Please forward this manual to everyone who is working on this project, including your stand builder.

Transcription

1 EXHIBITORS TECHNICAL MANUAL

2 Dear Exhibitor, This Exhibitors Technical Manual contains important information designed to assist you in preparing for the 3 rd World Congress on Interventional Therapies for Type 2 Diabetes & DSS II Exhibition. Please read 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. The Exhibition will be held in conjunction with the 3rd World Congress on Interventional Therapies for Type 2 Diabetes & DSS II taking place on September 28-30, 2015 at the Park Plaza Westminster Bridge London, UK. Park Plaza Westminster Bridge London 200 Westminster Bridge Road SE1 7UT London United Kingdom The Exhibition floor plan can be found on page 8. A block of rooms have been reserved for congress participants and exhibitors at a discounted rate. Hotel reservations can be made via the congress website by clicking here. Please do not hesitate to contact me for further information or assistance. We look forward to welcoming you in London and wish you a successful Congress and Exhibition. Warm regards, MARC LAWRENCE Senior Meeting Planner 1

3 Table of Contents SECTION 1: Contact Information 3 Organizer Contacts Contractors Contacts SECTION 2: Timetables 5 Exhibition Timetable Registration Timetable SECTION 3: Deadlines Table 6 SECTION 4: Exhibition 7 List of Exhibitors Exhibition Floor Plan Booth Package SECTION 5: Technical Information 13 Hall Specifications Electricity Internet Security Booth Catering Booth Cleaning Loading / Unloading Parking Freight Delivery, Material Handling & Logistic Services Deliveries Direct to Venue Storage SECTION 6: Exhibitor Badges 19 Exhibitors Badges Order Form 20 SECTION 7: Lead Retrieval 21 Lead Retrieval Wireless Barcode Readers Order Form 23 SECTION 8: Rules & Regulations and General Information 24 General Congress Rules & Regulations Park Plaza Westminster Bridge London Rules & Regulations SECTION 9: Official Congress Contractor & Order Forms 28 SECTION 10: Shipping, Tariffs, Material Handling and Labels 29 Shipping Instructions Handling Rates and Tariffs Shipping Labels

4 SECTION 1: Contact Information Congress Organizer Kenes International 7, rue Francois-Versonnex C.P Geneva 6 Switzerland Tel: Fax: Website: Organizer Contacts Senior Meeting Planner Mr. Marc Lawrence Tel: Ext mlawrence@kenes.com Sponsorship & Exhibition Specialist Ms. Noa Freilich Pollack Tel: Ext nfreilich@kenes.com Registration Specialist Ms. Liat Shemer Tel: Ext lshemer@kenes.com Accommodation Specialist Ms. Teresa Casillas Seoane Tel: Ext tseoane@kenes.com 3

5 Contractors Contacts BOOTH CONSTRUCTION AND FITTINGS, TEXT FOR NAMEBOARD (SHELL SCHEME BOOTHS ONLY), FURNITURE HIRE, CARPET, EXHIBITORS SHOP, ELECTRICITY GES GES ServiCentre Tel: Fax: Web: CUSTOMS CLEARANCE, FREIGHT / MATERIAL HANDLING Hermes-Exhibition and Projects, Ltd. Ms. Zehavit Akerman Tel: Mobile: zehavitak@hermes-exhibitions.com AUDIO VISUAL Blitz Communications Ltd. Mr. Geoff Parker Tel: +44 (0) gparker@blitzcommunications.co.uk INTERNET Park Plaza Westminster Bridge London Ms. Aurelie Radureau Tel: aradureau@pphe.com STAND CLEANING Park Plaza Westminster Bridge London Ms. Aurelie Radureau Tel: aradureau@pphe.com EXHIBITOR CATERING Park Plaza Westminster Bridge London Ms. Aurelie Radureau Tel: aradureau@pphe.com SECURITY Park Plaza Westminster Bridge London Ms. Aurelie Radureau Tel: aradureau@pphe.com 4

6 SECTION 2: Timetables (subject to change) Exhibition Timetable Set up - Westminster Ballroom Pre-function Area Sunday, September 27, :00 22:00 Monday, September 28, 2015 Monday, September 28, 2015 Set up - Plaza Suites Exhibition hours Space Only Exhibitors 11:00 17:00 Shell Scheme Exhibitors 13:00 17:00 Westminster Ballroom Pre-function Area 09:30 21:00 Plaza Suites 18:00 21:00 Tuesday, September 29, :30 17:15 Wednesday, September 30, :30 15:00 Wednesday, September 30, 2015 Breakdown Westminster Ballroom Pre-function Area **15:30 21:30 Plaza Suites **17:30 21:30 **Booth dismantling before these hour is not permitted. Registration Timetable Monday, September 28, :00 20:30 Tuesday, September 29, :00 20:00 Wednesday, September 30, :30 15:00 An updated Timetable can be found on the congress website by clicking here. Welcome Reception: You are cordially invited to the Welcome Reception on Monday, September 28, 2015 at 20:00 in the Exhibition areas. Exhibitors are asked to please man their stands during the Welcome Reception in the Exhibition areas. Empty crates, containers and packaging material must be removed after set-up no later than 22:00 on Sunday, Sept 27, 2015 and 17:00 on Monday, Sept 28, 2015 All aisles must be clear of exhibits and packaging materials to enable cleaning. Exhibitors are responsible to organize unwanted trash during set up and dismantle into areas for disposal. Excessive trash removal costs may be imposed. Any equipment, display aid or other material left after 21:30 on Wednesday, Sept 30, 2015 will be considered discarded and abandoned. 5

7 SECTION 3: Deadlines Table Submission of Exhibition Forms Payment of Invoice Balance Deadlines (surcharge rates may apply after deadlines) As soon as possible Designed Stand Approval Monday, August 31, 2015 Text for Name board Sign (Shell Scheme booth only) Monday, August 31, 2015 Orders received after the deadline may incur a surcharge Exhibitor Badge Order Monday, August 31, 2015 Lead Retrieval Wireless Barcode Readers Order Monday, August 31, 2015 Shell Scheme Extras, Furniture Hire, Stand / Booth Graphics Electrical Fittings Monday, August 31, 2015 Orders received after the deadline may incur a surcharge Monday, August 31, 2015 Orders received after the deadline may incur a surcharge Audio Visual Equipment Monday, August 31, 2015 Internet, Booth Cleaning, Exhibitor Catering, Security Monday, August 31, 2015 Shipping & Material Handling Services Please refer to Shipping Instructions on page 30 for detailed shipping deadlines Contact Pazit Hochmitz phochmitz@kenes.com Mr. Marc Lawrence mlawrence@kenes.com Andrew Waters-Peach awaterspeach@ges.com Mr. Marc Lawrence mlawrence@kenes.com Mr. Marc Lawrence mlawrence@kenes.com congress2@ges.com electrics@ges.com Mr. Geoff Parker gparker@blitzcommunications.co.uk Ms. Aurelie Radureau aradureau@pphe.com Ms. Zehavit Akerman zehavitak@hermes-exhibitions.com 6

8 SECTION 4: Exhibition Exhibitor Table Exhibitor Booth No. Dimensions (m) Size (Sqm) Format Build Up Height (m) Exhibition Area Level Apollo Endosurgery 8 3 x 3 9 Shell NA Plaza Suites -1 Cleveland Clinic 7 3 x 3 9 Shell NA Plaza Suites -1 Covidien 1 6 x 7 42 Space 3 Westminster Ballroom Pre-Function Area -3 Dendrite Clinical Systems 5 3 x 3 9 Shell NA Plaza Suites -1 Ethicon 2 6 x 7 42 Space 3 Westminster Ballroom Pre-Function Area -3 Fractyl 12 6 x 3 18 Space 3 Plaza Suites -1 Metacure 6 4 x 3 12 Shell NA Plaza Suites -1 7

9 Exhibition / Congress Floor Plan Entrance from Loading Bay Entrance from Hotel Entrance from Loading Bay Entrance from Hotel Plaza Suites Level -1 Westminster Ballroom Pre-Function Area Level -3 8

10 To ensure the smooth and efficient installation and dismantling of your booth, an official Stand Builder has been appointed (see SECTION 1: Contact Information). Booth furniture and accessories are available for rent. Please refer to the enclosed catalogue and order forms at the end of this manual. Booth Package includes the following: Walling Silver Sodem with white infill panels (H 2.5m) * Name board panel with standard lettering ** 3 x clip lights Carpet General cleaning of isles Exhibitors badges (see SECTION 6: Exhibitor Badges) 100 word company / product profile in the Final Programme Invitation to the Welcome Reception for registered exhibitors * Individual panel size: H: 2340mm x W: 946mm visible ** Maximum of 34 characters including spaces permitted. Please return your Name board order form to awaterspeach@ges.com by Monday, August 31, Booth Packages do not include: Stand cleaning Cleaning, Furniture, Electricity connectivity and consumption (For illustrative purposes only) Please note: Corner booths are provided with two open sides. Booths not adjoining another booth will be provided with three open sides. If you require additional stand equipment (furniture, audio visual equipment, etc.) and services, please contact the official stand contractors (see SECTION 1: Contact Information) or refer to the enclosed catalogue at the end of this manual. 9

11 Technical Information and Regulations for Shell Schemes Booths 1. All basic shell scheme booths will be designed and built by the Official Contractor. 2. All booths are on rental basis. 3. Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment (e.g. spotlights) within the booth should indicate clearly on the location plan and forward it together with clear instructions to the Official Contractor before Monday, August 31, No additional booth-fitting or display may be attached to the standard booth structure. 5. No Shell Scheme 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. 6. No tape, nail or fixture of any kind is allowed to be affixed to the partitions, floor, ceiling or nameboard. Exhibitors are liable to any damage caused to their booth fixtures, fittings at the congress. Damaged panels will be charged to the exhibitor causing such damage. 7. All electricity power points installed are for machine use only, not for lighting. If the exhibitors or non-official contractors bring their own lighting devices for booth decoration, they must submit all lighting distribution details and pay the light connection charges to the Official Contractor. 8. Exhibitors requiring additional equipment should contact the Official Contractor no later than Monday, August 31,

12 Technical Information and Regulations for Designer/Independent Contractor/Space Only Stands Exhibitors using independent contractors are required to submit the following for approval no later than Monday, August 31, 2015 to the attention of Mr. Marc Lawrence at 1. A scaled drawing (including elevation views) of the proposed booth to be built. 2. A list of all Electrical / gas powered devices / appliances to be installed in the booth. No free standing booth, fitting or display may exceed a height of 3 meters or extend beyond the boundaries of the site allocated. Exhibitors who have stands higher than the maximum permitted height will not be allowed to set up their stands. All exhibits are to be displayed so as to avoid blocking aisles, obstructing adjoining booths, or damaging the premises. Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Booth platforms higher than 4.5cm are required to provide a ramp for handicapped access. This must be incorporated into the design of the booth and must be included in the booth space provided. Multi level structures are not permitted. 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 layout is approved by the Organizers. We recommend Exhibitors using Independent Booth Contractors to include a site visit in the planning process to assure a smooth and well planned set up. Please contact Aurelie Radureau of the Park Plaza Westminster Bridge London at aradureau@pphe.com to coordinate a meeting. Exhibitors are required to submit the name and contact details of their respective construction company to Marc Lawrence at mlawrence@kenes.com. Please Note: Space only booths DO NOT INCLUDE frame or structure, furniture, electrics, electrical usage, lighting, carpet or stand cleaning. 11

13 All exhibitors who wish to build their own booth and will not use an exhibition company need to provide the information below: Production schedule from load in to load out - to include all elements of main production, 3rd party contractors and/or entertainment Method statement for all tasks being undertaken must be site specific and event specific Risk assessments for all tasks being undertaken must be site specific and event specific Public liability insurance certificate Fire test certificates for fabrics, backdrops & stage (when required) 12

14 SECTION 5: Exhibition Technical Information Exhibition Halls Specifications Hall Name: Westminster Ballroom Pre-Function Area Floor Finish: Carpet. Upon load in/out, only trollies with rubber tires may be used. Ceiling Height: 3.3m Maximum Build-up Height: 3m Rigging Options: No rigging is available in Westminster Ballroom Pre-Function Area Hall Name: Plaza Suites Floor Finish: Carpet. Upon load in/out, only trollies with rubber tires may be used. Ceiling Height: 3.4 Maximum Build-up Height: 3m Rigging Options: No rigging is available in Plaza Suites 13

15 Electricity (Exclusive Service Provider) All electrical requirements and orders should be placed directly with GES Services for both Shell and Space only booths. To place an order, please refer to SECTION 9: Official Congress Contractor & Order Forms on page 28. Electrical Adaptor: Please remember that a British electrical adaptor is being used in the UK. Internet (Exclusive Service Provider) WI-FI is provided at 3rd World Congress on Interventional Therapies for Type 2 Diabetes & DSS II. Internet supply is exclusive to the Park Plaza Westminster Bridge London. For internet options and orders for your booth, please contact Ms. Aurelie Radureau at aradureau@pphe.com or complete the IT Requirement Order Form by clicking here. Security (Exclusive Service Provider) The Organizers will provide general security 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 and theft of any goods. Exhibitors are responsible for the security of their stand and equipment. If you would like to arrange additional booth security please contact Ms. Aurelie Radureau at aradureau@pphe.com. Booth Catering (Exclusive Service Provider) Food and beverage orders are to be made exclusively the Park Plaza Westminster Bridge London. For catering orders or queries, please contact Ms. Aurelie Radureau at aradureau@pphe.com. Booth Cleaning (Exclusive Service Provider) The Organizers have arranged for general cleaning of the exhibition premises. Booth cleaning is exclusive to Park Plaza Westminster Bridge London. For booth cleaning options and orders, please contact Ms. Aurelie Radureau at aradureau@pphe.com. 14

16 Loading / Unloading Loading dock operation can be coordinated at any time except 10pm to midnight. Only two trucks can simultaneously load/unload at the same time. All arrivals must report to the Loading Bay Supervisors or Security Office upon arrival. Articulated trucks are not permitted in the loading bay. The maximum truck size is 18 tonns and the maximum clearance height is 3.9m Freight Elevator Dimensions - Doors: H2.30 x W2.30 meters / Depth: 5.90 meters. In addition there are two small elevators for use. The Elevator takes you down to the Westminster Ballroom with no stairs or ramp. For access to the Plaza Suites there are a few stairs. (See image below). Loading Bay Max. Clearance height: 3.9m Loading Bay Entrance 15

17 Loading Bay Freight Elevator (into Westminster Ballroom) Corridor into Plaza Suites Stairs down to Plaza Suites Parking The venue is unable to allow any vehicle to park in the Loading Bay area other than for the purposes of unloading and the loading of vehicles. External truck parking must be sourced. Freight Delivery, Material Handling & Logistic Services Hermes-Exhibition and Projects, Ltd. is the Official Freight Forwarder agent for the 3rd World Congress on Interventional Therapies for Type 2 Diabetes & DSS II and Exhibition. To ensure the smooth unloading and arrival of your material into the venue, we recommend using the Official Freight Forwarder services. Exhibitors who choose to use their own services to deliver their goods to the venue door or warehouse are still required to contact Hermes in order to coordinate the time schedule for unloading of freight into the venue. Hermes is the exclusive handler inside the venue. No other company is permitted to handle cargo within the venue. For additional shipping / delivery options direct to the venue, please refer to SECTION 9: Shipping, Tariffs, Material Handling and Shipping Labels. 16

18 Deliveries Direct to Venue (not through official shipping agent, Hermes-Exhibition and Projects, Ltd) Deliveries will be accepted by the Park Plaza Westminster Bridge London from the 24th September All materials must be addressed to: Park Plaza Westminster Bridge London 200 Westminster Bridge Road SE1 7UT London United Kingdom Please ensure that all items are clearly labelled with the following information: Name of your company: Name of the event: Date of the event: Main room of the event: For the Attention of Aurelie Radureau: Part number: (e.g.: part 1 of 6) This should be printed in large print (point size 28 or larger) on an A4 piece of paper and stuck on every individual box being delivered. Please click here for a label template. Please make all deliveries sent no earlier than 2 working days prior to your event. The venue will of course receive deliveries on a Friday for events to be held on a Monday (or Tuesday if following a Bank Holiday). Please ensure that all deliveries are scheduled to arrive between 10.00am and 4.00pm on the date of delivery. Please ensure to advise your event manager of exactly how many items will be delivered, date of delivery and the name of your delivery company in advance of the delivery date so that they advise the relevant departments who can be prepared to receive and store the items in readiness for your arrival. Please pass the above details on to any 3rd party who is working on your behalf so that the venue can ensure that their deliveries are managed in the appropriate manner. 17

19 Please be advised that should the above not be adhered to, then regrettably, due to the volume of general deliveries the hotel receives the Loading Bay may have to turn your delivery away. Should this occur then the hotel will not be responsible for any associated costs incurred by you. Storage Should you wish for the Park Plaza Westminster Bridge London to store items for collection by your courier at a later date, please take note of the following requests: All items are to be clearly labelled with the following details: Stand or Company name Contact Name Contact Telephone Number Part number (1 of 6) Collection Date Collector Courier Name Destination Please arrange for collection to be within 48 hours of your event concluding unless this falls on a Bank Holiday in which case the items can be collected on the following working day. Collection should be made after 10.00am. Please note that if the items are not collected within this time then regretfully the venue may have to dispose of the items unless alternative arrangements have been confirmed in writing in advance. Any charges associated with this disposal will be fully chargeable to YOU at a minimum rate of plus VAT. 18

20 SECTION 6: EXHIBITOR BADGES Exhibitor Badges All Exhibitors are required to be registered and will receive a badge displaying the exhibiting company s name. Individual participant names will not appear on badges and may be used interchangeably between staff members. Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for each 9 sqm thereafter. Additional exhibitor badges can be purchased for a charge of $ (including VAT). To order additional badges, please complete the Exhibitor Badge Order Form on the next page. Please return the form to the attention of: Marc Lawrence at mlawrence@kenes.com, no later than Monday, August 31, Exhibitor badges give free access to the exhibition area, coffee breaks and welcome reception ONLY. To access the Symposia sessions, full registration is required and can be purchased online via the congress website by clicking here. All personnel are required to wear badges to access the venue. 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 booth staff purposes only and should not be used by companies to bring visitors into the Exhibition. Exhibitor s badges will not be mailed in advance and may be collected at the Registration Desk on arrival. 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 Registration Desk on site. 19

21 Order Form - Exhibition Badge Please return to mlawrence@kenes.com no later than Monday, August 31, Company: Contact name: Tel: Fax: All stand personnel are required to register and will receive a badge displaying the exhibiting company name. Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for each 9 sqm thereafter. Additional exhibitor badges can be purchased for a charge of $ (including VAT). These badges are for Company personnel and will not entitle access to the Scientific Sessions. Please note that individual participant names will not be written on the badges. Only the company name will appear. Registered stand personnel will receive: Badge with Company name Access to the Exhibition Hall Entrance to Welcome Reception Tea / Coffee during official breaks (in Exhibition Hall) A maximum of 25 letters can be printed on the badge. Please indicate in the box below how you would like your company name to appear: Please indicate the total number of badges required. An invoice will be sent for all additional badges. Description Cost Quantity Total Cost Free Badges N/A N/A Additional Badges $ Total 20

22 SECTION 7: LEAD RETRIEVAL Lead Retrieval Wireless Barcode Readers Lead Retrieval Wireless Barcode Readers are a helpful tool for collecting participants contact information. K-LEAD Scanner Unique opportunity to use our advanced ipod touch lead retrieval system, enabling exhibitors to enhance their database by securing valuable leads for further marketing and communication. Compact and intuitive design Sleek ipod touch with customized scanner Effortless process using registration badge barcode Option for pre-installed survey tailored to exhibitor needs Ability to insert exhibitor comments for each lead Immediate information retrieval online Secure use and password protected Package includes hardware and software with on-site support Use of device for full duration of exhibition Cost per unit - $ For further details, please click here. 21

23 Mini Scanner No editing capabilities Basic participant info Pocket size Cost per unit - $ Please Note: Attendee data is supplied by each participant or agency responsible for the registration process of that participant. We regret that in some cases data may be incomplete, such as when group registration is completed by a third party, we may not be in possession of the full contact details. Data provided will only include the information of participants who have agreed to share their details with 3 rd parties. The data of participants who have not agreed to this, will not be provided. Kenes International and the Organizing Committee encourage attendees to provide thorough information, however cannot be responsible for the quality and content of such data. In order to reserve your Lead Retrieval Wireless Barcode Reader, please return the Order Form on the following page. 22

24 Order Form - Lead Retrieval Wireless Barcode Reader Please complete the following Order Form. Please note, if the system is not returned to the Exhibition Manager one hour after the exhibition closing hour, an additional $ charge will be made to your credit card. In accordance with the security measures taken by credit card companies, please complete the following form in your own handwriting and sign. Please mail this form no later than Monday, August 31, 2015 to the attention of Marc Lawrence at mlawrence@kenes.com. Number of K-LEAD Scanners Requested: Number of Mini Scanners Requested: Company Name: Address: Telephone Number: Card Type: Visa / MasterCard / AMEX: Credit Card Number: Expiration Date: Security Digits (on the back of the credit card): Name of Card Holder: Date: SIGNATURE of Card Holder: ($ per unit) ($ per unit) 23

25 SECTION 8: Rules & Regulations General Congress Rules & Regulations (Binding for all Exhibitors and their subcontractors) Security The Organizers will provide a security services in the exhibition hall during off-show hours. Neither the Park Plaza Westminster Bridge London nor the Organizers can accept responsibility for the security of the stands and their contents and for damage to, or theft of any goods. Exhibitors are fully responsible for the security of their stand and equipment. For ordering additional security, please refer to the contact details provided in SECTION 1: Contact Information. Stand Cleaning The Organizers will arrange for general cleaning of the exhibition premises (excluding exhibits and displays) prior to the opening of exhibition and daily prior to opening thereafter. For ordering daily stand cleaning, please refer to the contact details provided in SECTION 1: Contact Information. 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. Smoking 3rd World Congress on Interventional Therapies for Type 2 Diabetes & DSS II is a non-smoking meeting. 24

26 Disposal of Material It is obligatory to collect and dispose of all material during the breakdown or dismantling of the event. When the dismantling period is over, the exhibitor loses any right to claim for losses or damage to property left behind and any costs incurred by the venue in removing this property will be charged to the exhibitor. Damage to the Premises 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. Fire Insurance (compulsory) Exhibitors must be insured against fire. Fire Regulations (General). Stand material and fittings must be of non-inflammable 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. Poster Hanging, 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 venue is not allowed without prior written authorization. Liability Insurance You are obliged to have a public liability insurance that covers all injuries to persons and damages which might cover in connection with the exhibition. We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company s insurer. 25

27 Insurance (Compulsory) Neither the Organizers or Park Plaza Westminster Bridge London, their representatives or agents will be held responsible for any loss or damage to exhibitor s property. Exhibitors must take precautions to protect their property against pilferage. The Organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance, and shall hold harmless the Organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Exhibitors are personally liable for all expenses incurred by the organizer or by third parties in regard to technical services provide Promotional Activities All demonstrations or instructional activities must be confined to the limits of the exhibition stand. Advertising material and signs may not be distributed or displayed outside the exhibitor s stands. Sound equipment must be regulated and directed into the stand so that it does not disturb neighboring exhibits. The Exhibition Management reserves the right to require the exhibitor to discontinue any activity, noise or music that is deemed objectionable. Special Effects Special effects lighting, live music, smoke and laser projection may not be used in the stands. No permission will be given for projection in the aisles or on the walls of the hall. Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein. 26

28 Park Plaza Westminster Bridge London Rules and Regulations In preparation of the upcoming 3rd World Congress on Interventional Therapies for Type 2 Diabetes & DSS II Congress and Exhibition, please read through the following documents in great detail: Contractors Introduction Letter Park Plaza Westminster Bridge London Contractor Rules Crew Evacuation and Safety Notice 27

29 SECTION 9: Official Congress Contractor & Order Forms BOOTH CONSTRUCTION AND FITTINGS, TEXT FOR NAMEBOARD (SHELL SCHEME BOOTHS ONLY), FURNITURE HIRE, CARPET, EXHIBITORS SHOP GES GES ServiCentre Tel: Fax: Web: Orders of the above items can be made via the GES online shop by clicking here. To view the full exhibitor furniture and fittings catalogue, please click here. Alternatively, please click on the following links to access the relevant order form: Carpet and Furniture Order Form Electrical Order Form Audio Visual Order Form Shell Scheme Extras Order Form CC Payment Authorisation Form For Exhibitors with a Shell Scheme booth, please complete the Name Board Order Form below: Shell Scheme Name board Order Form 28

30 SECTION 10: Shipping, Tariffs, Material Handling and Shipping Labels CUSTOMS CLEARANCE, FREIGHT & MATERIAL HANDLING Hermes-Exhibition and Projects, Ltd. Ms. Zehavit Akerman Tel: Mobile: Hermes-Exhibition and Projects, Ltd. is the Official Freight Forwarder agent for the 3rd World Congress on Interventional Therapies for Type 2 Diabetes & DSS II Congress and Exhibition. To ensure the smooth unloading and arrival of your material into the venue, we recommend using the Official Freight Forwarder services. Supporters who choose to use their own services to deliver their goods to the venue door or warehouse are still required to contact Hermes in order to coordinate the time schedule for unloading of freight into the venue. Hermes 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. To view the full Shipping Instructions, including Tariffs, Material Handling and Shipping Labels, please select the relevant links on the following page: 29

31 Shipping Instructions Shipping Instructions Exhibits and Stand Contractors Shipping Instructions Inserts and Display Material Material Handling and Payment Confirmation Form Handling Rates and Tariffs Shipping Labels Bag Inserts Shipping Label Air Freight Bag Inserts Shipping Label Warehouse Bag Inserts Shipping Label Direct to Venue Display Material Shipping Label Air Freight Display Material Shipping Label Warehouse Display Material Shipping Label Direct to Venue Exhibition Material Shipping Label Air Freight Exhibition Material Shipping Label Warehouse Exhibition Material Shipping Label Direct to Venue 30