SPONSOR & EXHIBITOR MANUAL

Transcription

1 SPONSOR & EXHIBITOR MANUAL ESSENTIALS CHECKLIST AND DEADLINES REQUIRED SERVICE Signed terms and conditions MANDATORY/ OPTIONAL DEADLINE DATE WHERE TO SEND OR CONFIRM Mandatory April 30, 2018 Exhibition Manager Advert for Congress programme book Paid for option and sponsors April 30, 2018 Exhibition Manager PDF proof of Congress bag insert for approval Paid for option or part of sponsor's package April 30, 2018 Exhibition Manager Exhibition stand staff registration Mandatory May 15, 2018 Web form find on the last page Uploaded stand sketch Mandatory May 15, 2018 Web form find on the last page Orders - stand elements, furniture, services. Optional May 15, 2018 Web form find on the last page Delivery of Congress bag inserts (pre-approved) Paid for option or part of sponsor's package May 15, 2018 Exhibition Manager grete.mark@publicon.ee Accommodation for Optional As early as Web form personnel possible find on the last page ALL THE FREIGHT FORWARDING DEADLINES CAN BE FOUND IN THE SHIPPING MANUAL COMPOSED BY UPEX LS OÜ (find the direct link on the last page). ALL THE WEB LINKS FOR ORDERS AND REGISTRATION FORMS ARE ON THE LAST PAGE.

2 CONTACT INFORMATION Please note that the orders and registrations will ONLY be accepted via the online order forms provided by the Organiser. Requests forwarded by are not final nor confirmed. SPONSORSHIP AND EXHIBITION MANAGER Publicon PCO Väike-Turu 8, Tartu Estonia Contact: Tel: Web: Ms. Grete Mark ACCOMMODATION Publicon PCO Contact: Tel: Web: Ms. Angela Vuks VENUE Tallinn Creative Hub (Kultuurikatel) Põhja pst 27a, Tallinn Estonia Web: OFFICIAL FREIGHT FORWARDER UPEX LS OÜ Pirita tee 28, Tallinn Estonia Contact: Tel: Fax: Web: Mr. Urmas Palk ,

3 VENUE How to get there Tallinn Creative Hub Creative Hub Põhja pst 27a, Tallinn Estonia Web: Public transport Tallinn Creative Hub is situated within walking distance of the Old Town. It can be reached by taking tram no. 2 and getting off at the Linnahall stop. Buses no. 3 and 52 also stop here. Find out more about tickets: Parking Coming by car, remember that parking fees apply 24/7 in the Old Town. Visitors to the Creative Hub can park in the car parks surrounding Linnahall for a fee. Find out more: The P1 unmonitored car park is located in the City Centre zone, where the conditions and fees decreed by the City of Tallinn apply. Parking fees apply from 7:00-19:00 Monday-Friday and 8:00-15:00 on Saturdays. Parking is free on Sundays and at other times. SEA CREATIVE HUB CITY HALL The P2 car park is divided into two areas: first two parking lines are only for those, who has a written permit issued by the Creative Hub. The rest of the parking lot is a City Centre zone (see P1). The fees and conditions of the P3 car park have been decreed by the proprietor Tallink Express Hotel. MON-FRI SAT SUN 7am-7pm 8am-3pm Free - 3 -

4 VENUE TALLINN CREATIVE HUB This industrial-looking historic building used to be a boiler house for a power plant and its 700-square metre boiler room still contains two giant boilers, which played an important role in the history of Tallinn Power Plant. Parts of the complex the boiler house, the gas storage, the trestle, and the brick chimney are under protection as cultural heritage. The exhibition will be located in the Creative Hub in the basement and on the 1st floor. The exhibition areas are located in high traffic areas between the sessions and meeting halls. All exhibition areas have integrated lunch and coffee break areas. BASEMENT Small hall, catering areas, exhibition, restrooms 1st FLOOR Main entrance, registration area, info desk, catering areas, exhibition, Small Hall balcony, D Hall, restrooms 2nd FLOOR Blackbox Hall, Woodblock Hall, Terrace Hall, restrooms - 4 -

5 EXHIBITION EXHIBITION OPENING HOURS Thu, June 14 09:00-21:30 Fri, June 15 09:00-18:00 Sat, June 16 09:00-19:00 Exhibition opening hours match the Congress opening hours. Effectively the Venue will be open from 8.00am every morning as that is when registration opens for the scientific content, until after the last session or a social event each day. It is up to the individual companies if they wish to staff their stand outside of the official refreshment breaks, but the area will be open and populated. Please find the detailed scientific programme on the Congress's website. Social programme Opening Ceremony Thu, June 14 18:15-19:15 Welcome Reception in the exhibition area Thu, June 14 19:15-21:30 Gala Dinner in the Seaplane Harbour Fri, June 15 20:00-24:00 Closing Ceremony Sat, June 16 18:00-19:00 Coffee & Lunch breaks Coffee breaks (every day) 10:30-11:15 ; 15:45-16:30 Lunch break (every day) 12:45-14:15 CHECK-IN Wed, June 13 14:00-23:00 Congress badges (including lunch tickets, Gala Dinner invitations, excursion tickets etc.) are given out to the registered exhibitor's representatives during the build-up from the registration desk at the Creative Hub. Find more details about the exhibitor's representative's badges on the next page

6 EXHIBITION EXHIBITING COMPANY'S REPRESENTATIVES REGISTRATION The exhibiting Company's representatives have to be registered via web form prior to the Congress (find the direct link on the last page). The deadline for registration is May 15. Free and additional representative badges Free representative badges are given to the sponsors according to the sponsorship package and exhibitors according to the size of the exhibition space. Additional representative badges can be bought through the representative registration form. SPONSORS - full Congress badges according to the sponsorship package Including coffee breaks, Welcome Reception, and Congress Gala Dinner. Excluding lunches. EXHIBITORS - 1 representative badge per exhibition space of 6 square meters Including coffee breaks and Welcome Reception. Excluding lunches and Congress Gala Dinner. ADDITIONAL BADGE - 80 EUR Including coffee breaks and Welcome Reception. Excluding lunches and Congress Gala Dinner. Exhibitors can order lunches, social event tickets, excursion passes via online representative's registration form. Collecting the representative's badges During the check-in (see details on the previous page), all the representative badges are given out to one of the Company's representative. The representative collecting the badges will take responsibility for giving the badges to the other representatives. The Exhibition is not open to the public. Exhibitors badge needs to be visible at all times during your stay at the Congress venue. Constructor passes are not issued for the build-up and breakdown periods but eash person is advised to carry some form of identification and show this on request to the security guards who will be monitoring access to the Venue. ACCOMMODATION A number of hotels in various categories at negotiated rates are available for participants of FECAVA To ensure that you have a room at the hotel at the preffered rate, it is imperative that you book the rooms for participants as early as possbile. There are several other events taking place in Tallinn during the same period, so you may have to pay higher rate and/or stay in another location. Please find the direct link to the online reservation centre on the last page of this manual

7 EXHIBITION STAND Build-up, breakdown and maintenance BUILD-UP Wed, June 13 14:00-23:00 All stands must be finished and all materials and tools removed from the Venue by 23:00 on Wednesday, 13 June so that a cleaning of the stands and public walkways can take place. BREAKDOWN Sat, June 16 19:00-23:00 The organisers will not allow any exhibition stand setup or breakdown during refreshment breaks, lunch times, or at any other times when any delegates are present within the exhibition area. All stand materials need to be removed from the Exhibition Venue by 23:00 on Saturday, 16 June Neither the Organisers nor the venue will take responsibility for any items left in the Venue after this time. Any items that need to be collected by courier should be labelled with the appropriate delivery address and left with UPEX LS OÜ, the official logistics agent. All items are left at owners own risk. SELF-BUILD Exhibitors wishing to build their own stands must submit a stand sketch for approval to the Exhibition Manager. Once your plans have been approved, changes must be notified to the Exhibition Manager immediately. Self-build stands should not exceed the dimensions of the area already allocated by the Organiser. All work must be carried out in conformity with the requirements of the Venue and the Event Organisers. Failure to observe these regulations may result in delays, restrictions and criminal proceedings against the Exhibitor. Please confirm all the irregular (extremely heavy, fragile, over-sized etc.) stand elements/ instruments/furniture with the Exhibition Manager to make sure it fits in the Venue standards. STORAGE Please note that there are no storage facilities available in the Exhibition Area. Please ensure that all boxes and packing materials are removed from the Exhibition area once your stand build-up or breakdown is complete. Companies requiring offsite storage should arrange this directly with UPEX LS OÜ (see Contacts section for details). CLEANING & WASTE DISPOSAL The Exhibition floor and public areas will be cleaned daily after the exhibition closes. If you would like to arrange any cleaning for your own stand, please contact the Exhibition Manager. Every Exhibitor is responsible for recycling and throwing away the plastic, paper and other leftovers after the buildup and breakdown (including brochures, leaflets, plastic bottles etc.). TROLLEYS & FORK LIFT HIRE There are no trolleys or fork lifts available for use. You need to contact the Exhibition Manager if you need to hire these. Maintenance of stands and the exhibition area Exhibitors are responsible for the proper care of the floors, walls and staircases as well as the hired booths and furnishings. Hired construction elements and furnishings must be returned in an orderly condition and in an orderly way. It is not permitted to drive nails or hooks into the walls of the exhibition hall, to install electric wiring or to cut or drill holes in the walls of the rented booths. Police regulations, fire regulations and other official regulations must be observed at all times, also during the buildup and breakdown

8 EXHIBITION STAND Inventory and services EXHIBITION SPACE EQUIPMENT The exhibition space fee will include the following: - One 4.5A 220V 1.0kW power supply EU standard outlet - Two chairs - An ordinary table ORDERING SERVICE AND INVENTORY All services, stand fittings, construction elements, electrics and furniture can be ordered via the online order form (find the link to the form on the last page). Any special queries regarding the stand construction, inventory and stand design can be directed to the Exhibition Manager (see Contacts section for details). Deadline for ordering inventory, services and contruction elements is May 15, Orders made after the deadline cannot be guaranteed. Late orders received after the deadline or during the buildup period will be fulfilled based on time and capacity available. Late order fees may apply. Services ordered during the set-up period, the Exhibition itself or when the event is over will be provided only according to the availability of the respective personnel and/or materials. We therefore recommend placing all orders in time. STAND SKETCH Every exhibitor has to sketch the location of the stand's utilities such as furniture, power outlets, spotlights, walls and other stand elements (find the link to the form on the last page). If the stand's schematic sketch is not returned, then the ordered items will be placed at the discretion of the Exhibition Management partnering company and any relocation will be at the exhibitor's expense. DISTRIBUTION OF MATERIALS The display or distribution of any material in any form in any area within the venue, other than banner sites and within the boundary of your stand, is strictly prohibited. ELECTRICAL SUPPLY All exhibitors will receive a 1kW power supply EU standard outlet. Should any exhibitor need to order additional power or an electrical connection for their stand, they must do so using the order form. CATERING SERVICES Exhibitors wishing to offer refreshments, snacks or alcoholic beverages on their stand can order these (with tableware and cleaning included) through the online form (find the link to the order form on the last page). With the permission of the Exhibition Manager, a company or individual may bring food or drinks into the exhibition for distribution (during the Exhibition and Welcome Reception). Please confirm this with the Exhibition Manager before May 15. In this case, the Congress caterers will not give any tableware for the beverages nor will they offer service or clean the stand afterwards

9 DELIVERY Deliveries & Freight Forwarding FREIGHT FORWARDING AGENT UPEX LS OÜ has been appointed the official forwarding agency for this Congress. All deliveries to the Congress (except Congress bag inserts) must be made using this agency (please note that the venue will not accept any direct orders). Any Company requiring freight forwarding and storage facilities should contact UPEX LS OÜ directly (see Contacts section for details). A detailed shipping manual composed by UPEX LS OÜ can be found on the FECAVA 2018 official webpage (find the direct link to it on the last page). DO NOT SEND DELIVERIES DIRECTLY TO THE VENUE. The Organisers will not accept deliveries and take no responsibility for shipments made directly to the Venue. CONGRESS BAG INSERTS Adding an insert to the Congress delegate bags is a paid-for option or part of the sponsor package. All inserts need to be approved by the Exhibition Manager before the delivery (at the latest on April 30). The packages should be sent as following: Address: Publicon PCO Väike-Turu Tartu Estonia Contact: Ms. Grete Mark T: E: grete.mark@publicon.ee Indicate on the package: FECAVA2018 Company's name Contact person contacts Case no.: (e.g.: 1/3; 2/3; 3/3) All packages must be marked with the name of the Congress "FECAVA2018", with the name of the sponsor/exhibitor/advertiser and with the contacts of the appropriate person in case of problems. The total number of Congress delegate bag inserts you should consider is 1,000. Inserts into Congress bags can be divided between different participation groups. Inserts about prescription medicines will be placed only in those bags that are given to veterinarians. If a Company wants to provide different inserts for different participation groups, the ratio of veterinarians and others will be determined on April 15. Please mention on the package: NO COMMERCIAL VALUE. THESE GOODS ARE FOR FREE DISTRIBUTION DURING THE EXHIBITION. Materials or goods from outside the EU with a declared value over EUR are a subject to Customs. The sender must order customs declarations and clearance from the shipping company and pay the appropriate taxes

10 DESIGN MATERIALS Advertisement in the programme book Adding advertisement to the programme book is a paid-for option and an option for sponsors. The design of the advertisement has to be sent to the Exhibition Manager by APRIL 30, It is allowed to advertise prescription drugs in the programme book that will be given to licenced veterinarians. The Exhibitor/Sponsor is entitled to produce another advertisement for the programme book that will be given to other participants (students, nurses etc.). Information for the graphic designer - Min resolution for photos 250 dpi - Composite PDF files with CMYK or CMYK and spot colours - Convert font to curves - Format B5 170x240mm PAGE 170x240mm active information area (logos, text etc) full page 140x210mm active area half page 140x110mm bleed 5 mm

11