EBMT 2018, LISBON EXHIBITOR TECHNICAL MANUAL

Transcription

1 EBMT 2018, LISBON EXHIBITOR TECHNICAL MANUAL The 44th Annual Meeting of the European Society for Blood and Marrow Transplantation Sunday March 18 - Wednesday March 21, 2018 Lisbon, Portugal 1

2 TABLE OF CONTENTS INTRODUCTION 3 CONTRACTORS CONTACTS 4 DEADLINES TABLE 5 EXHIBITION TIME TABLE 6 EXHIBITION HALL 7 Flooring/Floor Load Loading Access Getting There Parking Waste Removal BUILD REGULATIONS 9 SHELL SCHEME 11 EXHIBITOR LIST 12 EXHIBITION FLOOR PLAN 13 EXHIBITOR PARTICIPATION 14 Exhibitor Badges Scientific Registration Refreshments Badge Reader HOTEL ACCOMMODATION 16 POSTERS 16 SOCIAL EVENTS 18 ADDITIONAL SERVICES 19 PROFILES IN FINAL PROGRAMME AND MOBILE APP 20 GENERAL 21 SHIPPING AND FREIGHT INFORMATION 22 IMEXA SERVICE KIT, CATERING, HOSTESSES ORDER FORMS 36 2

3 INTRODUCTION DATES OF ANNUAL MEETING The 44th Annual Meeting of the European Society for Blood and Marrow Transplantation will take place from Sunday March 18 - Wednesday March 21, DATES OF EXHIBITON The exhibition will be held from Sunday March 18 until Tuesday, March 20, DEFINITIONS In this manual, the following terms are defined as: Exhibition: The exhibition is being held in conjunction with the EBMT 2018 Annual Meeting. Exhibitor: Includes any person, firm, company or corporation and its employees to whom space has been allocated for exhibiting at the commercial exhibition. Premises: Lisbon Congress Center-LCC EXHIBITION VENUE Centro de Congressos de Lisboa / Lisbon Congress Centre (LCC) Praça das Indústrias Lisboa, Portugal The Exhibition will be held in Pavilion 2 (Pavilhão do Rio) on Ground Level. ANNUAL MEETING ORGANIZER CME-Congresses Ltd. Tel: Fax: EBMT@cme-congresses.com EXHIBITION MANAGER Hanna Safier will be responsible for the management of the trade exhibition being held in conjunction with the EBMT 2018 Annual Meeting. For all enquiries relating to the exhibition, please contact: Ms. Hanna Safier CME Congresses Mobile: EBMT.exhibition@cme-congresses.com WEBSITE For further information and continuous updates regarding the EBMT Annual Meeting please visit the website: 3

4 CONTRACTORS CONTACTS STAND CONSTRUCTION AND FITTINGS, FURNITURE HIRE, CARPET, GRAPHIC, AUDIO VISUAL EQUIPMENT, CUSTOM-BUILT EXHIBITION STANDS, FLORAL, ELECTRICS, INTERNET, STAND CLEANING, RIGGING IMEXSA Group EBMT Exhibition Services Tel : / ebmt@imexsa.org Website: STAND CATERING SILVA CARVALHO CATERING Ms. Sónia Vilarinho Tel : Fax : scvilarinho@ibersol.pt; ioliva@sccatering.pt HOSTESSES & TEMPORARY STAFF HIRE Hostipi Ms. Laima Surgautaite Tel : laima@hostipi.com SCANNER HIRE CME Congresses Ms. Hanna Safier Mobile : EBMT.exhibition@cme-congresses.com CUSTOMS CLEARANCE, FREIGHT HANDLING & ONSITE LOGISTIC SERVICES Hermes-Merkur Ms. Zehavit Akerman Tel : Mobile : zehavitak@hermes-exhibitions.com 4

5 DEADLINES TABLE Please find below a timetable of important deadlines for the Annual Meeting. Further information on each item can be found on the listed page within this manual. Item Deadlines Contact Person 100-word profile & Logo Tuesday, February 6th Mrs. Hanna Safier EBMT@cme-congresses.com Exhibitor badges, Networking Event Tuesday, February 20th Mrs. Einat Gassner Gutman EBMT.reg@cme-congresses Scientific Registration Friday, February 9th Mrs. Einat Gassner Gutman EBMT.reg@cme-congresses Electrics, AV, Internet, Stand Cleaning, Rigging, Stand Construction and Fittings, Furniture Hire, Carpet, Graphic, Audio Visual Equipment, CustomBuilt Exhibition Stands, Floral Tuesday, February 20th Orders received after this date will be subject to a 30% surcharge and 50 % for onsite requests. EBMT Exhibition Services - ebmt@imexsa.org Stand catering Wednesday, February 28th Mrs. Sónia Vilarinho Mr. Jose Santo scvilarinho@ibersol.pt; ioliva@sccatering.pt Orders placed after the deadline and onsite will be subject to a 50% surcharge Hostesses & Temporary Staff Hire Tuesday, February 20th Ms. Laima Surgautaite Raw stand sketch Tuesday, February 20th Mrs. Hanna Safier EBMT.exhibition@cmecongresses.com Scanner hire No deadline. LeadKey (mini scanners) based on availability Mrs. Hanna Safier EBMT.exhibition@cmecongresses.com laima@hostipi.com CUSTOMS CLEARANCE, FREIGHT HANDLING & ONSITE LOGISTIC SERVICES Door to door shipments Please contact Hermes Merkur Airfreight shipments - Arrival to Frankfurt Airport Please contact Hermes Merkur Shipment via German No later than March 6 Warehouse Shipment via Lisbon warehouse No later than March 13 Exhibition goods - Direct deliveries to venue NOT before Thursday, March 15 Dismantling / Breakdown Tuesday, March 20, Until 24:00 5 Ms. Zehavit Akerman zehavitak@hermesexhibitions.com

6 EXHIBITION TIME TABLE ACTIVITY SET-UP DATES HOURS Thursday, March 15 10:00-20:00 For Space Only Stands - 25 sqm and above Friday, March 16 - all stands 08:00-20:00 Saturday, March 17 - all stands 08:00-20:00 EXHIBIT HOURS Sunday, March 18 09:30-17:30 Subject to change Monday, March 19 10:00-17:30 Tuesday, March 20 10:00-17:30 Tuesday, March 20 17:30-24:00 DISMANTLING Please note: Empty crates and packaging material must be removed/stored no later than Saturday, March 17 at 17:00. Please contact the Official Freight agent for available storage. Exhibits must not be disturbed, dismantled or removed prior to the official dismantling time of 17:30 on Tuesday, March 20. Any equipment, display aid or other material left behind on Tuesday, March 20 after 24:00 will be considered discarded and abandoned. 6

7 EXHIBITION HALL The exhibition will be held in Pavilion 2 (Pavilhão do Rio) on Ground Level. To encourage delegates to visit the exhibition, lunch, tea & coffee will be served within the exhibition hall during the official refreshment breaks on Monday and Tuesday. Please note lunch will not be served on Sunday. FLOORING/FLOOR LOADING The exhibition floor is made of granite. We recommend installation of carpet or floor covering in booth. Load Capacity: 2.000kg/sqm Power supplies and other utilities are supplied into the stand via the floor. LOADING ACCESS Access to the Loading Bay is from Rua da Junqueira nº61a (as seen in the below map). 7

8 GETTING THERE The Congress Centre is located close to the river Tagus and the historical and cultural heritage of Belem, just a few minutes from the city centre. For more information on how to get there by car, train or bus, please click here. PARKING The LCC is equipped with two car parks, with a total capacity for 1100 spaces. The car parks have a fire control system and carbon monoxide detection system with extraction fans that are automatically controlled by the level of carbon monoxide. WASTE REMOVAL Exhibitors and stand builders are responsible for removal of their waste, during move-in and moveout, into the containers, which will be located in the exhibition hall. 8

9 BUILD REGULATIONS Build Up Height Maximum height from the ground: 5 m Separation Partitions maximum height: 3 m Maximum height for signage: 6 m Lighting trusses maximum height: 7.5 m Please note that for stands on both sides of the hall (booths 2-18, 33-38, 50-61) the maximum allowed height is 2.5 meter. Rigging from the ceiling is permitted up to 6-meter measuring from the floor to the top of the suspended banner/element. For Lighting trusses, the maximum height is 7.5 m LCC must approve any rigging project; the exhibitor must provide his project at least 14 business days before the first set up day. Subject to compliance with the conditions of use of the steel structure. All rigging must be done by the LCC (coordinated via IMEXSA). Clearance limits Stand structures must take into account the following clearance Limits: Clearance limits from aisles Items between 0 to 5 m high: clearance limit 1 meter. Clearance limits from partitions Items between 0 and 2.5 m high: no clearance limit. Items between 2.5 m and 5 m high: clearance limit 1 meter. Lighting trusses at a height of 6 m: clearance limit 1 meter. Partitions Partitions overlooking neighbouring stands must be smooth, plain, painted white or covered in white or grey wall fabric, without signs of any kind. Strip lights Electric battens (exempt of signs) must respect the limited height of 7.5 meters when the height of the pavilion permits it. Strip lights are allowed when independently hung over the stand structure with 1 m clearance relative to neighbour stands but none from aisles. The set-up of a velum is possible once the venue safety manager approves percentage of coverage. Openings onto aisles Stand sides opening onto an aisle must have a minimal opening of 50%. Each open stand side must comply with this requirement. Decoration and installations must be designed in order to allow a full access to aisles and to avoid visibility troubles for neighbouring stands as well as allowing a maximum amount of the visibility of the show through the stands. 9

10 Stand boundaries No items of decoration, furniture, signage, floor covering or light fittings may project beyond the boundaries of the stand. Signage/ Structure By sign, the organizers mean an open-work superstructure featuring the exhibitor s illuminated name or logo. Signs must be suspended from a sling or attached to the stand framework with a light frame. The sign structure may not exceed a height of 6 meters from the ground and must be set back at least one meter from the edges of the stand. Events, sound systems and illuminated signs All forms of stand events and the distribution of advertising materials outside the stand boundaries are strictly prohibited, unless the exhibitor has prior authorization from the organizer. Any advertising using lighting or sound must be submitted for the approval of CME Congresses, who may withdraw such permission once granted if the item in question causes a nuisance to neighbouring exhibitors, causes an obstruction or mars the appearance of the exhibition. Flashing signs and the like are not permitted. Illuminated signs are permitted but they must, under no circumstances, be of an intermittent or flashing nature. Balloons filled with gas Distribution of balloons filled with a gas that is lighter than air is not allowed. Double-Decker stands Double-Decker stands are not permitted. Stand Plan Drawings of all proposed free build stands MUST be submitted to the Exhibition Manager, Hanna Safier for approval NO LATER than Tuesday, February 20th. Please submit the drawings to EBMT.exhibition@cme-congresses.com by the above deadline. All structures, materials, special designs, unusual constructions and all signs shall conform to Safety Standards and Code of Practice and comply with all relevant Statutory Authority regulations. Site visit 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 Joana Pinto at joanamaria.silva@aip.pt or Júlio Teixeira julio.teixeira@ccl.fil.pt to coordinate a meeting. 10

11 SHELL SCHEME STANDS Shell scheme stands will be built using a system consisting of 2500 mm high white laminated panel walls with vertical aluminum columns. These allow a maximum display width of 940 mm each. The maximum height to build inside the shell scheme is 2.5 meter. Corner stands will be open on two sides with two fascia boards carrying the company name. Shell scheme stands will include the following: White laminated panels m high X 1 m wide (gross size) * Printed fascia board, 30 cm high on each open side** Spotlights (1 spotlight per 3 sqm of built stand) Triple socket outlet Carpet 2 black padded chairs with ref. 08.CCE + 1 rectangle table ref. 03.SC2 in black (130 cm length x 60 cm width x 75 cm high) One wastebasket *the usable panel s area is 2400 mm high x 940 mm width **There is no limit on number of characters that can be printed on the fascia board. However, please note that the longer the company name the smaller the font size. No items may be screwed, nailed or glued to the panel walls nor may any part of the shell scheme be damaged or disfigured in anyway. Should damages occur, the exhibitor concerned will be invoiced for any dilapidation costs incurred. Velcro or sticky pads are the best options for fixing materials to the panels. Please note that blue-tack does not hold properly. The shell scheme provided will be like the image below: FASCIA NAME BOARD All shell scheme stands have fascia name boards with their company name included free of charge. 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 IMEXSA. Please complete the relevant form online to confirm the correct content for your name board by Tuesday, February 20 th,

12 EXHIBITOR LIST (as of January 9th) Exhibitor Booth # Size Booth Type Adienne Pharma 45A 30 Space Only ADVATIS 38 6 Shell Scheme Airinspace Shell Scheme ASBMT TBA 6 Space Only Chimerix, Inc Space Only CONSARCTIC GmbH 9 9 Space Only Cryostem 53 9 Shell Scheme Eurocept International (Nordmedica) 54 6 Shell Scheme Fresenius Kabi Deutschland GmbH Space Only Gilead Space Only Glaxo Smith Kline (GSK) Space Only Hematology Specialist Association 36 6 Shell Scheme ICCBBA 37 6 Shell Scheme Incyte Biosciences France Space Only Jazz Pharmaceuticals plc Space Only Kiadis Pharma Space Only Lophius Biosciences GmbH 2 9 Shell Scheme Macopharma Space Only MAK- SYSTEM 5 9 Shell Scheme Mallinckrodt Pharmaceuticals Space Only Med Tech Solutions GmbH 04 6 Shell Scheme Medac Hematology Space Only Merck (MSD) Space Only Miltenyi Biotec GmbH 1 18 Space Only Neovii Pharmaceuticals AG Space Only Ontime Onboard Courier GmbH 3 9 Shell Scheme OriGen Biomedical 52 9 Shell Scheme Pelham Crescent Srl Shell Scheme Pfizer Space Only Sanofi-Genzyme Space Only Takeda Phamaceutical International GmbH Space Only Terumo BCT Space Only Time Matters GmbH 8 9 Shell Scheme Wisepress TBA 6 Space Only World Marrow Donor Association TBA 6 Shell Scheme 12

13 EXHIBITION FLOOR PLAN (as of January 9th) 13

14 EXHIBITOR PARTICIPATION EXHIBITOR BADGES All exhibitors are required to have a badge displaying their exhibiting company name. Company name badges will be prepared in advance for all exhibitor personnel allowing them access into the exhibition and lunch areas ONLY. Two complementary exhibitor badges will be given for the first 9 sqm space, and one additional for each 9 sqm thereafter. Additional stand personnel will be charged a registration fee of Badges ordered onsite will be charged Please note that only your company name will be printed on your exhibitor badges. Please send your company name to be displayed on the badges to: EBMT.exhibition@cme-congresses.com by Tuesday, February 20th. If you wish to purchase additional badges, please complete the online registration form. Please click here to access the online form. Deadline: Tuesday, February 20th. Tea, coffee and lunches will be provided for registered exhibitors on Monday and Tuesday. Please note that lunch is not served on Sunday. All personnel will require badges to access the exhibition area. Exhibitor badges are for the use of company personnel only for stand manning purposes and should not be used by companies to bring visitors to the exhibition or to attend scientific sessions. Exhibitor badges may be collected from the Exhibition Manager Desk during set-up and official exhibition opening hours. SCIENTIFIC REGISTRATION Sponsors who are entitled to complimentary scientific registrations, please fill in the Group Registration Form. If you do not have the registration form, please contact CME at EBMT.reg@cme-congresses Name changes will be permitted free of charge until Friday, February 9th. After this date, any name change will be subject to EUR 50 charge per name. For any inquiry, regarding registration and/or hotels, please contact CME Congresses: Ms. Einat Gassner Gutman M: ; P: ; E: EBMT.reg@cme-congresses Exhibitors wishing to attend the Scientific Sessions at EBMT should register to the Meeting as Physician Non-member. Please check the website for registration fees, and click here to register online. 14

15 BADGE READER LeadKey & LeadPod License Only LeadKey Battery-powered, hand-held Badge Reader for mobile, data collection/management with online access to scanned sales lead data, via Exhibitor's password protected Internet portal. Sales leads will be uploaded after the show closes. Battery-powered, hand-held Badge Reader for mobile, data collection/management with online access to scanned sales lead data, via Exhibitor's password protected Internet portal. Sales leads will be uploaded after the show closes. No editing capabilities Pocket size Cost per unit 350 Order Deadline: No deadline. However, to guarantee availability, we recommend ordering it in advance. LeadPod License Only - This license will allow you to use the LeadPod app (available in the App Store/Google Play Store) to capture leads at your event. The Application should be installed on your company/personal device. The advantages of the LeadPod application: Easy process using registration badge barcode. Ability to insert exhibitor's comments for each lead. Immediate information retrieval online. Application is available for download from Apple store or Google play: "LeadPod". Cost for first license. Any additional license 150 Order Deadline: No deadline. Possible to order it onsite. Qualifiers - The LeadPod app offers flexibility in taking notes and assigning qualifiers. Qualifiers, i.e. product interest, follow up actions, status etc., should be ordered in advance. There is no limit on how many qualifiers a company can set up, nor in the numbers of devices connected to the account, at the total cost of 90. Cost of customized qualifiers setup: 90 Badge Reader & Qualifiers Orders should be submitted via this link: Please send your list of qualifiers to Hanna Safier at: EBMT.exhibition@cme-congresses.com by Monday, March 5th. 15

16 HOTEL ACCOMMODATION CME-Congresses is the official Professional Congress Organizer (PCO) for the EBMT 2018 and will offer specially reduced rates for meeting participants. Please note that hotel options offered have been booked in advance to ensure that EBMT 2018 delegates have enough rooms available for the duration of the meeting. We strongly advise all participants to reserve hotel accommodation as soon as possible in order to benefit from the special rates. To view the full list of selected hotels in detail, please click here POSTERS Posters will be displayed in Pavilion 1 and available to view during all tea/coffee breaks & lunch breaks, as well as during the Poster Networking Sessions which are held during the Annual Meeting on Monday, March 19th and on Tuesday, March 20th between 17:00 18:00, as published in the Scientific Program. 16

17 SOCIAL EVENTS Welcome Reception All delegates, sponsors and exhibitors are invited to attend the Welcome Reception on Saturday, March 17. The Reception will be held outside of Auditorium I, immediately after the opening ceremony, held in Auditorium I, is over. EBMT Networking Event Please come and join us for drinks, food and dancing at the final social event of the Annual Meeting. Venue: Patio da Gale, Praça do Comércio, 1100 Lisboa, Portugal Date: Time: 20:00-01:00 Dress Code: Business / Casual Ticket: Tickets can be purchased online via the same link provided for purchase of additional exhibitor badges. For any assistance needed, please contact: Mrs. Einat Gassner Gutman M: P: E: EBMT.reg@cme-congresses.com Kindly note, that exhibitor passes do not grant access to the Networking Dinner, unless specified as part of your sponsorship package. 17

18 ADDITIONAL SERVICES AUXILIARY SERVICES IMEXSA (the official shell scheme contractor for EBMT Annual Meeting) can provide exhibitors with the following additional services: Shell scheme extras Carpets Furniture Audio Visual Equipment Graphics Floral Stand Cleaning To order these items, please complete the relevant order forms attached to this manual. ELECTRICITY If you require electrical connection, please submit the ELECTRICAL ORDER FORM found in this manual. Power supplies and other utilities are supplied into the stand via the floor. INTERNET ACCESS The Meeting offers free WIFI access to all visitors, suitable for basic web browsing. Exhibitors can order a wired Internet connection access and other IT facilities for their stands via the ORDER FORM found in this manual. STAND CATERING (Exclusive Service Provider) Catering provided on site should be ordered through the appointed caterer: SILVA CARVALHO CATERING, SA. Please note that you may bring your own food & beverage samples, including Barista and branded bottles of water to serve at your stand. Please Contact Ms. Sónia Vilarinho at: svilarinho@palacecatering.pt for any questions you might have regarding catering services. STAND CLEANING The Organisers 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. Each exhibitor is obliged to keep the stand and surrounding areas perfectly clean. Stand cleaning can be ordered via the Exhibitor Order Form. STORAGE As the Lisbon Congress Centre (LCC) has no storage facilities, no deliveries will be accepted PRIOR to the Meeting. Storage of empties - Empties should generally be stored directly with Hermes. 18

19 STORAGE Please note that there is no storage on site for exhibitors or organisers, if you require any storage you must hire additional room space or build storage facilities into your stand. INSURANCE Neither the Organisers, nor the Lisbon Congress Centre (LCC), 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. PUBLIC LIABILITY INSURANCE The Organisers 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 Organisers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurance covering all injuries to persons and damages that might cover in connection with the exhibition. It is a requirement of LCC that you have proof of your public liability insurance with you onsite at the event. Failure to produce the certificate on request may result in your company being unable to exhibit. 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. 19

20 PROFILES IN FINAL PROGRAM & MOBILE APP Each exhibitor is entitled to a maximum of 100 words (excluding name and address details) profile & logo in the printed Final Program and in the Meeting Mobile App. Please submit your company profile (as specified below) and logo by Tuesday, February 6 th to EBMT.exhibition@cme-congresses.com CONTACT DETAILS to be submitted: COMPANY NAME MAILING ADDRESS POST CODE COUNTRY WEBSITE 100 WORD DESCRIPTION Exhibitors who do not send in their profile by the specified deadline will have only the company name and address included. COMPANY LOGO To include your logo on the Annual Meeting website, printed program, mobile App, and sponsors sign, we need your logo in eps format. This is a vector outline file that allows us to use your logo any size without losing quality. Please your logo by Tuesday, February 6 th to EBMT.exhibition@cme-congresses.com. 20

21 GENERAL FIRE PROCEDURES All exhibitors are reminded to comply with any reasonable instructions to avoid the risk of fire. FIRST AID In the event of an emergency or illness, please contact a member of the venue staff or the Registration Desk. LANGUAGE The official language of the Annual Meeting is English. SECURITY Exhibitors are requested to use common sense precautions at all times and ensure that all stand personnel wear their badges whilst on-site. Any suspicious or unidentified articles should be reported immediately to staff at the Registration Desk. It is the stand manager s duty to ensure that no person touches or approaches the article concerned until security personnel, the organisers or the police arrive. SMOKING The EBMT Annual Meeting is a non-smoking event, and smoking is prohibited throughout the venue, including the exhibition hall. 21

22 SHIPPING AND FREIGHT INFORMATION Hermes-Merkur has been appointed by the organisers to supply freight handling services at the EBMT Annual Meeting. For all enquiries, please contact Ms. Zehavit Akerman at DIRECT DELIVERIES TO THE VENUE Please be advised that neither the Organisers nor The LCC can accept deliveries on an exhibitor s behalf. Arrangements MUST be made for a stand/company representative to be available when deliveries are made. Deliveries CANNOT be made prior to 10:00 on Thursday, March 15, as the organisers do not have tenancy prior to this date. Any deliveries made outside of these times will be turned away. All deliveries should be addresses as follows: Recipient Name: EBMT Annual Meeting March 18-21, 2017 Pavilion 2 Stand Name/Number (if applicable): Lisbon Congress Centre (LCC) Praça das Indústrias Lisboa, Portugal Please note that all packages should be clearly labelled with the stand number and company name. STORAGE Please note that there is no storage on site for exhibitors or organisers, if you require any storage you must hire additional room space or build storage facilities into your stand. STOCK DELIVERIES Exhibitors needing to re-stock their stands during the meeting should make arrangements with the organisers to do so prior to the official Exhibition Opening Times. NO deliveries will be permitted during the hours of opening. 22

23 Logistics services and shipping instructions Kindly note that Hermes Merkur is the sole official on-site agent nominated by EBMT to handle all in/out shipments arriving to this congress. We are pleased to inform you of the arrangements for shipping, international freight forwarding, customs clearance and on-site services for EBMT 2018 congress. Please note that you may use any transport company up to the venue door. However, no other company is permitted to deliver, operate, and handle goods inside the venue. Range of services Transport, national or international Temporary or permanent customs clearances Coordination of deliveries, delivery time slot management Unloading, delivery to exhibition-stands, forklifting, Storage of empty boxes and crates during the event Accessible storage for brochures and give-away items during the event On-site assistance and supervision This shipping manual will assist your preparation for the correct and timely dispatch Of exhibits to the congress. Please follow the instructions closely. General Information Contact Details: Hermes Exhibitions & Projects Ltd. Contact: Ms. Zehavit Akerman Tel: Mobile: zehavitak@hermes-exhibitions.com

24 Please note these important dates: SERVICE Door to door shipments DEADLINE Please contact Hermes Merkur Airfreight shipments Please contact Hermes Merkur Shipment via Germany warehouse No later than Tuesday, March 6, 2018 Shipment via Lisbon warehouse No later than Tuesday, March 13, 2018 Exhibition goods - Direct deliveries to Congress venue Move out of empties Return of empties Dismantling / Breakdown From Thursday, March 15 until Tuesday, March 20, 2018 please refer to the shipping instructions Saturday, March 17 no later than 17:00 Tuesday, March 20 - starting at 18:00 Tuesday, March 20,2018 Until 24:00 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: Exhibition goods-for exhibition stand only All shipments must be pre-advised by using the attached order form sheet. Please use only attached labels. The handling of your shipment will be charged as per official handling tariff. 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.

25 2. Airfreight Shipments IMPORTANT!!! Please do not send any airfreight shipment unless you receive very specific instructions 3. Shipment via advance Warehouse You may choose to send your goods to one of the advance warehouse located in Frankfurt or Lisbon. The advance warehouse service will include: 1. Delivery on your convenient time and delivery up to your stand. 2. No over time or surcharge fee. 3. Includes free storage at the advance ware house. Germany Merkur Expo Logistics GmbH c/o Schmidt Peterslahr Auf dem Höhchen 2 D Oberhonnefeld Congress name Name of Exhibitor Stand no. Portugal Merkur Portugal Expo Logistics EN 10, km 126,5 Ponte Silveira Alverca Congress name Name of Exhibitor Stand no. 4. Direct delivery to the congress venue Domestic Shipments /Full load trucks Venue Lisboa Congress Centre Praça das Indústrias Lisboa Portugal All trucks must have pre-alert confirmation prior to arrival to the venue. The traffic rep. will give each vehicle a voucher, which will allow them access to the dock For delivery direct to the venue, please make sure to send us time slot request form, No later than Wednesday, March 7, Trucks unloading / Loading via the official nominated agent will have priority. Vehicles will be directed to the loading entrance.

26 5. Courier Shipments, customs cleared only We highly recommend not using a courier service. In case of sending a courier shipment, please be sure to send us a pre-advice with the full details of the shipment: courier company, number of pieces and tracking number. Direct courier shipments are NOT accepted at the venue before official assembly dates. Courier shipment must be send DDP terms. (Delivery duties paid). Handling of courier shipment as per the official tariff. Shipments that arrive without pre-alert and payment confirmation will not be accepted. 6. General information Return of empty cases Will start at 18:00, only after the return of the empty cases by the official agent will be completed, the doors will be open (not before 20:30). Self-unloading/ loading Trucks will be held until space is available on the loading docks. In general waiting time may occur for which Hermes-Merkur cannot be held responsible Vehicles will be asked to get to Avandia da India, Lisbon Please see attached picture. Trucks have to leave the unloading area immediately after unloading is finished. Unloading /loading are limited to: 7.5 Ton / 60 minutes 13.6 Truck up to 90 minutes Turks that will not be on time are subject to penalty. Self-unloaded / loaded trucks are subject to access fee per entry / 7.5 T truck / 13.6 M (must be pre-paid). 7. Insurance We strongly recommend that all exhibitors arrange insurance coverage to include transit to and from the exhibition, whilst on display and in storage. Please note that Merkur Expo Logistics do not insure automatically unless asked to do so in writing. Please note that it is the exhibitors responsibility to ensure that if goods are left on the stand, adequate security measures are taken to ensure the security of such items. Merkur Expo are not liable for any losses, left or pilferage.

27 8. Basic Conditions of Contract All services will be billed according to the official Handling Tariff. All work undertaken is subject to the local & German Forwarders terms and conditions, CMR, newest edition, ADSp trading terms and conditions latest edition and the Merkur Expo liability policy, in conjunction with the conditions and rates for trade fair transportation. The liability of Hermes Merkur with delivery and commences with collection of freight at the exhibition stand. It is the exhibitor's responsibility to ensure the security of material until collected from the stand by Merkur Expo. 9. Terms of payment No unauthorized Credit will be accepted. Our invoices will be due immediately after issuance without any further notice. Customers not known to us or with whom we have not agreed any terms of payment, will be asked to pay our expenses before the event starts or on-site during the event and before return shipping of their exhibits. We wish you a successful experience! Hermes Merkur

28 LOADING AREA FOR SELF UNLOADING

29 Order Form Direct Delivery to Venue Time slot request This is a compulsory form for all exhibitor or suppliers Please return by to Hermes Merkur: zehavitak@hermes-exhibitions.com Deadline for receipt Wednesday, March 7, 2017 Congress Name EBMT 2018 Name of Exhibitor Hall / Stand # Contact on-site Phone # Payment will be covered by 13.6 Truck 7.5 Truck Partial shipment (weight Volume Cargo Information Preferred Time Slot Service Date Time Move in / delivery Move out / pickup Full name Tel Requested by Upon confirmation of your time slot Please send truck details to arrange the registration

30 Pre-advise, Material handling information and payment confirmation Dear Exhibitor / Stand Builder / PR Company, Please return the below form duly filled in to Hermes Merkur Congress name Exhibitor name if applicable Stand # if applicable Frankfurt Advance Warehouse Direct to Venue Door to Door EBMT 2018 Insert Marketing Exhibition Goods Company details responsible for shipping Publisher Stand Builder PR Company Contact person Tel E Mail address Shipping information Purchase order # Truck size Courier tracking # Airway bill number (AWB #) Number of pieces Weight in Kg CBM Payment confirmation This is to confirm that the payment for handling the above cargo will be covered by our company. Company name VAT No.: Street City Zip State Contact details TEL E-M@IL P. Order # Credit card holder CVC (The last 3 numbers on back of credit card) Credit card number VISA / DINERS / MASTER CARD Validity, month year Security code For payments by credit card there will an additional of 3.50 % service fee, for AMEX 4.00 %. Important! Please enclose a copy of both front and backside of your credit card. We cannot guarantee services for any cargo arrival without a pre-advice and payment confirmation!

31 Logistics Services Tariff Inbound / out bound 1. Air Freight Frankfurt or Lisbon airport (please follow the shipping instructions) From free arrival Frankfurt airport, up to free delivered booth including: Transfer from airport to the warehouse Transfer from warehouse to the show site Delivery to the booth 1 CBM = 300 kg Minimum per shipment Up to 250 kg 2.05 / Kg Up to 500 kg 1.75 / Kg Above 500 kg each additional kg 1.60 / kg Airport taxes, storage, fees etc. will be calculated as per outlay Outlay fees + 10% for pre-payment /Min 2. Handling via Warehouse / courier shipment Frankfurt or Lisbon From free arrival warehouse, up to free delivered booth Including intermediate storage 1 CBM = 300 kg Shipment up to 25 kg Shipment up to 50 kg Shipment over 50 kg / CBM/ Min 3 CBM 3. Direct Delivery to Venue From free arrival venue, up to free delivered stand, first time spotted: 1CBM = 300 kg 1 LDM = 4 CBM Shipment up to 25 kg Shipment up to 50 kg Shipment over 50 Kg / CBM/Min 3 CBM Truck 7.5t Truck 13.6 M 1,200.00

32 4. Customs Formalities Carnet ATA Temporary importation under ATA Carnet Temporary Importation Temporary importation and/or re-exportation With commercial invoice Customs bond fee 3% CIF Value /Min 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 Customs inspection Special Clearances Food, beverages, pharmaceuticals etc. Available upon request 5.Other Charges Handling of empties (including storage) / CBM /Min 3 CBM Forwarding commission - per order / shipment On-site representative for service / support Outbound Handling Charges The same rates will apply for outbound services. Please Note: 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 50% on total move in/out charges. Overtime surcharge (22:00 08:00) additional 75% on total move in/out charges. Saturday Sunday & Holidays additional 100 % on total move in/out charges

33 EXHIBITION GOODS For the Exhibitor's Stand Only VIA GERMANY WAREHOUSE Exhibitor Name Stand/Booth Number Contact Person Mobile Phone Merkur Expo Logistics GmbH Schmitt Peterslahr AUF DEM HOHCHEN Oberhonnefeld Germany - Att: Mr. Dirk Dewald FOR: EBMT LISBON, PORTUGAL Box No. of

34 EXHIBITION GOODS For the Exhibitor's Stand Only VIA LISBON WAREHOUSE Exhibitor Name Stand/Booth Number Contact Person Mobile Phone Merkur Portugal Expo Logistics EN 10, km 126,5 Ponte Silveira Alverca FOR : EBMT LISBON PORTUGAL Box No. of

35 EXHIBITION GOODS For the Exhibitor's Stand Only DIRECT TO SHOW SITE Exhibitor Name Stand/Booth Number Contact Person Mobile Phone Centro de Congressos de Lisboa Lisbon Congress Centre (LCC) Praça das Indústrias Lisboa, Portugal FOR: EBMT LISBON, PORTUGAL Box No. of

36 A) Exhibition Form Please complete this form in BLOCK LETTERS and return it duly signed to IMEXSA Group by 20 February 2018 at the latest. Company: Address: Phone / Fax: Contact Person: Phone: ebmt@imexsa.org Booth number : Address for Material Delivery: During the set up Period: Praça das Indústrias PT LISBOA PORTUGAL For deliveries at the congress venue, please use the delivery labels on the shipping instructions Delivery of Materials On Site: ACTIVITY DATES HOURS SET-UP Thursday, March 15 For Space Only Stands - 25 sqm and above 10:00-20:00 Friday, March 16 - all stands 08:00-20:00 Saturday, March 17 - all stands 08:00-20:00 Sunday, March 18 09:30-17:30 Monday, March 19 10:00-17:30 EXHIBIT HOURS Tuesday, March 20 10:00-17:30 DISMANTLING Tuesday, March 20 17:30-24:00 General Booth Information We will bring our own booth and submit our booth design to IMEXSA Group Exhibition Services with visible indication of the dimensions (length, width, height) by to ebtm@imexsa.org - 20 February 2018 at the latest. Should we be interested in ordering additional items, we will order the desired items from the official suppliers via the corresponding Order Forms. By signing and submitting this form the exhibitor accepts without restriction and agrees the General Terms and Conditions, the Technical Guidelines and Regulations stipulated in Chapters B as well as the conditions mentioned on this form. SIGNATURE: DATE: / /

37 B) General Terms & Conditions, Technical Guidelines In the following General Terms & Conditions and Technical Guidelines, the term Exhibitor describes any company or organization that has made a successful application for space allocation in the exhibition to be organized in the framework of the 44 th Annual Meeting of the European Society for Blood and Marrow Transplantation, or any agent or representative acting on behalf of the Exhibitor. The term Organizers relates to EBMT. The following General Terms & Conditions and Technical Guidelines are accepted by the Exhibitor at the act of enrolment and applicable to the relations established between the Exhibitor (his staff and subcontracted entities) and the Organizers. These General Terms & Conditions and Technical Guidelines shall be considered part and parcel of the contract for the booking of exhibition space and services rendered from the Organizers. In case of breach of any of the General Terms & Conditions and Technical Guidelines the Organizers may order the immediate closure of the booth. 1. General Conditions for the Use of the Exhibition Areas 1.1 Inventory of Fixtures Damage The Exhibitor accepts the premises, equipment and materials as provided and notes their condition and functional state. He must return them in the same condition and state at the agreed time, having respected the following provisions: It is strictly prohibited to fix or hang anything (even a sign) on the ceilings, walls or pillars. If any material or equipment (whether entrusted to the Exhibitor free of charge or subject to payment) disappears or is damaged, it must be repaired or replaced by the Exhibitor. The Exhibitor will be charged for any damage they may cause to the floors. He must take all necessary precautions to ensure the protection of the floors. 1.2 Signs The posting of signs within the rented areas is subject to the approval of the Organizers. 1.3 Dismantling It is strictly prohibited to begin dismantling before 18:00h on Tuesday 20 March The exhibition area must be completely cleared on Tuesday 20 March 2018 by midnight. If an Exhibitor has not cleared his booth in due time, he will be charged any additional costs charged to the Organizers, without prejudice to the measures taken to vacate the booth. 1.4 Noise The projection of films and slides, the amplification of spoken words with the aid of loudspeakers, the production of music and/or sounds, as well as the use of television sets is permitted as long as hindrance to other Exhibitor or delegates is not caused. The sound should always be held at a low level. The Organizers reserves the right to determine at what a point sound constitutes interference with others and if the sound needs to be reduced or to be discontinued. If the Organizers judges that a disturbance is being caused, the exhibitor is to halt the activity immediately. If the exhibitor does not comply immediately, the Organizers reserves the right to make the necessary arrangements at the expense of the exhibitor. Every entertainment activity must be individually approved by Organizers. Please contact EBMT Secretariat at BMT.exhibition@cme-congresses.com for further details and to submit for a request for approval. 1.5 Publicity The Exhibitor shall limit his publicity to the space booked and occupied by him. 2. Booth Specifications The Exhibitor is entitled to either have his own booth and to handle its set up according to the time schedule or to use a shell scheme. Hanging from the ceiling must be analysed case by case. Authorization depends on dimensions and weight of each material. 2.1 Ceiling Height The height of the booth is limited. There are different ceiling heights in the exhibition areas according to location. Please refer to the technical specifications (3.) 2.2 Booth Set-up Only booths approved and authorized by the Organizers are permitted to be constructed. The Exhibitor who intends to set up his own booth must present a copy of the booth design, including measurements, to EBMT at ebtm@imexsa.org (for written approval and authorization. 3. Technical specifications Build Up Height Maximum height from the ground: 5 m Separation Partitions maximum height: 3 m Maximum height for signage: 6 m Lighting trusses maximum height: 7.5 m 4. Delivery 4.1 Delivery and Removal of Booth Construction Unloading of trucks and carrying of packages to (and from) the booth is the responsibility of the Exhibitor. The local approved freight forwarders can help you with this. If necessary, you can order manpower. All exhibition materials shall be delivered and unloaded to street level at the delivery gate of Pavilion 2 (see Exhibition Overview in Chapter E). Forklift equipment for the placing and removal of heavy materials can be ordered from the official freight forwarder. Please refer to Order Form Q. 5. Cleaning and Disposal of Waste Materials 5.1 Cleaning The Lisbon Congress Centre provides a daily cleaning of aisles and common areas in the exhibition areas. The daily cleaning of the booth is to be ordered and paid for by the Exhibitor (see order form J). 5.2 Disposal of Waste Materials Waste disposal is not included in the booth rate. Exhibits or other items brought into the exhibition area must be removed immediately after the end of the event 24:00 at the latest. If the Exhibitor fails to do so, the CCL is entitled to remove and store the items at the Exhibitor s expenses. The CCL cannot be liable in case of loss or damage of delivered packages, or for packages not removed by Exhibitor. 2

38 6. Ordering of Exhibitor Services Order Forms for the services offered by the official service contractors are included in this Exhibitor Manual. Order Forms should be sent to the supplier before 20 February Orders received after this date or on-site may cause considerable delay in build-up procedures. All services and supplies are subject to availability. Services ordered after the deadline will imply the following surcharges: - 30% until the beginning of the set-up - 50% during the period of the exhibition itself All services will only be rendered after the supplier has received full payment. For further questions regarding the services, please contact the supplier. 7. Electricity 7.1 The electricity current is 220/380 volts with a 50 period frequency. 7.2 Depending on the location of the Exhibition itself, the Exhibitor may usually choose one of the power scales given bellow: 7.3 Electric loads of a reactive nature (electric motors, triggered lights, etc.) installed in an Exhibitor s booth must be duly compensated so that the power factor of the electrical installation is equal to, or greater than 0, The electrical power distribution per phase, within the booth, must be equalised so as not to create any imbalance amongst the phases. 7.5 All of an Exhibitor s electrical installations must comply with applicable official rules and regulations, and particular attention must be paid to the Safety Regulations for the Use of Electric Power (RSIUEE). 7.6 The Exhibitor must appoint an electrician who is duly accredited with the Power Services of the Ministry of Industry and Energy and who is responsible for setting up the electric installations in each booth. 7.7 The charge for connecting the electric power to each booth s meter shall be borne by the Organizers. Each Exhibitor must first submit a blueprint of his electric installation for approval before they may be set up. 7.8 Each booth s electric installations must be linked to one or more fuse boxes, according to the required amount of power and that made available by the Organizers. Each Exhibitor shall supply his own fuse boxes. One of the aforementioned fuse boxes shall act as the main fuse box for the booth. Should this not be possible, each fuse box shall serve a clearly defined area. No connections in one area may be made to a fuse box in another separate area. 7.9 Each fuse box in a booth must contain: -Cables that are appropriate for the amount of power installed; -Unipolar circuit breakers appropriate for the amount of power installed; - Highly sensitive (30mA) differential circuit breakers with an instant cut-off should there be an earthing defect; Note: This circuit breaker could also act as a general unipolar circuit breaker. -Automatic circuit breakers, of the fuse type, to protect all power outlets The distribution of electricity from the booth s fuse box to the various machinery that requires it shall be by a doubly insulated, earthed cable. Flexible, single insulation (FV) cables are expressly forbidden. Lightly sheathed (VVD, FVD, etc.) wires or visible type V conductors are also expressly forbidden. In addition to the above restrictions, Exhibitor must also comply with all the terms of R.S.I.U.E.E. paragraph After the electric installations of a booth are complete, the Exhibitor shall request that the Organizers proceed with an inspection and, when this approval is obtained, that the electric power be linked to the booth Should the amount of power consumed in a booth be greater than that requested, with the resulting triggering of the circuit breakers, the Organizers may restore the supply of power upon payment of an additional connecting fee to be established, according to technical and functional availability Exhibitor must take all appropriate measures to guarantee that duly accredited Organizers employees have easy access to the place whether their electric installation is linked to the permanent power outlets The Organizers reserve the right to send duly accredited employees to inspect an Exhibition electric installations at all times, and to cut off the power supplied to a booth should the safety conditions be considered unsatisfactory or should there have been any undue changes to the installation itself. In the latter case, the Exhibitor may, after proceeding with the required modifications, reapply for the power to link again to this installation. This shall only be done after a new inspection of the installation and the payment of the respective linking fee Exhibitor shall defray the cost of any lighting within their booth. 8. Regulated Activities It is absolutely prohibited for the Exhibitor to order technical services (audio-visual, electricity and phone connections), the cleaning of areas, security services, catering, etc. from non-official 44 th Annual Meeting of the European Society for Blood and Marrow Transplantation, as these services are exclusively provided by the suppliers approved by the Organizers and listed on page 8. The production and use of audio and film recordings, as well as the use of radio and TV recordings shall require written approval from the Organizers. Commercial photographs can only be taken by the company authorized by the Organizers. Any selling or other commercial activity shall require the approval of the Organizers. 9. Security Access Control An identification badge, provided by the Organizers, is required to enter the Congress facilities. The Lisbon Congress Centre and the Organizers cannot be held liable for any loss, damage or theft occurring to goods left on the booth. Individual surveillance of the stand can be requested by the Exhibitor at his own expense (see order form J). 10. Safety and fire protection 11.1 Under no circumstances, should one obstruct the emergency exits wholly or partially, or interfere with the visibility and access to extinguishers, fire cocks and water points 11. Lisbon Congress Centre (CCL) specific rules 1. The present Regulation includes the rules that regulate the organization of Fairs, Exhibition and Other Events (Catering services, Shows, Commercial presentations, etc.), at Lisboa Congress Centre (CCL). 2. Those Specific Rules are completed, makes part of the General Rules for using the facilities of CCL. 3. The scope, dates, duration and opening hours of fairs, Exhibitions and Other Events are defined in a specific document written by Lisboa Congress Centre. 3

39 EXHIBITED PRODUCTS 4. Presentation and distribution of the products that can harm other exhibitors or visitors, or that can deteriorate the pavement and/or existing constructions, as well as to alter conditions or environmental rules are not allowed. Products with exhibition conditioned by law are not allowed as well. 5. Products on display are not allowed to have any reference to price, save in exceptional cases, which must always have explicit written authorisation from CCL. 6. Special authorisation from CCL is required for products whose weight exceeds Kg/m 2 (if goods are to be displayed on the ground floor of the pavilions), or over 2000 Kg/m 2 (should they be intended for Pavilions in first floor). SET UP/DISMANTLING OF STANDS 7. Set up and decoration of stands can only begin in the 1 st day of set up, after Organizer s approval. 8. Companies involved in assembling and decoration of stands are required to have a previous credential, which implies the presentation of an insurance policy for civil and professional liability, covering damage caused in the premises or to a third party and possible damage due to stoppage of CCL s activities, in the amount of ,00 EUR. 9. Should there be a breach of regulation on assembly and decoration of stands and/or a breach of technical nature, CCL considers itself to be authorised to carry out necessary procedures to regularise it, which may involve closing the booth. The costs resulting from this corrective action will be charge to the exhibitor/organizer. 10. Opening and closing times for assembly and disassembly will be set by CCL together with the Organizer. Work outside the established times requires express written authorization from CCL, and involves the payment of an overtime fee, according to the price list. TECHNICAL RULES Size, Booth Lay out, etc. 11. During set up and decoration of booths, the Organizer and their exhibitors must comply with the following rules: Stands must respect a general height of 2.5m. Assembly of stands that include the construction of second store must have explicit authorization from CCL. The usable area of second storey and decoration elements that measure over 2.5m in height must stand back from the perimeter of the stands at least 1.5 m. CCL s installations must be scrupulously respected, namely fire hydrants, extinguishers, loudspeakers, general indicators, television circuits, and fire detectors. 12. The on-site building of stands in the whole exhibition area of CCL is strictly forbidden, as well as the use of cutting machines, welding machines, sanders and a spray guns. Stands must be devised and prepared so that their construction can be obtained solely by assembling the elements that constitute them. 13. Available electrical power to be used is 230/400 Volts 50cycles and is provided according to the conditions predicted by EDP (Electricity of Portugal). In case of fault or cut by EDP, electricity will only be provided for emergency exits (exclusion of exhibition and Events circuits). 14. All electrical set up must be approved by CCL and the links to the general mains can only be made by same services. CCL will not be responsible for connecting to the mains apparatus that do not correspond to the information provide, and the exhibitors must name the person responsible for the stand s electric installation project. Damage caused to the mains or to the specific point by these connections is the sole responsibility of the exhibitors. It is essential that exhibitor give the power needed in the booth. 15. Requests for water and drain connections, as well as electricity and telecommunications must be done by written to CCL the Organizer. Requests for special lines or circuits must be processed through the Organizer, 20 (calendar) days in advance of the date set for set up the fair. All special circuits or lines are subjects to quotation. 16. Any suspension/rigging from the pavilion structure requires authorisation from CCL and can only be made by CCL exclusive supplier, subject to specific quotation. Requests must be done 20 (calendar) days prior to the date set for the opening of the exhibition, and must enclose the suspension/rigging project and the weight to be suspended, so that its feasibility can be verified by CCL s Technical Department. 17. It is forbidden to use the walls of pavilions and columns to suspend or post exhibited pieces, decoration, construction or informative items. 18. All Cleaning services must be requested to Organizer. General cleaning of the exhibition area and corridors is the responsibility of the Organizer; cleaning of the stands is Exhibitors responsibility and will be charge accordingly. Is also Organizer responsibility the cost of garbage containers. 19. Disassembly of the stands and removal of material cannot begin before the time officially set for closing the exhibition, except for special authorisation granted by the Organizer. 20. Disassembly of the stands and removal of exhibited material must be concluded within the times set by CCL and already accept by the Organizer. Failure to comply with this deadline authorises CCL to remove the material and implies that all costs resulting from the measures taken to remove these materials will be charged. 21. The premises must be handed over to CCL in the same condition as they were made available to the exhibitors/organizer, and all costs require making them so, are from their responsibility. Repair of occasional damage caused by carelessness or requirements of stand assembly, as well as cost derived from such assembly, are the sole responsibility of exhibitors/organizer. 22. Exhibitors/Organizer are responsible for all the damage or harm caused by their structures, equipment, articles to be exhibited, or activities in their stand, as well as action of the subcontracted firms, when these firms harm visitors and other exhibitors. CUSTOMS, OFFICIAL PRICE LIST 23. As regards matters concerning customs operations, product transportation and their conveyance within the premises, exhibitors must contact CCL s official forwarding agent Hermes / Merkur Expo Logistics, the sole entity that has the authority to perform this function in CCL s premises. 4

40 INSURANCE AND RESPONSIBILITY 25. CCL ensures general surveillance services during the assembly and disassembly as well as duration of the exhibitions and other events. Exhibitors must ensure safe keeping of their products in the times stated above, and arrange for celebration of a specific insurance contract for their participation in the exhibition, which should cover situations of robbery and a theft. Exhibitors are forbidden to allow their staff to remain in the stands after the daily closing time, save exceptional cases and subject to presentation of a specific written authorisation from CCL. 26. It is CCL responsibility civil liability insurance derived from material or bodily damage suffered by accredited exhibitors or by visitors; OBLIGATIONS AND SANCTIONS 27. Stands must be open during the exhibition s opening hours, and the presence of a representative of the exhibitors must be ensured at all times. 28. Advertising in the exhibition s premises must comply with rules of the Código de Práticas Legais em Matéria de Publicidade of the Câmara de Comércio Internacional (International Chamber of Commerce s Code of Legal Practice in Advertising Matters). 29. The exhibitors are forbidden to do the following, and contempt of this rule will lead to sanctions which can involve closing the stand: Corporate advertising Advertising that makes a direct comparison with third party articles and/or products, exhibitors or not; Distribution of flyers and/or promotion material outside their stands, save with official written authorisation from CCL; All advertising which may in any way harm or bother exhibitors or visitors; Distribution of balloons filled with a gas that is lighter than air; Promotion of products other than those on display and/or in another industrial and/or business activity other than the exhibitor s. 30. Must have CCL approval: The carrying out of tests or contests The setup of resonant equipment in the stands, which cannot exceed 60 DB. 31. CCL may have the articles on display in the stands reproduced, photographed, or filmed, and it may use their reproductions for the purposes exclusively connected with is activity, namely the production of promotional material. 32. Photographs or films of the stands outside opening hours require explicit written authorisation from CCL. 33. Exhibitors are unequivocally committed to respecting all rules contained in the present Specific Rules for Fairs, Exhibitions and Other Events as well as the General rules for using the facilities of CCL. 34. In case of disagreement as to the interpretation or implementation of the present regulation and other documents that may complement it, as well as facts concerning the participation of exhibitors in exhibitions or events organised by the AIP - Associação Industrial Portuguesa/ Centro de Congressos de Lisboa, all parties determine the Court of the Lisbon Comarca to be competent, hereby explicitly renouncing all others. 35. The present Rules make part of the General rules for using the facilities of CCL. 5

41 C) Main Electrical Connection Order Form Please complete this form in BLOCK LETTERS and return it duly signed to IMEXSA Group Mr. Jose Santos by 20 February 2018 at the latest. Phone: ebmt@imexsa.org Company Booth #.. Address: Phone.. Contact...Signature : VAT-ID # We hereby confirm the following order: (One power supply is mandatory!) Description Electrical supply Euro Total Eur Power supply incl. Consumption 220V/10A Power supply (24 hours) 220V/10A Three-phase supply 220V/380V/3 x 16A, CEE 16A outlet Three-phase supply 220V/380V/3 x 32A, CEE 32A outlet Three-phase supply 220V/380V/3 x 63A, CEE 63A outlet Please indicate below the desired connection point (s) at your booth! Order forms must be received by IMEXSA Group - EXHIBITION SERVICES by 20 February Orders received after this date will be subject to an additional fee of 30% and 50% for onsite requests; both plus the net price. The payments are due upon receipt of the invoice. Full Payment must be made to secure order (order will only be processed on receipt of payment!) Payment Conditions: 100% with the application, which is only valid after payment! Prices excl. 23% VAT 6

42 D) Staff, Internet, AV & Cleaning Order Form Please complete this form in BLOCK LETTERS and return it duly signed to IMEXSA Group Mr Jose Santos by 20 February 2018 at the latest. Phone: VAT-ID #:... Booth #:.. Company:... Address: Contact:.Signature :.. Phone:.. Staff Nº EUR/hour Total in EUR Technician for computer Installation EUR Electrician EUR Booth Security, GUARD/VIGILANT EUR WiFi internet access 10MB 5 users ))) DEDICATED CONNECTION Unit price EUR WiFi internet access 15MB 10 users ))))) DEDICATED CONNECTION Unit price EUR LED screen 42 working with USB pen drive With floor/table support Unit price EUR LED screen 50 working with USB pen drive With floor/table support Unit price EUR Cleaning and Waste Disposal Price Total in EUR Cleaning of Stand Cleaning of floor 120 L refuse sack for mixed refuse On (dates) Only on.. (date) Daily:. m 2 /day EUR 4.95 P/ unit EUR You are requested to place the ordered waste disposal bags in front of your stand at the end of the day, so they can be collected from the cleaning staff. The waste disposal bags cannot be removed when they are within the exhibition stand. Waste disposal bags, or other materials which were not announced to IMEXSA Group Exhibition Services and are left back in the venue of the exhibition will be charged with an additional cleaning fee of EUR per m³ Waste (plus staff expenses and management charge). Order forms must be received by IMEXSA Group - EXHIBITION SERVICES by 20 February Orders received after this date will be subject to an additional fee of 30% and 50 % for onsite requests; both plus the net price. The payments are due upon receipt of the invoice. Full Payment must be made to secure order (order will only be processed on receipt of payment!) Payment Conditions: 100% with the application, which is only valid after payment! Prices excl. 23% VAT 7

43 E) Fascia Name, Cabin & Graphic - for Shell Scheme Booths only Please complete this form in BLOCK LETTERS and return it duly signed to IMEXSA Group Mr Jose Santos by 20 February 2018 at the latest. Phone: ebmt@imexsa.org Company: Booth #:.. Please enter text for fascia: Additional Material for the Booth EUR Qty Total in EUR Cabin 1m x 1m with lockable door Graphic on booth panels 89.00/m2 Roll-Up Sign (85 cm x 200 cm high) Prices excl. 23% VAT 8

44 F) Furniture Rental Order Forms Furniture Order Form Please complete this form in BLOCK LETTERS and return it duly signed to IMEXSA Group Mr Jose Santos by 20 February 2018 at the latest. VAT-ID #:... Company: Booth #:. Furniture Code Price Qty Total in EUR 9

45 10

46 Order forms must be received by IMEXSA Group - EXHIBITION SERVICES by 20 February Orders received after this date will be subject to an additional fee of 30% and 50 % for onsite requests; both plus the net price. The payments are due upon receipt of the invoice. Full Payment must be made to secure order (order will only be processed on receipt of payment!) Payment Conditions: 100% with the application, which is only valid after payment! Prices excl. 23% VAT 11

47 12

48 13

49 14

50 15

51 16

52 17

53 18

54 19

55 20

56 21

57 22

58 23

59 24

60 25

61 26

62 G) Furniture Layout Plan Furniture Order Form Please complete this form in BLOCK LETTERS and return it duly signed to IMEXSA Group Mr Jose Santos by 20 February 2018 at the latest. Phone: Booth #:.. Company: Phone:.. Furniture layout fittings Please indicate the exact positions for the furniture/fittings in the plan below! Order forms must be received by IMEXSA Group - EXHIBITION SERVICES by 20 February Orders received after this date will be subject to an additional fee of 30% and 50 % for onsite requests; both plus the net price. The payments are due upon receipt of the invoice. Full Payment must be made to secure order (order will only be processed on receipt of payment!) 27

63 i) Rigging Form Please complete this form in BLOCK LETTERS and return it duly signed to IMEXSA Group Mr Jose Santos by 20 February 2018 at the latest. Phone: VAT-ID #:... Booth #:.. Company:... Address: Contact:.Signature :.. Phone:.. DESCRIPTION OF ITEM: CONSTRUCTION OF ITEM: HOW RIGGING WIRES WILL BE ATTACHED TO ITEM: TOTAL WEIGHT: HOW MANY POINTS: WEIGHT PER POINT: HEIGHT FROM FLOOR LEVEL TO BOTTOM OF ITEM: DIMENSIONS (wide x drop): MOBILE NUMBER FOR ON SITE CONTACT: NOTE: This form/information incl. 3D-plan showing the exact position(s), heights and measures must be filled in and returned no later than Tuesday, February 20 th SIGNATURE: DATE: / / 28

64 J) Flowers Order Form Floral Decoration Order Form Please complete this form in BLOCK LETTERS and return it duly signed to IMEXSA Group Mr Jose Santos by 20 February 2018 at the latest. VAT-ID #:... Phone: Booth #:.... Company: Contact:.Signature :.. Floral Decoration Ref EUR Qty Total in EUR Prices excl. 23% VAT 29

65 EBMT 2018 LUNCH BOX, SNACK LUNCH & COCKTAIL ORDER FORM 65

66 EBMT 2018 LUNCH BOXES LUNCH BOX 1 BOX 1 NAPKING 1 ORANGE JUICE (FRESKY) 1 MINERAL WATER (0,33 LT) 1 CEREAL BAR 1 FRUIT SALAD WITH GELATIN 1 SANDWICH (PLEASE SEE SANDWICH OPTIONS) PRICE PER LUNCH BOX - 15,50 + VAT SUPLEMENT OF 1,80 + VAT, TO ADD A CHOCOLAT (KIT KAT) SUPLEMENT OF 4,20+ VAT, TO ADD AN EXTRA SANDWICH SUPLEMENT OF 2,00 + VAT, TO ADD A MUFFIN (CHOCOLATE, WALNUT OR APPLE) NOTE : IT'S POSSIBLE TO CHANGE THE FRUIT SALAD FOR SLICED FRUIT (KIWI OR PINEAAPLE OR GRAPES) THE BOXES CAN BE PERSONALIZED WITH A STICKER - 80,00 + VAT STICKER MEASURES : 9 cm x 5 cm THE STICKER SHOULD BE PROVIDED BY THE CLIENT UNTILL 3TH JUNE Shippping information : Centro de Congressos de Lisboa Restaurante Espaço Tejo C/o Sónia Vilarinho Praça das industrias LISBOA Please mention the following information: event name exhibitor name 66

67 EBMT 2018 LUNCH BOXES SANDWICH OPTIONS: OPTION A (VEGETARIAN) Baguete (100 gr) with Fresh Cheese, Lettuce and Tomato OPTION B Baguete (100 gr) with sliced egg (boiled), Lettuce, Tomato, Ham and Cheese OPTION C Baguete (100 gr) with Roasted Lamb Pork, Lettuce and Mustard OPTION D Baguete (100 gr) with Tomato, Rocket and Tuna Paté OPTION E Baguete (100 gr) with Tomato, Rocket and Chicken OPTION F (VEGETARIAN) Bread Shape with Ricotta Cheese, Tomato, Rocket and Oregano OPTION G Baguette (100 gr) with Tomato, Rocket, Smoked Ham and Cheese 67

68 EBMT 2018 SNACK LUNCH SALADS PLEASE CHOOSE 1 SALAD PER LUNCH Fusili with Fresh Cheese, Olives, Peppers and Cheey Tomato Fusilli with Smoked Ham, Fresh Tomato and Basil Black -eyed Pea Salad with Tuna Havaiana SAVORY PLEASE CHOOSE 1 PER LUNCH Leeks Quiche Lorraine Quiche Onion and Bacon Quiche Tuna Pie Sandwiches PLEASE CHOOSE 2 SANDWICHES Baguete with sliced egg ( boiled ), Lettuce, Tomato, Smoked Ham and Cheese Baguete (100 gr) with Tomato, Rocket and Tuna Paté Baguete (100 gr) with Fresh Cheese, Lettuce and Tomato Baguete (100 gr) with Roasted Lamb Pork, Lettuce and Mustard Baguete (100 gr) with Tomato, Rocket and Chicken Fruit & Desserts Mini Chocolate Brownies Mini Portuguese Custard Shots Fruit Salad Drinks : Orange Juice Soft Drinks Mineral Water Coffee Tea PRICE PER PERSON, 21,50 + VAT, PER LUNCH ( MINIMUM OF 15 PERSONS PER ROOM ) THE SERVICE WILL BE PLACED INSIDE THE ROOM IF YOU NEED A PERMANENT WAITER DURING THE LUNCH PLEASE CONSIDER AN EXTRA OF 90,00 + VAT NOTE: SERVICE THAT CAN BE PLACED INSIDE THE MEETING ROOMS 68

69 EBMT 2018 COCKTAILS SUGGESTION No 1 Fresh Orange Juice with Mint Apple Juice with Cinnamon Stick Ice Tea with Lemon Mineral Water Fruit Kebabs Price Per Person - 10,20 +Tax SUGGESTION No 2 Flute of Sparkling Wine Port Wine Fresh Orange Juice Mineral Water Mini Red Fruit Tartelets Mini Lemon Pie Tartelets Mini Portuguese Custard Tarts Price Per Person - 13,20 + Tax 69

70 EBMT 2018 COCKTAILS SUGGESTION No 3 Drinks - Flute of Sparkling Wine Port Wine Fresh Orange Juice Apple Juice with Cinnamon Stick Still and Sparkling Mineral Water Canapes Smoked Salmon with Capers Smoked Ham with Serra Cheese and Honey Egg-Plant Puff Pastry with Black Olive Tapenade Mini Samosas with Mango Chutney Brie with Raspberry Compote Traditional Portuguese Meat Stuffing «Alheira» Croquetes Grissini com Wild Mushroom Mousse Dessert and Fruit Black and White Chocolate Truffles Fresh Pineapple Cubes with Lemon Zest and Passion Fruit Couli Price Per Person 19,20 + Tax SUGGESTION No 4 Drinks - Flute of Sparkling Wine Port Wine Red and White Wine Gin Tonic Fresh Orange Juice Apple Juice with Cinnamon Stick Still and Sparkling Mineral Water Canapes Tuna Mousse Tartelet Blinis with Salted Cod and Roe Mousse Salmon Tartar on Wheat Bread Shot of Creamy Pea Soup Duck Confit Strudell with Orange Reduction Goat's Cheese Gourmande with Tomato Compote Mushoroom Crostinis Sweets and Fruit Mini Portuguese Custard Tarts «Pastéis de Nata» Squares of Walnut and Honey Cake Cubes of Fresh Fruit Apricot Mousse with Cheese Curd Price Per Person 22,80 + Tax 70

71 EBMT 2018 LUNCH BOX, SNACK LUNCH & COCKTAIL ORDER CUSTOMER INFORMATION COMPANY NAME CONTACT NAME VAT NUMBER COMPANY ADRESS POSTCODE/TOWN COUNTRY FAX TELEPHONE MOBILE PHONE ORDER DETAILS ROOM No OR NAME NAME OF SESSION/MEETING DELIVERY DATE DELIVERY TIME QUANTITY SANDWICH OPTION EXTRAS 71

72 EBMT 2018 LUNCH BOX, SNACK LUNCH & COCKTAIL ORDER ORDER FORMS DEADLINE All orders should be submitted before 20 working days before the event CANCELLATION POLICY All orders are final. There will not be any refunds for cancelled orders PAYMENT CONDITIONS 100% with the application, wich is only valid after payment PLEASE FILL IN AND RETURN THIS FORM TO: SILVA CARVALHO CATERING,SA Fax: +(351) and 72

73 INVOICE & BANK DETAILS OUR INVOICE WILL BE ISSUE BY: SILVA CARVALHO CATERING SA Edifício Península Praça do Bom Sucesso, no105 a 159 9o piso PORTO Telefone: Telefax: CAPITAL SOCIAL: ,00 EUROS NIF: OUR BANK DETAILS IBAN: PT SWIFT: BBPIPTPL 73

74 PORTO TECMAIA RUA ENG.º FREDERICO ULRICH, MAIA T. (+351) F. (+351) LISBOA COMPLEXO INDUSTRIAL DA CAPA ROTA ALBARRAQUE SINTRA T. (+351) F. (+351) ENTRE EM CONTACTO CONNOSCO:

75 STAND CATERING ORDER FORM Item N. Coffee & Tea Unit Price VAT 1101 COFFEE STATION A Expresso coffee machine, 15 coffee capsules or flask of Coffee, flask of hot water, assorted tea 110,00 bags, flask of milk, 1 juice jug, 2 mineral water bottles 1,5Lt, 15 coffee cups, 6 milk cups, 15 97,50 13% water cups, sugar, sweetener, stir sticks 12,50 23% 1102 COFFEE STATION B Expresso coffee machine, 15 coffee capsules or flask of Coffee, flask of hot water, assorted 160,00 tea bags, flask of milk, 1 juice jug, 2 mineral water bottles 1,5Lt, 1 assorted biscuit tray, 15 mini 147,50 13% sweet pastry 15 coffee cups, 6 milk cups, 15 water cups,sugar, sweetener, stir sticks 12,50 23% 1103 COFFE STATION C Expresso coffee machine, 15 coffee capsules or flask of Coffee, flask of hot water, assorted 200,00 tea bags, flask of milk, 1 juice jug, 2 mineral water bottles 1,5Lt, 1 assorted biscuit tray, 15 mini 187,50 13% sweet pastry, 30 finger sandwiches cheese or ham, 1 fruit basket 15 coffee cups, 6 milk cups, 12,50 23% 15 water cups,sugar, sweetener, stir sticks 1104 C0MPLETE COFFEE KIT Expresso Coffee Machine + 50 coffee Capsules + cups + sugar bags + stir sticks 1105 COFFEE KIT 50 coffee Capsules + cups + sugar bags + stir sticks 57,00 13% 42,00 13% 1106 COFFEE FLASK 1 Lt + 10 disposable cups + sugar bags + stir sticks 21,00 13% 1107 MILK FLASK 1 Lt 6,00 13% 1108 HOT WATER FLASK 1 Lt +10 assorted tea bags 10 disposable cups + sugar bags + stir sticks 18,00 13% Item N. Water, Soft drinks and Juices Unit Price VAT 1201 MINERAL WATER 1,5 Lt 3,60 13% 1202 PACK MINERAL WATER 6 X 1,5Lt 18,00 13% 1203 MINERAL WATER 0,33 Lt 1,50 13% 1204 PACK MINERAL WATER 24 X 0,33 Lt 28,00 13% 1205 SPARKLING WATER 0,33 Lt 2,15 23% 1206 PACK SPARKLING WATER 6 X 0,33 Lt 12,00 23% 1207 SOFT DRINKS CAN Unit 2,70 23% 1208 PACK SOFT DRINKS CAN 24 X 0,33 Lt 57,00 23% 1209 SOFT DRINKS BOTTLE 1,5 Lt 7,50 23% 1210 PACK SOFT DRINS BOTTLE 6 X 1,5 Lt 30,00 23% 1211 ORANGE OR APPLE JUICE 1 Lt 9,00 23% 1212 PACK ORANGE OR APPLE JUICE 6 X 1Lt 36,00 23% 1213 FRESH ORANGE JUICE 1Lt 15,00 23% 1/3 75

76 STAND CATERING ORDER FORM Item N. Sweets, Sandwiches & Snacks Unit Price VAT 1301 TRAY WITH ASSORTED BISCUITS 30 Units 42,00 13% 1302 TRAY WITH ASSORTED PETIT FOURS 30 Units 48,00 13% 1303 TRAY WITH ASSORTED SWEET PASTRIES 20 Units 48,00 13% 1304 TRAY WITH FINGER SANDWICHES CHEESE OR HAM 40 Units 60,00 13% 1305 TRAY WITH ASSORTED COLD CANAPES 20 Units 80,00 13% 1306 TRAY WITH FRUIT KEBAB 30 Units 54,00 13% 1307 FRUIT BASKET 20 Pieces 30,00 13% 1308 CEREAL BAR FITNESS CHOCOLAT OR STRAWBERRY Pack 6 Units 7,80 13% 1309 CHIPS BAGS 45 Gr 1,30 13% 1310 YOGURT LIQUID 175 Ml 1,70 13% 1311 COOKIES DARK CHOCOLAT 90 Gr 2,40 13% 1312 COOKIES WHITE CHOCOLAT 90 Gr 2,40 13% Staff & Equipment Item N. Unit Price VAT 1401 FRIDGE (Rental up 4 days) 140,00 23% 1402 WATER MACHINE + 1 WATER GALLON 18,9 LT Plastic cups 90,00 23% WATER GALON 18,9 Lt Disposable cups 30, DISPOSABLE CUPS 12,00 13% 23% 1405 FRAPÉ WITH ICE 1 Kg 12, ICE BAG 2 Kg 18,00 23% 23% 1407 JUICE ACRYLIC CUP 50 Units 24, TUBE ACRYLIC CUP 50 Units 36,00 23% WAITER 8 Hours 100,00 23% 23% DELIVERY FEE 18,00 23% ALL PRICES ARE QUOTED IN EURO, NET AND EXCLUDES VAT (23% and 13%, depending on the type of product and in accordance with the current legislation) Conditions ORDER FORMS DEADLINE All orders should be submitted 15 week days before the first day of the event. Orders made on the day of the event are subject to availability. Delivery will take place at least 1 hour after requests made on the day of the event. Requests received after the stipulated deadline will be charge with and aditional of 50%. Products supplied will be fully charged and no returns will be accepted. Coffee Stations A, B and C only include set-up and clean up. Coffee Stations A, B and C do not include refills, restocking and service. CANCELLATION POLICY All orders are final. There will not be any refunds for cancelled orders. Loss or damage to equipment will be charged to the applicant. 2/3 PAYMENT CONDITIONS 100% with the application, wich is only valid after payment. 76

77 STAND CATERING ORDER FORM Order Form EVENT/CONGRESS: COMPANY NAME: CONTACT NAME: VAT No.: COMPANY ADRESS: POSTCODE/TOWN: PHONE: COUNTRY: MOBILE PHONE: ITEM NUMBER DELIVERY DATE PERIOD ROOM OR BOOTH QUANTITY UNIT PRICE TOTAL DELIVERY FEE SUB TOTAL PLEASE FILL IN AND RETURN THIS FORM TO: SILVA CARVALHO CATERING,SA VAT ( 23%) VAT (13%) TOTAL 3/3 77

78 For all booking enquiries please send your completed form to the address below or get in touch and we'd be happy to help. Connecting the best hosts with the best events around the world EBMT 2018 Staff Booking // Lisbon, 18-21st March Company Name: Booth # Position Required: (Booth, Symposium, Transfer, Hospitality Desk, Other-Specify) EXAMPLE: Booth Hostess Number of Hosts: 1 Languages: (Hosts speak business English as a minimum, please specify if you require additional languages) Dress Code: (Hosts will wear business attire as standard, please specify if you require an alternate dress code) Portuguese, Italian Sponsored / Brand T-Shirt (Provided) Rate / Hour th March - 18th March 09:00-18:00 Hours 19th March 09:00-18:00 20th March 09:00-18:00 21st March 09:00-18:00 Total Hours 36 Total Fee 648 Total Booking Fee : Comments / Special Requests: Contact Name: Phone Number: Thank you for booking through Hostipi. 78