This Exhibitor Services Manual contains important information and is designed to assist you in preparing for the EPA 2019 Exhibition.

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2 Exhibitors Technical Manual Dear Exhibitor: This Exhibitor Services Manual contains important information and is designed to assist you in preparing for the EPA 2019 Exhibition. The Exhibition will be held in conjunction with the 27th EPA 2019 Congress which will take place in Warsaw, Poland, 6-9 April The floor plan has been designed to maximize the exhibitor s exposure to the delegates with lunch, coffee breaks, and Cyber Café taking place in the Exhibition area. Please read all of the information in this manual. It will take you very little time now and could save you a great deal of time later. Please forward this manual to everyone who is working on this project, including your stand builder, as it contains useful information about the Congress. For your convenience, the manual has been divided into sections: Section 1: Section 2: Section 3: Section 4: Section 5: Section 6: Section 7: General Information Exhibition Floor Plan, List of Exhibitors Exhibition Services Technical Information Official Contractors Delivery Regulations and Instructions Order Forms Please do not hesitate to contact us for further information or assistance. We look forward to welcoming you in Warsaw and wish you a successful Congress and Exhibition. Best Regards, ELIANNE BARAN GANOT Global Manager, Exhibitions E: eganach@kenes.com T: Ext 921 M:

3 Table of Contents Section 1: General Information Congress Secretariat Exhibition Contact Registration & Hotel Accommodation Sponsorship and Exhibition Sales Contact Venue Address Website Important Details Exhibition Timetable At-a-Glance Smoking Section 2: Exhibition Floor Plan, List of Exhibitors Exhibition Floor Plan List of Exhibitors Section 3: Exhibition Services Exhibitors Badges Service Passes On Site Exhibition Management Desk Section 4: Technical information Stand Design Floor Build-up Height Ceiling Hangings Electricity and Electrical Installations Internet Security Waste Removal Freight Elevators Hostesses Flowers and Plants Loading Bay Parking Rules and Regulations 3

4 Section 5: Official Contractors Stand Fittings Catering Services Hostess services Electricity, Storage, Cleaning Services, Internet, Plants & Floral arrangements Freight Handling & Customs Clearance Section 6: Delivery Regulations and Instructions Section 7: Order Forms Fascia Badges Constructor s Order Forms and Catalogue 4

5 Section 1: GENERAL INFORMATION Congress Secretariat Kenes Group Rue François-Versonnex Geneva, Switzerland Tel: reg_epa19@kenes.com Dates Saturday, April 6 Tuesday, April 9, 2019 Exhibition Manager Mrs. Elianne Baran Ganot Tel: Ext: 921 Mobile: eganach@kenes.com Registration Ms. Anna Stoycheva Tel: ext.: astoycheva@kenes.com Sponsorship and Exhibition Sales Contact Ms. Maya Ravinsky Tel: Maya.ravinsky@europsy.net Venue Address WARSAW EXPO XXI Prądzyńskiego 12/14, Warszawa, Poland Venue Ms. Karolina Łezki Tel: Mobile: karolina.lezki@expoxxi.pl Venue Website: Website For updated information regarding the Congress, please visit the website: 5

6 Exhibition Timetable at-a-glance Set-up-only for Stands 50 sq. meters or larger Set-up- for all Stands Set-up- for all Stands Thursday, April 4 12:00 20:00 Friday, April 5 08:00 20:00 Saturday, April 6 08:00-20:00 Exhibition Opening Hours Sunday, April 7 09:00 17:00 Monday, April 8 09:00 17:00 Tuesday, April 9 09:00 17:00 Dismantling / Breakdown Tuesday, April 9 ** 17:00-23:30 Please note that all exhibitors should be in their booth 30 minutes before the official opening hour. **Dismantling of the stands before the official hour is not permitted. Empty crates and packaging material must be removed after set-up and no later than Saturday, April 6, 2019 at 16:00. All aisles must be clear of exhibits and packaging materials to enable cleaning. Any equipment display aid or other material left behind on Tuesday, April 9, 2019 after 23:30 will be considered discarded and abandoned. Please note: It is the exhibitor s responsibility to dispose of all materials after dismantling. Any charges incurred for waste removal will be sent to the exhibitor. 6

7 Section 2: Exhibition Floor Plan, List of Exhibitors 7

8 List of Exhibitors (as of December 2018) Size in Company Booth # Layout sqm Adamed 21 9 Shell Apotex Polska 30 9 Shell Braisway space Gedeon Richter and Recordai space Neurim Pharmaceuticals space SAGE heraputics space Wisepress TBA 12 space 8

9 Exhibition Related Table Action Item Deadline Contact Person Hotel Reservation for Staff As soon as possible Mrs. Elda Hehle Company profile As soon as possible Designed Stand Approval February 25, 2019 Text for Fascia (Shell Scheme stands only) February 25, 2019 Lead Retrieval Wireless Barcode Reader February 25, 2019 Badge Order *Available only after February 25, 2019 submitting company profile Action Item Deadline Furniture Rental March 15, 2019 Shell Scheme Extras March 8, 2019 Graphics/Signage March 8, 2019 Via Kenes Exhibitor s Portal: SEG Mr. Ivaylo Alexiev T: M: ivoal@seg.live Website: ** Any order received after the official deadlines a 25% surcharge will apply to all services. Stand Cleaning March 8, 2019 Electricity March 8, 2019 Telecommunications (Internet, Wi-Fi, Laptop, Desktop) February 25, 2019 Exhibition Manager Mrs. Elianne Baran Ganach T: Ext: 921 M: eganach@kenes.com Catering As soon as possible Mrs. Małgorzata Bronowska T: , T: malgorzata.bronowska@belvedere.com.pl Website: Delivery Deadline Please contact for Door to Door Shipments instructions Airfreight Shipments - Arrival to Please contact for Mrs. Zehavit Akerman recommended airport instructions akerman@merkur-expo.com No later than Friday, March Shipment via Germany Warehouse 29 at 12:00 Exhibition goods - Direct Deliveries to Thursday April 4, 2019 Congress Venue ** Any order received after the official deadlines a 25% surcharge will apply to all services. 9

10 Section 3: Exhibition Services Exhibitor Badges All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name. Individual participant names will not appear on badges in order that they may be used interchangeably between staff members. Exhibitor badges will be given as per your contract. Two exhibitor badges will be given for the first 9 sqm booked and 1 additional badge for each 9 sqm after. Any additional exhibitor s badges will be charged an exhibitor registration fee of EUR 240(each for preadvanced orders. Companies can purchase a maximum number of exhibitor registrations as follows: Stands of up to 60sqm - 15 exhibitor registrations Stands larger than 60sqm - 25 exhibitor registrations The Exhibitors badges allow access to the exhibition area, Lunch, refreshments and Welcome Reception. Additional Exhibitor badges can be ordered online via the Exhibitor's Portal: Deadline: Monday, 25th February *Please make sure that your Company Profile has been submitted before placing an order Each exhibitor will be contacted with login details to access the Exhibitor s Portal. All personnel are required to wear badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Company name badges are for the use of company personnel for stand manning purposes and should not be used by companies to bring visitors to the Exhibition. Exhibitor badges will not be mailed in advance and may be collected from the onsite registration desk. Service Passes Stand contractors and staff must wear service passes during the entire set-up and dismantling period. Service Passes are free of charge and may be collected from the Exhibition Manager s Desk on-site. On Site Exhibition Manager s Desk The Exhibition Manager Desk will be open throughout the Exhibition set-up, opening and dismantling period. The desk will be located within the Exhibition area. Prior to this time, if you have any queries regarding your participation at EPA 2019, please feel free to contact the Exhibition Manager: Mrs. Elianne Baran Ganot Tel: Ext921 eganach@kenes.com 10

11 K-Lead Application - Barcode Scanner Application Lead Retrieval systems are a helpful tool for receiving participants contact information when they visit your stand. The information obtained by lead retrieval system enables Exhibitors to enhance their database by securing valuable leads for further marketing and communication. We are pleased to offer you the K-Lead Application: exhibitors can download the K-Lead app onto their own smart phone or tablet and transform their device into an instant, easy lead retrieval system and capture participants' full contact information with a quick scan of their badge. The advantages of the K-Lead application: Effortless process using registration badge barcode. Allows to immediately view the leads information. Ability to insert exhibitor's comments for each lead. Application is available for download from Apple store or Google play: "Kenes K-Lead App". Cost per unit EUR 400 (Additional 4% service charge will be added for payments by credit card) The Application should be installed on your company/personal device. Operational information will be sent on request. Please Note: In light of the new data protection regulation recently enacted in Europe, Kenes Group has updated its privacy policy. You can view our updated privacy notice here. Kenes will not share delegate s personal data with third parties without their consent. Please note that similarly to sharing a business card, presenting delegate badge for scanning at exhibition booths or industry symposia constitutes an expression of consent to share their personal details with the company that is scanning their badge so that it may contact them in the future. Barcodes on delegate s badges contain contact information as supplied by the delegate or the agency responsible for the registration process of the delegate. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details. In addition, please note that neither Kenes Group nor the Organising Committee is responsible for the content of the information. To order K-Lead Application please access the Exhibitor's Portal Deadline: Monday, 25th February

12 Section 4: Technical Information Shell Schemes, that have been pre-booked from Kenes, include: standard Shell Scheme System Fascia standard lettering 1 Light Clip for each 3sqm Carpet ** Stand package hire does not include furniture, Electricity and Stand Cleaning *Actual panel size: 1000 mm wide x 2500 mm high *Visible panel size: 950 mm wide x 2380 mm high Stand Package does not include: Stand cleaning Electricity Special offer: you may book furniture and electrical package at a special price 220+VAT The package includes: 1 skirted table 2 chairs 1 waste bin 500W electrical connection Please contact the Exhibition Manager: Ms. Elianne Baran Ganot at eganach@kenes.com If you require additional furniture or services for your stand, please refer online web shop at: 12

13 All basic shell scheme booths will be designed and built by the official stand contractor. All booths are on rental basis. Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment (e.g. spotlights) within the booth should indicate clearly on the location plan and forward it together with clear instructions to the official stand contractor. No additional booth-fitting or display may be attached to the standard booth structure. No free-standing booth-fitting or display(s) may exceed a height of 2.5 meters or extend beyond the boundaries of the site allocated. This includes company names, advertising materials and logos provided by the exhibitor No tape, nail or fixture of any kind allowed to be affixed to the partitions, floor, ceiling or fascia. Exhibitors are liable to any damage caused to their booth fixtures, fittings at the Congress. All electricity power points installed are for machine use only, not for lighting. If the exhibitors or nonofficial contractors bring their own lighting devices for booth, they must submit all lighting distribution details and pay the light connection charges to the official stand contractor. Fascia Sign *7 characters, including spaces, may be written on your fascia for everyone meter of fascia length. Please submit your fascia order by February 25, 2019 and submit your design/facia on the Exhibitors Portal: Each exhibitor will be contacted with login details to access the Exhibitor s Portal. If text for your fascia is not received by this date, we will provide you with a fascia title as per your application form. If you wish to print your logo on the board, instead of the name or in addition to the name, this can be ordered at additional cost via the official contractor. 13

14 For Space only booths Stand Design Exhibitors using independent contractors are required to submit the following for the organizer approval: 1. A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed stand to be built. 2. Utility connections: electrical, gas, air, water and drainage - a list of all appliances. 3. The name and contact details of their construction company. Please submit the files through the Kenes Exhibitor s Portal: Each exhibitor will be contacted with login details to access the Exhibitor s Portal. Deadline: Monday, 25th February 2019 All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining stands, or damaging the premises. Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Construction finish must be perfect in all the stand s visible areas, including rear sides. Please note that if your booth has a platform higher than 4.5 cm, you are required to provide a ramp for handicapped access. Advertising on the boundary with other stands is prohibited. Multilevel structures are not permitted. The Build-Up Height for the top of all elements in the stands is 5 meters. Any part facing neighboring stands that is above 2.50 m in height needs to be designed with neutral surfaces (white or grey). Ceiling Rigging is permitted upon approval through the organizer. The Organizers will not approve stands that do not comply with the accepted standards until the necessary changes have been made. Work cannot commence until the exhibitor s layout is approved by the Organizers. The Organizers will not approve stands that do not comply with the accepted standards, until the necessary changes have been made. 14

15 Technical details for all stands Types Technical Details Floor Finish: Marble Tiles Wall finish: Aluminum Walls Maximum floor load: hall kilograms per 1sqm Electricity and Electrical installations Electrical box is reserved exclusively for SEG, (Mr. Ivaylo Alexiev ivoal@seg.live), This section in the web shop will be available from January 20 th According to the regulations, the electrical installations for the exhibition will only be connected to the power supply after being checked and approved by the official contractor. To ensure maximum safety, all electrical connections to power supply can only be carried by the official contractor. Important: The daily power to the booths will be switched on 30 minutes before the Exhibition s opening, and will be switched off 15 minutes after closing time. Ceiling Hangings Ceiling Rigging is permitted upon approval through the organizer. Mrs. Elianne Baran Ganot T: Ext: 921 M: eganach@kenes.com please refer to the ringing plans in the end of this manual. **all Ceiling Rigging plans should be submitted via the Exhibitor Portal. *** *additional cost applies for rigging points Cleaning Cleaning services are reserved exclusively for the SEG, (Mr. Ivaylo Alexiev ivoal@seg.live) which is in charge of cleaning the aisles and communal areas of the exhibition spaces. For ordering daily stand cleaning, please refer to the order forms at the end of this manual. This section in the web shop will be available from January 20 th Waste Removal Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. Any discarded waste, including promotional material, left behind will be removed by the organizers at the expense of the exhibitor concerned. Furniture rental If you would like to rent furniture, please fill out the order form at SEG online web shop. Web shop: (Mr. Ivaylo Alexiev ivoal@seg.live). Hostesses If you wish to order hostess services for your booth, please contact Creative Agency Mrs. Patrycja Juraszus (+48) , kontakt@creative-agency.pl Catering Catering and the sale of all food and drinks on site are reserved exclusively for WARSAW EXPO XXI. If you wish to order Catering services for your booth, please contact: kontakt@creative-agency.pl 15

16 Internet and WIFI A free Wi Fi access will be provided to all visitors, suitable for basic web browsing. However, this is a public connection and For additional information, please contact the Exhibition Manager eganach@kenes.com Should you require an internet connection for any product demonstrations on your exhibition stand, we recommend ordering a wireless or wired connection, at an extra cost, to guarantee a high quality service inclusive of technical support. Exhibitors who wish to order internet connection to their booth please contact the Exhibition Manager eganach@kenes.com *Privat Wi-Fi networking in your booth is not allowed. Accommodation Kenes International is offering exhibitors specially reduced rates for various hotels around the meeting venue. Information, pictures, location and rates are available on the hotel accommodation page: or us to: booking@kenes.com You may also book a room online thought above link. For group booking (10 rooms and more) please contact Mrs. Elda Hehle ehehle@kenes.com. Different payment and cancellation conditions apply. Security The Organizers will provide security guard services in the exhibition hall during closing hours. Neither the venue nor the organizers can accept responsibility for security of the stands and their contents or damage to or theft of any good. Exhibitors are responsible for the security of their stand and equipment. If you wish to order individual stand security, please contact the Exhibition Manager eganach@kenes.com. Storage The WARSAW EXPO XXI has no storage facilities for empty containers and other materials required for the Exhibition. Excess stock, literature, or packing cases may not be stored on, around, or behind stands unless contained within a lockable storeroom, doors to which must have a vision panel. The venue does not have any storage facility for materials left on-site outside of tenancy times. Any materials/items left at the end of the tenancy will be thrown away and a charge made to the individual Exhibitor/contractor concerned. If an additional storage is needed, please contact the Exhibition Manager eganach@kenes.com. Parking A public parking for private cares is surrounding the venue and available in cost 3 PLN per hour. 16

17 RULES AND REGULATIONS - Binding for all exhibitors and their subcontractors Build-Up & Dismantling Period During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol and drugs. Children/Animals No person under the age of 16 years can be admitted to the Exhibition, either during Build Up, Open Days or Breakdown. This rule also applies to Exhibitors children and must be rigidly enforced to comply with the safety regulations of the exhibition. It is also not permitted to bring animals into Venue. Damage to the Building Exhibitors are liable for all damage caused to floors, walls, and pillars during the installation, exhibition, and dismantling periods. No adhesive stickers and fixtures of any kind are allowed on floors, walls, and pillars. Disposal of Material It is obligatory to collect and dispose of all material during the build-up or dismantling of the event. When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind and any costs incurred by the venue in removing this property will be charged to the exhibitor. Fire Regulations Stand material and fittings must be of non-flammable materials or impregnated with fire-retardant chemicals. As a general rule, easily inflammable synthetic substances, foam polyester, and non-fireproof straw and reeds are prohibited. Fire Insurance (compulsory) Exhibitors must be insured against fire. Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein. Hanging of Posters, Banners etc. Hanging of posters, banners or decals, stickers or similar things, on the walls, floors, ceilings, or columns within or outside the installations of the venue are not allowed without a prior written authorization. Insurance (compulsory) While every reasonable precaution will be taken to protect the Exhibitors property while on display at the Exhibition, it must be clearly understood that the management of the WARSAW EXPO XXI, the Organizers, and the Official Contractors can accept NO liability for any loss or damage sustained. You are also responsible for insuring against any legal liability incurred in respect to injury or damage to property belonging to third parties. In addition to this, you should protect your expenditure against Abandonment and Cancellation or curtailment of the event due to reasons beyond our control. Please ensure that you have adequate insurance cover for the duration of the event. 17

18 Liability Companies are responsible for all damage to property and for any loss or injury caused by them or their agents or employees and will indemnify the Organizers against all claims and expenses arising there from. In the event of it being necessary for any reason whatsoever for the Exhibition to be abandoned, postponed, or altered in any way, whole or part, or if the Organizers find it necessary to change the dates of the Exhibition, the Organizers shall not be liable for any expenditure, damage or loss incurred in connection with the Exhibition. The Organizers shall further not be liable for any loss which the Exhibition or Exhibition Contractors may incur owing to the intervention of any authority which prevents or restricts the use of the venue or any part thereof in any matter whatsoever. Promotional Activities All demonstrations or instructional activities must be confined to the limits of the exhibition stand. Advertising material and signs may not be distributed or displayed outside the exhibitor s stands. Sound equipment must be regulated and directed into the stand so that it does not disturb neighbouring exhibits. Exhibition Management reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable. Special Effects Special effects lighting, live music, smoke and laser projection may not be used in the stands. No permission will be given for projection in the aisles or on the walls of the hall. 18

19 Section 5: official contractors Stand construction \ Additional Stand Fittings \ Furniture Rental \ Graphics and signage Cleaning Services \ Electricity SEG Mr. Ivaylo Alexiev T: M: ivoal@seg.live Website: Security \ Telecommunications & Internet\Rigging Mrs. Elianne Baran Ganot T: Ext: 921 M: eganach@kenes.com Hostess Creative Agency Patrycja Juraszus T: kontakt@creative-agency.pl Website Catering Services Mrs. Beata Bronowicz T: beata.bronowicz@belvedere.com.pl Website: Freight Handling & Customs Clearance Agent Merkur Mrs. Zehavit Akerman T: T: M: akerman@merkur-expo.com 19

20 Section 6: Delivery Regulations and Instructions Please note that the Shipping Instruction includes the following information : Shipping Instructions Tariff Material Handling Form Labels Delivery & Logistic Services Merkur Ltd. has been appointed the official forwarding agent and clearance agent for this Congress and offers the following services: customs clearance, delivery to the stand, freight forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates, transportation to and from the Exhibition hall. For security, insurance, and efficiency reasons, Merkur is the sole official agent to handle cargo inside the venue. Stand builders are prohibited from using trolleys during set-up and dismantling periods. Kindly note that the Official Agent is the exclusive agent for move in and move out of the venue. Exhibitors and stand builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with the official logistics agent. Insurance of Goods All cargo should be insured from point of origin. Exhibition Goods Insert and Display Materials Please note that all materials entering the venue incur a handling charge. This includes materials for inserts to the Congress bags and display. In order to receive a price quote for handling and to assure arrival of your materials, please be sure to complete the Pre-Advise form included in the shipping instructions. Please Note: All advanced shipments and deliveries to the Merkur warehouse, including by courier, must be coordinated with Merkur. In order to assure receipt of sent materials, Merkur, must receive the Pre-Advise form found at the end of this manual. Please complete this form and return it to Zehavit Akerman: akerman@merkur-expo.com. You will then receive confirmation of your material arrival. Customs Clearance Merkur Ltd. Ms. Zehavit Akerman Tel: Tel: Mobile: akerman@merkur-expo.com 20

21 Date: 28/10/2019 Dear Exhibitor/Stand Builder, MERKUR Expo Logistics GMBH is the official handling agent for KENES congresses in We are a full door to door service company and sole on-site logistics contractor. As such, we are pleased to update you regarding the services and guidance as how we dispatch shipments to the event. Onsite Handling Due to security, insurance and organizer policy, MERKUR is the exclusive handler inside the venue. No other company is permitted to handle cargo within the venue. Please note that companies, stand builders & PR companies may make their own arrangements to deliver and retrieve goods directly to the warehouse / venue entrance. Contact Details MERKUR EXPO LOGISTICS GMBH Contact: Ms. Zehavit Akerman Mobile: akerman@merkur-expo.com Please note these important dates: Door to door Airfreight Shipments Service Deadline For this service please contact MERKUR For this service please contact MERKUR Shipment via German advance Warehouse Exhibition goods - Direct Deliveries to Congress Venue Move out dismantling No later than Friday, March 29 at 12:00 Thursday April 4, 2019 Tuesday April 9, 2019

22 Shipment Categories Shipment Categories All shipments must be packed, labeled and sent according to the appropriate category (see below). Please use only the attached labels. Please do not mix different types of shipments in one box. Categories: (1) Insert-for participant bags (2) Marketing and display (3) Exhibition goods-for exhibition stand only Services, Delivery Address and Shipping Instructions 1. Door to Door Shipment We offer companies consolidated trucking services from starting point to venue as part of consolidated international shipments for the congress. This will assist in reducing costs and ensuring timely delivery. 2. Air freight shipment Please contact MERKUR for time table, shipping instructions and labels. 3. Shipment via Germany advance warehouse Warehouse Address: Merkur Expo Logistics GmbH C/O Schmitt Peterslahr A U F DE M HÖHCHEN Oberhonnefeld Germany Dirk Dewald: / EPA 2019 / Exhibitor's name 4. Direct Deliveries to Congress Venue WARSAW EXPO XXI Prądzyńskiego 12/14, Warszawa, Poland Domestic Cargo / Courier Shipments Entry to the loading area is subject to confirmed time slot & pre alert. Trucks access to the exhibition loading area Please note that each truck from 7.5 ton will be charges registration fee ( ) Free for trucks using the official agent for unloading loading.

23 Courier Shipments Customs cleared only It is not recomand to use a courrier service especially for an non-european shipment. All courier shipments are totally beyond our control so we cannot be responsible for any delay / problem if they cannot be released from the local customs and / or are delay in delivery. In case of sending a courier shipment, please be sure to send us a pre-advise with the full details of the shipment: courier company, number of pieces and tracking number, invoice and packing list.. All Courier shipments must be send on DDP terms ( Delivery duty paid ). Please contact MERKUR for shipping labels to each of the categories. Dangerous Cargo Exhibitors need to complete a special form for dangerous goods. These forms will be provided upon request and the completed forms should reach us before shipment is dispatched. There will be surcharge of 100% for handling this kind of shipment. Insurance All goods must be fully insured with all risk coverage. Insurance can be provided upon request. We regret that we can take no responsibility for goods after delivery to the exhibitors stand regardless if the exhibitor is present or not. Heavy & Oversized Shipments A heavy and oversized shipment applies to any single exhibit in excess of 1000 kg and 5 CBM that requires the use of a forklift mobile crane for installation. Exhibitors with heavy and oversized exhibits must inform us at least seven days prior to delivery. A detailed layout should also be provided to better assist our onsite operations. Payment Terms In order to ensure move in/out of your shipment/s, please complete and sign the attached Material Handling form/payment confirmation and return it to our attention. Please note that your signature will be used as payment guarantee based on the general tariff. Please notify Merkur immediately about any requirements relating to invoices. All invoices must be settled by exhibitors/contractors and agents in advance of the congress. In case of nonpayment of invoices, shipments will be held in storage until the invoices are paid in full. Any services not outlined in the attached tariff will be quoted on an individual basis. Terms and conditions All orders are accepted exclusively on the basis of the local & German forwarders terms and conditions (ADSp). MERKUR team wish you a successful experience!

24 DATE: Dear Exhibitor / Stand Builder / PR Company, Please return the below form fully filled in to HERMES zehavitak@hermes-exhibitions.com Congress name Exhibitor name Stand # Pre advise - Material handling form Shipment information Door to Door Service requested Germany Advance Warehouse Direct to Venue Shipper's name E mail address Tel # Purchase order # Truck size Courier tracking # Airway bill number (AWB #) Number of pieces Weight in Kg CBM

25 Billing details This is to confirm that the payment for handling the above cargo will be Covered by our company. Company details VAT No. Phone Address For payment by credit card please approach MERKUR.

26 HANDLING RATES WARSAW 2019 Inbound / out bound 1. Air Freight - via airport From free arrival airport up to free delivered booth including: Transfer from airport to the warehouse Transfer from warehouse to the show site Delivery to the booth Minimum per shipment Up to 250 kg 2.05 / Kg Up to 500 kg 1.55 / Kg Up to 1000 kg 1.40 / kg Above 1000 kg each additional kg 1.35 / Kg Airport taxes, storage, fees etc. will be calculated as per outlay Min Outlay fees + 10% for pre payment. 2. Handling via Warehouse From free arrival advance warehouse up to free delivered booth including: Intermediate storage Shipment up to 50 kg Min Per 100 Kg or part off 36,50 3. Direct Delivery to Venue 3.1 From free arrival venue up to free delivered stand, first time spotted: Shipment up to 50 kg Min Per 100 Kg or part off 26,50 Truck 7.5t Truck 13.6 M 1, Truck Registration & Time Slot Management Fees Truck 7.5t Truck 13.6 M Customs Formalities Carnet ATA Temporary importation under ATA Carnet Temporary Importation Temporary importation and/or re-exportation With commercial invoice / Carnet Customs bond fee 2.5% CIF Value Min Transit document (T-1)

27 Permanent Importation Per shipment / per document / per exhibitor Duties & Taxes as per outlay. Fees for an advanced payment of duty & tax + 10% for pre payment Use of customs broker import tax registration Customs inspection Special Clearances Food, beverages, pharmaceuticals etc. Available upon request 5. Other Charges Handling of empties / CBM (Min 2 CBM) Full goods storage / CBM (Min 2 CBM) Forwarding commission - per order / shipment On-site representative for service / support Outbound Handling Charges The same rates will apply for outbound services. Insurance It is the shipper / exhibitor responsibility to have comprehensive insurance coverage whilst in transit storage and onsite for the duration of the exhibition and return. We will not accept any responsibility for loss or damage of the exhibitor's equipment. Please Note: 1 CBM= 333 KG, 1 LDM =4 CBM Air freight 1CBM = 167 KG The above rates do not include local VAT that will be charged where applicable. The above rates are for services provided from Mon Fri, 08:00 17:00 Overtime surcharge (17:00 22:00) additional 35% on total move in/out charges. Overtime surcharge (22:00 08:00) additional 100% on total move in/out charges. Saturday Sunday & Holidays additional 100 % on total move in/out charges

28 EXHIBITION GOODS For the Exhibitor's Stand Only Direct to Venue Exhibitor Name Stand/Booth Number Contact Person Mobile Phone WARSAW EXPO XXI Prądzyńskiego 12/14, Warszawa, Poland FOR: EPA WARSAW - POLAND Box No. of

29 EXHIBITION GOODS Via Germany Warehouse Domestic Cargo / Courier Shipments Exhibitor or Company Name Stand/Booth No. Contact Person Mobile Phone Merkur Expo Logistics GmbH C/O Schmitt Peterslahr A U F DE M HÖHCHEN Oberhonnefeld, Germany Dirk Dewald: / For : EPA WARSAW - POLAND Box No. of

30 EXHIBITION GOODS For the Exhibitor's Stand Only Air Freight Shipments Exhibitor Name Stand/Booth Number Contact Person Mobile Phone Merkur Expo Logistics GmbH Eschborn Germany Tel: Att: Mr. Bernd Blum For EPA WARSAW - POLAND Box No. of

31 Section 6: Order Forms & EPA CONTRACTOR S Manual The following orders are to be filled and submitted through the Kenes Exhibitors Portal: Each exhibitor will be contacted with login details to access the Kenes Exhibitor s Portal. Company Profile Exhibitor Badges Fascia for Shell Scheme Stand only Stand design and full details of Construction Company for Space only stands Lead Retrieval Wireless Barcode Reader (K-Lead App, Mini Scanner) Deadline: Monday, 25th February If you require any additional services which do not appear in this manual, please contact: Mrs. Elianne Baran Ganot Tel: ext. 921 Fax: eganach@kenes.com 21

32 Authorization for Credit Card Charges Dear Sirs, In order to charge your credit card and in accordance with the security measures taken by credit card companies please fill in the following form in your own handwriting and sign. Name of Company: We authorize Kenes International Organizers of Congresses to make the charge of EURO for fees for Congress: (Site & dates of the congress: ) Credit Card details to be charged: ) Number: ) Expiration date: ) Name of Card holder: ) Address: (as per Credit card records): ) Telephone number: ) Security digits (on the back of the credit card): ) Date: : ) SIGNATURE of Card holder: : ) 22

33 THE RULES AND REGULATIONS OF WARSAW EXPO XXI CENTRE INTRODUCTION The terms used in the Rules and Regulations of Warsaw EXPO XXI Centre, further called the Rules and Regulations, have their meaning specified in the Lease Agreement as well as in the General Lease Conditions or they are defined below: Warsaw EXPO XXI Centre Event Project Manager Client Lessee Participant refers to the exhibition and conference facility comprised of the following: a) Hall No. 1 - with an area of 5250 m², b) The ground floor of Hall No. 2 - with an area of 1050 m², c) Hall No. 3 - with an area of 3600 m², d) 3 conference rooms in Hall 2 with an area of: A m 2, B m 2, C m², e) Hall No. 4 - with an area of 3600 m², f) 1 conference room in Hall 4 with an area of: D m 2, g) open space - with an area of 2200 m², h) office space, service space and auxiliary space related with conducting business activity; located in Warsaw at Prądzyńskiego 12/14 street and Bema 60 street (Hall 4) means: a fair, auction, product presentation, symposium, congress, concert or banquet, ball or other similar event on the grounds of the Warsaw EXPO XXI Centre. employee of the Lessor responsible for contacts with the Lessee as well as for Event service. means the Lessee as well as any dependent persons and entities providing services or performing tasks ordered by the Lessee or remaining on the Warsaw EXPO XXI Centre area on the Lessee s request or at his, even if only tacit, approval, or in relation with the Event organized by him or in relation with the activity conducted by him. a physical person, legal or other entity to whom the Lessor EXPO XXI leases the Subject of the Lease on the Real Estate area or grants usage on the basis of another legal title for the needs of organization of an Event or for other purposes established by the Lease Agreement. a company, organization, institution or physical person who is a participant under any title in the Event organized by the Lessee. Rules and Regulations of Warsaw EXPO XXI Centre 1 of 11

34 Lessor means Warszawskie Centrum EXPO XXI sp. z o.o. with its registered seat in Warsaw, which is the user and the administrator of the exhibition and conference object Warsaw EXPO XXI Centre, located in Warsaw at Prądzyńskiego 12/14 street and Bema 60 street. 1. GENERAL PROVISIONS 1.1. The provisions of the Rules and Regulations bind the Clients, in particular the Lessee of the area of Warsaw EXPO XXI Centre, and all persons being present on the area of Warsaw EXPO XXI Centre The provisions of the Rules and Regulations which concerns the Lessee also apply to entities persons acting at their request (persons performing services of the exhibits, conducting construction, specialized works, etc.) By virtue of the Lease Agreement, the Lessee adopts the obligation to strictly abide by the security, fire and sanitary regulations during the Period of Lease, to familiarize the Clients with regulations binding on the area of Warsaw EXPO XXI Centre as well as to assure realization of the following obligations. 2. ORGANIZATIONAL PROVISIONS 2.1. WARSAW EXPO XXI CENTRE WORKING HOURS Warsaw EXPO XXI Centre is open between 09:00 until 18:00 on business days, excluding time of Events During assembly and dismantling of the Event on the area of Halls and on the Open Area, works shall take place between 8:00 until 22: During the Event in the Halls and Open Area between 9:00 until 18: In justified cases, the opening hours may change. However, always after the prior request and approval of the Project Manager Extension of Warsaw EXPO XXI Centre working hours is connected with a fee for the running the facility, which is defined by the Lessor SECURING THE AREA AND THE PRINCIPLES OF RESPONSIBILITY The area and the buildings are secured by the Warsaw EXPO XXI Centre security services and security companies working exclusively in cooperation with the EXPO XXI Centre The Lessee is responsible for protection and security of the Event during the entire Period of the Lease in such a manner that it places the obligation of individual insurance for individual Participants During the Lease Period the Lessee as well as the Clients and their employees are obliged to carry ID badges which allow them enter the facility. The ID badges are prepared by the Lessee The Lessor is not liable for the following damages: loss, decrease, damage or destruction of the exhibits and other things owned by the Lessee or the Clients The Lessee is responsible for any damage or loss which occurred due to the improper use of the Subject of the Lease. Rules and Regulations of Warsaw EXPO XXI Centre 2 of 11

35 2.3. WORK ORGANIZATION DURING THE EVENTS At written order of the Lessee, the Project Manager organizes the works and services rendered by the Lessor as stated in the Lease Agreement. At least 30 days before the commencement of the Lease Period the EXPO XXI Technical Director approves the initial plan and the type of construction design, electrical connection, details related with organization of the Event and other matters If needed are unusual services, higher power connections, or the presentations requiring special permission and other individual orders, the Lessee should notify of them the Project Manager as early as possible. Delayed notification of the request for such services may result in such requests not being met The Lessee is obliged, no later than 14 days before the installation, to present for approval of the EXPO XXI Technical Director the relevant documents connected with the Event in 2 copies, in particular: Schedule of the assembly preparatory works before the Event The architectural design of the construction for the Subject of the Lease, approved by the person or entity owning the relevant qualifications in fire safety In the case of the Event being fair or similar event, a list of the participating companies with the following information: the name and stand number, number of square meters for each stand, name of the company constructing the stand Electrical installation design, indicating the required power and location of the three-phase equipment, location of special lines and teletechnical equipment Water and sewage installation design Relevant certificates and attestations on the non-flammability of the materials used for the construction of the stands, if they use the services of companies, with whom The lessee has not signed a cooperation contract Samples of the ID badges used for the duration of the Event Schedule of the transport logistics and loading / unloading works Technical and organizational conditions for constructing the stands: If the Lessee constructs the stand for the Event themselves or subcontracts a company, with whom the Lessor does not have a cooperation agreement, they are obliged to obtain the consent of the Lessor to carry out the construction During the assembly and dismantling works in the area of his own stand, the Lessee / Client is authorized to carry out only the necessary assembly works as well as the final retouching. Basic works (carpentry, painting, etc.) connected with the preparation of the stands or exhibits may not be carried out. Welding, wood, plaster polishing and any other dust inducing works are specifically forbidden In the case the Lessee or the Client violates point of the Rules and Regulations, the Lessor is authorized to cease the assembly of the stand. Rules and Regulations of Warsaw EXPO XXI Centre 3 of 11

36 The exhibition stands together with the equipment and exhibits as well as advertisement displays must be set-up in such a way as not to create danger to public safety and order, in particular to the lives and health of persons present on Warsaw EXPO XXI Centre grounds During the assembly and dismantling, Lessee and the Clients themselves are not allowed to connect or disconnect power appliances to the EXPO XXI Centre (power network in media channels and in walls) The Lessee is obliged to carry out electrical works according to the plan approved by the EXPO XXI Technical Director. All connections may be carried out solely by the employees of the EXPO XXI Technical Director or by an authorized sub-contractor of the Lessor Construction elements, in particular: facia, banners, marquees, stand and exhibit description and trade-mark signs may not cross over the allocated exhibition space, block any passages and exits as well as the approved height of the construction Attaching stand elements, boards, flags, advertisements, decorations, etc. to Hall constructions (ceiling, walls, railings, balustrades, windows, etc.) is forbidden without the prior consent of the Lessor Before the opening of the Event the Lessee and the Participants must dispose of rubbish and empty packages from the stands and the surrounding areas left after assembly. In the event of nonperformance of the above cleaning works, the Lessor will order their removal at the risk and expense of the Lessee The Lessee is obliged to maintain daily tidiness for the duration of the Event. Cleaning should be done daily before opening or after closing the Event to visitors For the duration of the Event the Lessee must provide technical staff responsible for the efficient functioning of the constructed trade stands, decorations, equipment and other exhibition elements The Lessee should carry out assembly and dismantling works for the Event according to the previously approved architectural design of the construction and as well as with respect to safety regulations, in particular the fire protection regulation, in accordance with professional principles and in respect to Warsaw EXPO XXI interiors Lessee is obliged to enforce the following from the Clients: deliver the exhibits and auxiliary materials to the area of the Event and remove them after closing of the Event, prepare the stands, dismantle the stands within the period and time indicated in the Lease Agreement Loading and unloading goods: For safety and organizational reasons, loading, unloading and transport of goods as well the assembly and dismantling of construction on the grounds of the Rules and Regulations of Warsaw EXPO XXI Centre 4 of 11

37 Warsaw EXPO XXI Centre with the help of driveroperated vehicles and machinery such as cranes, forklift trucks, sky lifts, working platforms, etc. may be carried out solely by companies authorized by the Lessor, including the Lessee forwarding agent The use of mechanical equipment by companies other than those mentioned above must have the prior written approval of the Lessor, The exclusive right to use manual transport trucks, pallet lift trucks etc. on the grounds of the Warsaw EXPO XXI Centre have the following: exhibitors to service their own stands - to service their own stands, the Lessee to his own needs, companies authorized by the Lessor The same regulations apply to Open Area Dismantling the Event: The Lessee is obliged to complete the dismantling in accordance with the time agreed upon in the Lease Agreement The completion of works specifically includes the removal of the exhibits, construction elements, floor covering together with tapes and advertisements of the Event In case of exceeding the Lease Period, the Lessee shall be charged the costs of the extended operation of the Warsaw EXPO XXI Centre as well as the costs of removing the remaining elements of the Event The Lessee or the Client should possess the relevant customs clearance and transport documents for exhibits imported from abroad for the duration of the Event After completion of the disassembly, the Lessee is obliged to remove all elements of the stand, decorations and exhibition elements outside the grounds of the Warsaw EXPO XXI Centre. Additional fees for the removal and waste utilization will be calculated for elements of the stand, decorations and exhibition elements left after the disassembly of the stand TELECOMMUNICATION AND INFORMATION TECHNOLOGY SERVICES The order for telecommunication as well as information technology services should be sent through the Lessor or directly to the authorized supplier of telecommunication and information technology services The order should be submitted not later than 14 days before the Event. In case of exceeding this period, the service supplier is authorized to change the price of the services, in accordance with the information included in the order form The price of the services ordered through the Lessor shall be increased by a commission in the amount of 10% of the net value of the ordered services The order should include a completed and signed order form, prepared in accordance with the sample currently in force, as well as the plan with the precisely indicated areas of connections. Rules and Regulations of Warsaw EXPO XXI Centre 5 of 11