49 (0)351 40752255; Fax: +49 (0)35140752266E-Mail: [email protected]
CATERING Lobby Bar Double Tree by Hilton Hotel and Conference Centre Skalnicowa Street 21 Warsaw 04-797 Poland Tel: +48-22-2780000; Fax: +48-22-2780001 Website
CLEANING FOR SHELL STAND/BOOTH Amanda Summers Exhibitions Coordinator, SPIE Europe Tel +44-(0)29-2089 4747; Fax +44-(0)29-2089 4750 Email: [email protected]
CUSTOMS & IMPORT SERVICES TWI Group – For US Companies Marianne Giddens Sales and Logistics TWI Group, Inc. 1670 S. Amphlett Blvd. Ste. 120 San Mateo, CA 94402 Office: 650-357-1302 ext.1; Fax: +1 650-357-7563 Mobile: +1 650-703-1502 Emergency Operations: 702-326-0294 mailto:[email protected] http://www.twiglobal.com
INSURANCE Rainprotection Insurance Tel: +1 800-528-7975; Fax: +1 800-913-2711 Email: [email protected] http://rainprotection.net/
EXHIBITION LOCATION SPIE Security & Defence/Remote Sensing Double Tree by Hilton Hotel and Conference Centre Skalnicowa Street 21 Warsaw 04-797 Poland Tel: +48-22-2780000; Fax: +48-22-2780001 Website
FREIGHT FORWARDING/SHIPPING/STORAGE GT Exhibitions 27 Blackwell Drive, Springwood Industrial Estate Braintree, Essex CM7 2PU Contact Kathryn Haley /Ricky Straw Tel: 01376 567 567; Fax: 01376 335034 E-mail: [email protected]: [email protected]
HOTEL AND APARTMENT RESERVATIONS Double Tree by Hilton Hotel and Conference Centre For discounted rates go to website Group Name: SPIE ERS ESD Group Code: GCDSP
EXHIBITION MANAGEMENT Amanda Summers Exhibitions Coordinator, SPIE Europe Tel +44-(0)29-2089 4747; Fax +44-(0)29-2089 4750 Email: [email protected]
SPIE SALES TEAM In Europe (except UK, Ireland and France) Hermann Doster, SPIE Europe Sales Telefon/Phone: + 49 (0) 7025 841 806 Telefax/Fax: + 49 (0) 7025 842 983Mobile: 49 (0) 151 5769 2330Email: [email protected] For all other inquiries:
Al Ragan, SPIE Headquarters Tel: +1 360 685 5539; Fax: +1 360 647 1445 Email: [email protected]
Exhibition Dates: 12-13 September 2017
HOURS OF OPERATION
GENERAL INFORMATION
Exhibition Location: Double Tree Hilton Hotel, Warsaw, Poland Universal Ballroom
Conference Dates Monday through Thursday 11–14 September
Exhibition Dates and Hours Tuesday 12 September 10.00 to 17.00 hrs. Wednesday 13 September 10.00 to 16.00 hrs.
Exhibition Build up/Move-In Monday 11 September 12.00 to 18.00 hrs. Tuesday 12 September 08.00 to 10.00 hrs.
Exhibition Break down/Move-out Wednesday 13 September 16.00 to 18.00 hrs.
Exhibitors are not allowed to begin tear down prior to 16.00 on Wednesday. Please be respectful of attendees and your fellow exhibitors and wait until the closing announcement.
Registration and Information Desk Hours: Sunday 10 September 15.00 to 18.00 hrs. Monday 11 September 07.30 to 17.00 hrs. Tuesday 12 September 08.00 to 17.00 hrs. Wednesday 13 September 08.30 to 17.00 hrs. Thursday 14 September 08.30 to 16.00 hrs.
AFTER HOURS • Only registered Exhibition Staff and authorised set-up crew will be allowed in the Exhibition Hall during
build-up times.• Any exhibitor needing to stay after hours must wear his/her exhibitor badge, provide
personal/company identification (driver's license, business card), and sign in and out with the security guard at the hall entrance. This rule will be strictly enforced to provide maximum security to exhibitors.
Exhibition Dates: 12-13 September 2017
Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747 Fax: +1 44 292089 4740
EXHIBITION DISPLAY RULES
RULES AND REGULATIONS
• It is the responsibility of the exhibiting company to comply with SPIE rules and regulations • Non-compliance may require modifications at the exhibitor’s expense • SPIE Exhibition Management reserves the right to pursue any action it deems necessary in the best
interest of the exhibition and in fairness to all exhibitors
VIEW SPECIFIC BOOTH REGULATIONS • Tabletop displays 1.50 m wide x 0.60 m deep • Row and Corner Booths in 6sqm (3x2) • Row and Corner Booths in 8sqm (3x3)
THE FOLLOWING ITEMS MUST BE ORDERED SEPERATELY: (not included with the booth/stand rental fee)
• SPIE - Standard blue coloured carpet is provided on all Shell Stand and the tabletop packages will have the standard brown carpet provided by the venue. Exhibitors can order alternative colour of choice at extra cost via cubicworx’s online ordering service. Please refer to “SPIE 2017’ when placing orders.
• Cleaning service – SPIE will provide cleaning at the end of set up and end of each day in the aisles and exhibition areas. If you require booth cleaning please contact Mateusz Nowak at the Doubletree Hilton Hotel.
• Electricity is NOT provided for tabletop packages. If you require electricity please book via cubicworx.
• Internet - complimentary Wi-Fi will be available in the conference/exhibition areas. Wi-Fi connection may fluctuate. If you require hardnet internet connection please contact Mateusz Nowak at the Doubltree Hilton Hotel.
• Furniture – Additional furnishings can be ordered with cubicworx via their online ordering service. • Discount Price Order Deadline Friday 11 August, 2017
To take advantage of advance order discount rates, place your order by Friday 11 August, 2017. Orders placed after the deadline are more costly. To save time and money, read all service descriptions carefully and place your orders as early as possible.
Exhibition Dates: 12-13 September 2017
Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747 Fax: +1 44 292089 4740
EXHIBITION DISPLAY RULES
TABLETOP DISPLAY REGULATIONS Limit of one table per contracted tabletop space
• Display space may not exceed 2.5m width limit • Display materials are not allowed to be hung on any back wall. • Floor standing back walls are not allowed • If you plan to bring any displays other than specified below please check with SHOW
MANAGEMENT. Included:
• Tabletop 1.50m wide x 0.60m deep. Space allocated 2.5m • Company identification sign • Two chairs • Wastebasket • One entry ticket for the technical conference • Online and Exhibition Guide Listing
NOTE: TABLECLOTH IS NOT SUPPLIED. PLEASE BRING YOUR OWN FABRIC/MATERIAL OR CORPORATE TABLECLOTH IF YOU REQUIRE A COVERING. Each contracted tabletop space is limited to (not provided):
ONE table-mounted display [height may not exceed 5ft (1.5m) from the table surface]
OR
UP TO TWO TOTAL of the following display combinations: • Pop-up banner positioned behind the table [maximum 3ft (0.9m) wide and 8ft (2.4m) high] • Easel positioned behind the table • Table top or floor standing monitor (positioned behind the table) • Literature stand • Bag stand
Exhibition Dates: 12-13 September 2017
Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747 Fax: +1 44 292089 4740
EXHIBITION DISPLAY RULES
TABLETOP COMPANY IDENTIFICATION SIGN
• Please e-mail [email protected] by Thursday 31 August 2017 with information on your tabletop identification sign.
EXHIBITION HALL CEILING HEIGHT RESTRICTIONS*
• Booths measure 9sqm (3m x 3m) and 6sqm (3m x 2m); height restriction of 2.5m. This 8ft (2.4m) maximum is allowed only in the back 5ft (1.5m) of the booth.
• Displays must be confined within the exhibitor’s stand/table and must not be designed to obstruct
the view of nearby booths or interfere with the flow of traffic. • Please notify Exhibition Manager if you have any height restriction issues relating to your stand or
exhibition
ROW AND CORNER BOOTH DISPLAY REGULATIONS Shell Scheme Display space defined by support/frame elements and in-filling walls white Included:
• Three rail mounted spotlights • One Fascia hanging Sign Board • One wastebasket • Carpet (blue in colour). If you require a different colour options are available at additional cost
see cubicworx online ordering • Electricity 500w power supply single outlet • Two entry tickets for the technical conference • Online and Exhibition Guide Listing
Example of 6sqm Shell Stand
Exhibition Dates: 12-13 September 2017
Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747 Fax: +1 44 292089 4740
EXHIBITION DISPLAY RULES
Example of 9sqm Shell Stand
Fascia Name • Please send your company name in capital letters to [email protected] by
Friday 11 August, 2017 (max 30 letters are included in the standard shell scheme booth package). Additional letters are available at EUR 1.50 per letter.
Displays must be confined within the exhibitor’s stand/table and must not be designed to obstruct the view of nearby booths or interfere with the flow of traffic. IMPORTANT CONSIDERATIONS
Venue Health & Safety • All exhibition spaces must be compliant with any requests made by the venue. • SPIE encourages sensitivity, and as reasonably accommodating as possible, to attendees with
disabilities. • Ensure any electronic equipment meets safety requirements for use within an exhibition
environment.
Hanging Signs and Graphics • Booths/Stands only - Contact Exhibition Management with details of your proposed signage before
ordering any services from the venue (include dimensions Width, Length description of artwork/graphics to be displayed, etc.). SPIE will make enquiries on your behalf.
Exhibition Dates: 12-13 September 2017
Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747 Fax: +1 44 292089 4740
EXHIBITION DISPLAY RULES
Structural Integrity • All exhibit displays should be designed and erected in a manner that will withstand normal contact
or vibration caused by neighboring exhibitors, hall laborers or installation/dismantling equipment such as pallet hand or forklift truck.
• Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open.
• Any display fixtures such as tables, racks or shelves supplied and installed by the exhibiting company and not the venue require proper design and installation to support the product or marketing materials to be displayed upon them.
Exhibition Dates: 12-13 September 2017
Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747 Fax: +1 44 292089 4740
GENERAL INFORMATION
AUDIO VISUAL • Please order cubicworx’s online ordering system by Monday 28 August 2017. BADGES • Please complete the Exhibitor Badge Form by Friday 4 August 2017 BUSINESS CENTRE Onsite business centre is situated on the 1st floor. • Available services include internet access and printing.
CLEANING • Maintaining booth cleanliness is the responsibility of the Exhibitor. • SPIE provides cleaning at the end of set up and end of each day in the aisles and exhibition management areas.
If additional cleaning is required in your booth/tabletop please contact Amanda Summers. CATERING • Beer/Wine service during the Exhibition
• Alcohol service is allowed under specific conditions, during specific limited times. If you wish to serve alcohol at your booth please complete the booth activity request form.
• Food
• The Lobby Bar is open every day and the SPA lounge is available but only services snacks. CO-EXHIBITORS • Co-Exhibitors are companies that are displaying within a Primary Exhibitor’s booth. All Co-Exhibitors must
submit a Co-Exhibitor Form and payment by Monday 28 August 2017 in order to be recognised as an official Co-Exhibitor at SPIE Security + Defence Exhibition and be included in the exhibition guide.
COFFEE BREAKS IN THE EXHIBTION HALL • Tuesday and Wednesday 10.00 to 11.00; 15.00 to 16.00 hrs. • Coffee/tea available for exhibitors throughout the duration of the Exhibition.
DIRECTIONS TO THE VENUE • For complete travel information Bookmark the travel page.
DISTRIBUTION OF FLYERS • Invitations to parties, flyers or company advertisements and logos are allowable within the confines
of the exhibitor's own booth. • Distribution outside the parameters of the exhibitor's own booth is prohibited – unless it is an SPIE
approved Event Marketing Opportunity.
ELECTRICAL SERVICES • Shell Stands - include electrical connection/electricity for the duration of the exhibition and set-up. • Tabletop Exhibitors – Electricity is NOT provided. If you require electricity please order via
the cubicworx website.
EQUIPMENT PASS • Required for any equipment removed from the exhibition area during and after show hours. • Passes may be obtained at the Exhibitor Registration Desk in the Main Registration Area.
Exhibition Dates: 12-13 September 2017
Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747 Fax: +1 44 292089 4740
GENERAL INFORMATION
ENERGY EFFICIENCY • The venue requests that all electronic appliances at booths/table tops are turned off at the end of the exhibition
day. • Please notify SPIE Exhibition Management if you require 24-hour electricity for any display machinery or
equipment. FLAMMABLE /TOXIC MATERIALS • Fire retardant and certified flame retardant materials should be used for all display construction and decorating.
Samples should be available for testing. Materials that cannot be treated to meet the requirements should not be used.
• A flame proofing certificate should be available for inspection. • Disposal of any waste products generated during the exhibition in accordance with guidelines established by
the European Environment Agency’s and the facility. FLORAL DISPLAY • Cubicworx can arrange floral decoration for your stand or display area. Please complete order online via the
cubicworx website by Monday 28 August 2017. EQUIPMENT PASS • Required for any equipment removed from the exhibition area during and after show hours. • Passes may be obtained at the Exhibitor Registration Desk in the Main Registration Area. EXHIBITION HALL POLICY For safety and insurance reasons: Everyone who attends the exhibition must be registered and have a badge. Badges for children are free and available onsite at the registration desk.
• Children under 14 years of age must be accompanied by an adult at all times. Guardians are asked to help maintain a professional, disturbance-free exhibition environment.
• For safety and insurance reasons, children under 18 are not allowed in the exhibition area during exhibition move-in and move-out.
FLOORING • The Exhibition Hall has brown carpet – please note only hand pallet trolleys are permitted to carry items to and
from the hall. FURNISHINGS Additional furnishings with cubicworx via their online ordering service. See details below;
• Go to cubicworx website • Click on the sign in tab • Create a new account • Enter your e-mail address and password • A confirmation e-mail will be sent to you. HOTEL ACCOMMODATION • Double Tree by Hilton Hotel and Conference Centre can provide discounted rates for this event please visit
website. Group Name: SPIE ERS ESD
Group Code: GCDSP
Exhibition Dates: 12-13 September 2017
Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747 Fax: +1 44 292089 4740
GENERAL INFORMATION
INSURANCE GUIDELINES - Deadline Thursday, 31 August 2017 (See sample) • Exhibitors must, at their own expense, secure and maintain the required insurance coverage listed below
through the duration of the exhibition, including move-in and move-out days: • Required Coverage:
a) Comprehensive General Liability Insurance with limits not less than $1,000,000 each occurrence, $2,000,000 aggregate, combined single limit for bodily injury, contractual, and operation of mobile equipment, products and liquor liability (if applicable). b) Worker’s Compensation insurance.
• All such insurance shall be primary of any other valid and collectible insurance of Exhibitor and shall be written on a per occurrence basis.
• Exhibitor shall name SPIE as an additional insured on its general commercial liability insurance. • A Certificate of Insurance to SPIE, from the insurance carrier, is required 30 days prior to the exhibition. Please
make sure the Certificate of Insurance includes the name of the exhibiting company. • Exhibitor acknowledges that SPIE has no obligations to maintain insurance on Exhibitor’s behalf. • Claims made policies are not acceptable and do not constitute compliance with Exhibitor’s obligations under
this paragraph. Please complete send a copy of your insurance certificate to [email protected].
Also send copy of Certificate of Insurance to: SPIE Exhibitions, PO Box 10, Bellingingham, WA 98227 [email protected], Tel: +1 360 676 3290; Fax: +1 360 647 1445
INSURANCE PROVIDER If your company is interested in purchasing general liability insurance, click on the link below to submit an application through Rainprotection.net. US Exhibitors contact Rainprotection at [email protected]. International Exhibitors click here.
INTERNET SERVICE • Wireless internet connection will be available in the exhibition hall, this will be a free service to both exhibitors
and conference delegates. Log in and passwords will be available onsite in the Exhibition Welcome Letter, please check with registration desk for further details. Please note this Internet service may have limitations due to number of parallel users during coffee and lunch breaks. Hard wired connections may be ordered via Mateusz Nowak Conference & Events Coordinator at the Double Tree Hilton.
LIABILITY • SPIE and all organisations and individuals who are employed by or associated in connection with this Exhibition,
will not assume responsibility and shall be held harmless by all exhibitors for damage or loss resulting from fire, theft, or any other cause whatsoever, including accident or injury to exhibitors, their employees and agents, the public, or others. The exhibitor agrees to pay promptly for any and all damages to the exhibition building or its equipment incurred through carelessness or otherwise, of exhibitor or his employees or agents.
• The Exhibition management team strongly recommends that every Exhibitor insure their property and equipment against theft or casualty loss, as well as carry adequate liability and other insurance protecting themselves against any claims arising from their performance under this Agreement.
• A certificate of insurance from your insurance carrier must be provided to SPIE. Exhibitor acknowledges that SPIE has no obligation to maintain insurance on Exhibitor’s behalf.
Exhibition Dates: 12-13 September 2017
Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747 Fax: +1 44 292089 4740
GENERAL INFORMATION
LIGHTING Suggested minimum guidelines: • Hanging light systems require drawings submitted in advance for approval by SPIE exhibition management. • Lighting should be directed to the inner confines of the booth space. No lighting, fixtures, lighting trusses or
overhead lighting are allowed outside the exhibition booth boundaries. • Lighting should not project onto other exhibits or exhibition aisles. • Lighting that spins, rotates, pulsates and other specialised lighting effects should be in good taste and not
interfere with neighbouring exhibitors or otherwise detract from the general atmosphere of the event.
LUGGAGE/COAT CHECK • Coat Check and luggage room is available next to the reception desk at the hotel. LUNCHES • The Exhibition Hall will remain open during attendee lunch breaks. Please staff your exhibit accordingly.
Please note no lunch is provided with exhibition packages. Lunch can be purchased from the Lobby Bar and SPA lounge.
MUSIC LICENSING • No copyrighted music may be played in the exhibition hall in any fashion (including but not limited to:
background music on video or audio tape presentations) without appropriate documented permissions and/or licensing. The Exhibitor is solely responsible for obtaining such permissions and/or licenses for music originating in the Exhibitor’s stand/display area. The Exhibitor is also responsible for any fines, court fees, and all other costs that may arise from failure to comply with these requirements.
NOISE LEVEL • If your display has any sound associated with it (a video or an in-stand presentation), please keep the volume
to a level that is confined to your exhibit space, and be mindful of the exhibitors around you. Thank you for your understanding and cooperation.
PARKING • There are many car parks near to DoubleTree by Hilton Hotel & Conference Centre Warsaw. Please access the
following links for futher details: • There are two car parks at the hotel, an outdoor car park with 400 parking places and an underground guarded
car park – 150 parking places, 5 pln gross per hour or 50 pln gross per day. Vehicles up to 1,90m height. In addition there is a car park opposite the hotel.
PHOTOGRAPHY AND VIDEO TAPING IN THE EXHIBITION HALL • Explicit permission is required for any personal photographs or video taping of individual booths (or displays)
from the on-site company representative. • Failure to comply may result in losing your device and being asked to leave the Exhibition Hall. PROGRAMME DIRECTORY AND EXHIBITION GUIDE SPIE Europe will publish an Exhibition Guide to be handed out to all attendees. • Each exhibiting company will receive an editorial listing in the Guide--if your company description is
submitted online by Monday 24 July 2017. • Access the Exhibitor Dashboard and use your SPIE.org account to login and update your company listing
and information for SPIE promotional materials. See the Tutorial (PDF) for detailed instructions. *If you do not have a SPIE.org account, you will need to create one.
Exhibition Dates: 12-13 September 2017
Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747 Fax: +1 44 292089 4740
GENERAL INFORMATION
SAFETY • All displays containing an operating laser(s) and open laser beam must be contained in a Class 1 type enclosure. • All laser equipment, associated optics or equipment, and beam stops are required to be secured from any
movement (accidental or otherwise). • No aerial display of any laser beam within the conference centre property, including assigned booth, is allowed
without SPIE exhibition management written permission. • Exhibitors are responsible for the safety of any laser display during both set-up and exhibition hours. • Exhibitors shall use appropriate safety measures to prevent any unwanted or unintentional laser radiation
exposure to any convention centre staff or workers during pre-show set-up. • Laser Safety Rules and Guidelines are courtesy of the International Electrotechnical Commission SECURITY AND LIABILITY • Security service will be provided within the venue for protection against fire and other catastrophes after
Exhibition Hours. • Every reasonable effort will be made to prevent loss. However, final responsibility is with the exhibitor who
should arrange for insurance coverage, which takes into account the full value of the exhibit. • SPIE recommends exhibitors remove valuable and small, easily portable items (such as laptops) from the
exhibition area any time the exhibition is officially closed. Neither SPIE nor the venue accepts any responsibility for losses
SELLING ON SHOW FLOOR • The Technical Exhibition is limited to organisations with products or services related to the industry served by
the event and is provided to allow industry companies to meet with researchers and engineers, who work in this field and to provide company exposure to those attendees.
• Direct sales and/or delivery of non-related, retail or consumer products are prohibited without prior written approval from SPIE Exhibition Management.
• Exhibitors are solely responsible for any tax liabilities, which may arise relating to sales resulting from the exhibition.
• SPIE is not responsible for any sales, use or other taxes relating to transactions by exhibitors at SPIE Security + Defence.
SMOKING
• Smoking is not allowed in the Exhibition Halls or hallways. SHIPMENTS • All services related to shipping and freight handling must be ordered in advance. Please contact
Kathryn Haley or Steve Andrews of GT Exhibitions or complete GT Exhibitions order form by Tuesday 8 August 2017. Handling rates will be given on request, depending on the size and weight of your shipment.
• Inbound Shipping
Please ensure that the company onsite representative at your exhibition booth/stand or tabletop has all relevant information about the delivery arrangements for your consignment. If you do not use the suggested shipping provider, SPIE cannot provide any support with resolving issues with the receipt of shipping to this conference/exhibition.
Please be advised that the facility cannot receive advance shipments. If you are not using the official Freight Forwarding Shipping services then shipments sent directly to the venue must only arrive on the set-up dates, which are:- Monday 11 September, between 10.00 – 18.00 hrs and Tuesday 12 September, between 08.00 – 10.00 hrs.
Exhibition Dates: 12-13 September 2017
Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747 Fax: +1 44 292089 4740
GENERAL INFORMATION
The direct shipment address for shipments directly to the venue is: SPIE Remote Sensing/Security & Defence 2017 Your company name Your stand number DoubleTree by Hilton Hotel & Conference Centre Warsaw ul. Skalnicowa 21, 04-797 Warszawa Poland Tel: +48 22 278 00 00 When unloading freight for small items please access the ramp via Skalnicowa Street. The venue will have staff available to help with the logistics of unloading freight.
• For shipments that will arrive before the set-up date or that are too large/heavy to unload by hand, there is an advance warehouse address to which they should be sent. Please complete GT Exhibitions order form by Tuesday 8 August 2016.
• GT Exhibitions will transfer your goods to venue on the 11th September and deliver to your stand. You do not need a representative on-stand to sign for goods sent via GT’s advance warehouse.
• Exhibitors from outside the European Union should contact GT Exhibitions before sending their shipments. These consignments will be subject to Customs clearance and general courier companies may not be able to arrange this, depending on the type of goods being sent, value, etc. In order that the best method of transport is used, we strongly suggest you contact GT Exhibitions in advance.
• If you require storage GT Exhibitions Ltd. can provide this service, however this must be booked in advance.
Exhibition Dates: 12-13 September 2017
Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747 Fax: +1 44 292089 4740
GENERAL INFORMATION
Return Shipping • It is all Exhibitors responsibility to arrange return shipping of their goods. All shipments being collected directly
from the venue must be taken on Wednesday 13 September, you must have a member of staff on-site to hand the shipment over to your courier/freight forwarder. Please inform SPIE Exhibition Manager if you are unable to organise removal of your shipment on Wednesday 13 September.
• Alternatively, GT Exhibitions can offer a service where goods are taken back to their warehouse and your freight forwarder can collect from there.
SPECIAL EVENTS • All Exhibitors are invited to the Welcome Reception and Poster Session. Please check programme for further
details.
SPIE Warsaw, Poland
September 11-14, 2017
MEET WITH SUCCESS THE HERTZ WAY HERTZ CAR RENTAL CHECKLIST
1. Call the Hertz International Reservation Center at 1-800-654-3001 in the USA or your local Hertz
Reservations Center to receive a special discount for SPIE. Reservations may also be placed on-line at www.hertz.com. You will receive 15% off qualifying Affordable rates at participating locations in Poland.
2. Be sure to identify yourself as a SPIE attendee. The PC# below must be on your advance reservation to receive this special offer. You must present this coupon at the time of rental in order to receive this discount.
3. This special offer is available for rentals from September 1-30, 2017.
ENJOY YOUR TRIP!
SPIE Important Rental Information ATTENDEE DISCOUNT
15% OFF
Qualifying Affordable Rates PC# 137480
1. SPIE discount is available at participating locations in Poland.
2. The 15% Discount applies to rentals on Affordable Rates from September 1-30, 2017.
3. Reservations must be made at least 24 hours prior to vehicle pickup, using the PC# on the coupon. No CDP discounts apply.
4. Minimum rental period is 3 days. 5. Offer includes Compact and above both
manuals and automatic (includes basic/standard cars – not vans, premium, luxury, collections, etc.).
6. Discount does not apply to taxes, intercity drop charges, insurance or optional services.
7. Certificate has no cash value and may not be combined with any other offer, discount or promotion. Certificate must be presented and surrendered at time of rental.
8. Normal intercity rules and rate restrictions apply.
9. Minimum rental age is 25 (exceptions apply). Hertz standard driver and credit qualifications for the rental location apply. Blackout periods may apply.
Exhibition Dates: 12-13 September 2017
Questions? Contact SPIE at [email protected], Tel: +1 44 29 2089 4747; Fax: +1 44 29 2089 4750
Send to: Amanda Summers E-mail: [email protected]: +44 29 2089 4750
TYPE OR PRINT CLEARLY
Project Name: ____________________________________________Stand/table Number: ______________________
Contact Person (for questions): __________________________Contact E-mail: ___________________________
STAFF NAME (List company name, address, phone & fax if different from company above)
TECHNICAL PASS
Tabletop = 1 Pass Booth = 2 Passes
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2.
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8.
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10.
Registering Exhibition Staff for Badges Exhibition Booth Staff - Complimentary
• Limit booth staff registration to those staffing the booth.• All others may register as exhibition visitors (complimentary).• All badges will be picked up on-site.
Technical Passes - Complimentary • Shell Stand exhibitors receive two complimentary non-author technical passes. Tabletop exhibiting companies
receive one non-author technical pass.• Allows shared access into the technical sessions; does not include a proceedings volume.• Not valid for a presenting author. Authors of oral or poster presentations must complete Full Technical
Registration.
Badge pick-up • All badges are picked up on-site.• SPIE does not ship badges.• Photo identification and/or company business card may be checked at badge pick up.• Personnel are only allowed to pick up their own badge.
EXHIBITOR BADGE ORDER FORM Deadline: Friday, 4 August 2017
PROMOTIONAL OPPORTUNITES Exhibition Dates: 12-13 September 2017
Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747 Fax: +1 44 292089 4740
Promote Your Exhibit
For a complete look at promotional opportunities, bookmark the Exhibitor Logistics page
Free Opportunities
Exhibitor Dashboard Download E-postcard
Download Event Logo
Two Places to Promote Your Company: (See tutorial for instructions). Use your personal SPIE.org account to log into the Exhibitor Dashboard to manage your Exhibition listing, including: • Contact Information • Company Description/Logo – Monday 24 July 2017 • Product Categories/Keywords • Product Announcement/Press Release • Exhibitor Badge Registration Exhibitor Directory Listing: • A searchable online listing of all current SPIE exhibitors offering 11 months of post exhibition promotions • Links to your event specific listings and any company technical papers Invite your customers using a customisable pre-show email postcard. (Cut and paste the copy into your own email and send to your customers). Utilise the event logo in your exhibit promotions.
Promotional Paid Opportunities
Advertise
Optics.org Buyers Guide
Sponsor an Event
Reach the most influential people and organisations in the European security and defence industry through print advertising.
Generate leads year round with a discounted Corporate Partner listing on optics.org buyer’s guide. Includes company logo in optics.org buyer’s guide, one job posting on the optics.org jobs pages and logo in all product postings for 12 months.
SPECIAL PRICE FOR SPIE EXHIBITORS €185 (€570 VALUE)
If you would like further information on this please contact: Rob Fisher E-mail: [email protected] Tel. +44 (0)117 905 5330
Maximise your visibility and reach your targeted audience - become a sponsor
Deadline: Friday, 11 August 2017
BOOTH ACTIVITY Exhibition Dates: 12-13 September 2017
Exhibiting companies who wish to conduct meetings with customers in their booth during non-exhibition hours must have written approval from SPIE Exhibition Management in advance. Exhibitors must contain customer activity and noise levels within their booth space at all times and during demonstrations and receptions. Block aisles is not allowed during exhibition hours or poster receptions.
Upon approval from SPIE Exhibition Management, parties will be allowed in the booths on exhibition days only.
Event Start Time: Company Name: _ Phone:
Onsite Contact: Email:
Event End Time: _ Booth Number: Pre-show Contact Name:
Onsite Cell Phone:
Event Date:
Tuesday, 12 September 2017 Wednesday, 13 September 2017
Event Description: _
_
Be sure to follow the stipulations listed on the bottom of the page.
Upon written approval from SPIE, Exhibitor agrees to abide by the starting and ending times and policies as listed on this form.
Exhibitor Signature Date:
Approved, SPIE Exhibition Management Date:
Policies ◆ All activity must take place within the confines of the booth. ◆ Pre-show activities may only be held between 8:00 am and 9:30 am. ◆ Before or after exhibition hours, all guests must be escorted in and out of the booth by security. ◆ The exhibiting company is liable for any incidents associated with the exhibitor activity.
Questions? Contact SPIE at [email protected], Tel: +44 (0)29 20894747
Co-Exhibitor Application€225 Charge 12-13 September 2017 Doubletree Hilton Hotel
Please complete this form if you are sharing space with another exhibiting company and you are NOT the contract holder. One form per sharing company. Please print or type clearly.
COMPLETE THIS SECTION AS IT SHOULD BE PUBLISHED Company/Division________________________________________________________________________ Address_________________________________________________________________________________ City_________________________________ State/Province________________ Zip code______________ Country____________________________ Phone_________________________ Fax___________________ Sales E-mail__________________________________ Website________________________________ Contact Person_________________________________________ Job Title ________________________ Contact E-mail ______________________________________________________________________ Company’s Main Product Line _____________________________________________________
CONTRACTED EXHIBITING COMPANY Company_________________________________________________ Booth # ________________________
EXHIBITOR DESCRIPTION Each co-exhibitor is able to submit a listing for the event website and printed promotions. A confirmation email will be sent to the contact person listed above with instructions to submit the company listing. €225 non-refundable fee:
1) Credit Card Payment: Charge €225.00 to: VISA AmExp MasterCard Diners Club Discover
Company Name _______________________________________________________________
Acct No.________________________________ CID No.__________ Exp. Date____________
Signature_____________________________________________________________________
2) Payment by Check Sending €225.00 Check to SPIE--designate ESD17 Co-Exhibitor on payment.
7238 XCOEXHZ
Questions? Contact SPIE Events Europe at [email protected]; Tel: +44 29 2989 4747 Submit completed form: Email to [email protected] or Fax: +49 (0)7025/842 983. Mail check payment: SPIE Events Europe Ltd, 2 Alexandra Gate, Ffordd Pengam, Cardiff, CF24 2SA, UK
FORWARDING, HANDLING & CUSTOMS SERVICES ORDER FORM
ERS / ESD 2017, WARSAW, POLAND
Exhibitor Name___________________________________________Stand No. ____________________
Address______________________________________________________________________________
Contact__________________________VAT No. (EU exhibitors only)______________________________
Tel. No. _________________________Fax No. ___________________e-mail ______________________
PLEASE TICK WHICH OF THE SERVICES SHOWN BELOW YOU REQUIRE
1. DOOR TO DOOR SERVICE
GT’s nominated agent in your Country will arrange pick up from your domicile and deliver through to stand. Upon receiving this we will ask our agent to make contact with you.
2. FROM ARRIVAL AIRPORT TO STAND
Your own freight forwarder will get the goods to Warsaw Airport and we will arrange Customs clearance, transport to showsite and delivery to stand.
3. FROM ADVANCE WAREHOUSE TO STAND
Your own Freight forwarder/Courier company will deliver to advance warehouse in Warsaw already
Customs cleared. We will transport to showsite and deliver to stand.
4. ON-SITE UNLOADING ONLY
Please contact us 1 month prior to the show for this
5. EMPTY CASE STORAGE
As there are no facilities within the halls, we will take away your empty crates, store them and return them at the close of the show.
6. OTHER SPECIFIC REQUIREMENTS
Please Specify:-
NAME OF OWN FREIGHT FORWARDER _________________________TEL___________________________
ESTIMATED DATE GOODS DUE TO ARRIVE AIRPORT/ADVANCE WAREHOUSE/SHOWSITE________________
(To be completed if using options 2, 3 or 4 only)
APPROXIMATE SHIPMENT DETAILS:-
No. of Pieces ________ Weight _________ kgs Type of Goods ___________________ Value __________
Dimensions _____________________________________________________________________________
DATE GOODS REQUIRED ON STAND ___________________ APPROX. TIME _________________
RETURN LOADING/TRANSPORT WILL BE ARRANGED DURING THE SHOW.
Please complete and return to Kathryn Haley of GT Exhibitions by the 8 August 2017 via e-mail: [email protected] via fax: +44 (0) 1376 335034
SAMPLEINSURANCE CARRIER
COMPANY NAME
OTHER
EXHIBITOR NAME AND EXHIBITION NAME & DATES
1,000,000
2,000.000
1,000,000100,0001,000,000
Rainprotection is an Authorized Official Insurance Supplier for SPIE.
Exhibitor Liability InsuranceAs a standard requirement for all of our show exhibitors, it is necessary for you to carry general liability coverage from an insurance company in good standing with minimum policy limits of $1,000,000 per occurrence and $2,000,000 aggregate.
This insurance must be in force during the lease dates of the event, September 11-13, 2017, naming SPIE – The International Society for Optics and Photonics (PO Box 10, Bellingham WA 98227) as the certificate holder. The additional insureds must read as follows: SPIE – The International Society for Optics and the DoubleTree Hilton Hotel.
If you currently have your own compliant insurance, please submit a copy to [email protected].
Your cost will be just GBP 150 (plus any local taxes).
Purchase Your Liability InsuranceClick on the link below and fill our the online form.
Please write the name of this show on the first page of the application in the box that states:"Please provide a description of the event you are attending"
Click the link below to purchase your liability insurance: http://www.worldwidespecialrisks.co.uk/exhibitor/
Please see Page 2 for a list of the countries we are able to provide coverage for.
[email protected] | (800) 528-7975 | www.Rainprotecton.net
(800)528-7975 / [email protected] / www.Rainprotection.net
International Exhibitor Insurance Program (Lloyds of London) - Covered Countries
(800)528-7975 / [email protected] / www.Rainprotection.net