3.2. Exhibitor Badges (Booth Staff) Floor pass (NEW) Material Handling Access / Delivery 12

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2 Welcome 4 Important Addresses 5 Important Dates and Deadlines 7 1. Key Information 8 2. Online Booking System (OBS) 9 3. Exhibitor Registration Working Passes Exhibitor Badges (Booth Staff) Floor pass (NEW) Material Handling Access / Delivery Professional material handling Access to the exhibition hall Storage of empties and crates Storage of literature and give-aways Storage of booth material left behind Parking Exhibition Floor plan Booth planning Stand type: Peninsula Shell scheme Line of sight Ceilings Disabled access Doors Submission of plans Floor load and material Maximum building heights Safety Regulations of the Venue (Lisbon Congress Center CCL) General Constructions Safety 18

3 6.2. Booth Constructions Safety Exhibition Services Technical booth plans Technical supplies and Booth services Electricity Water supply and drainage Internet Connections Suspensions/ Signage Waste and cleaning management Catering Hostess Service Badge Scanning and market research Company description & logo Stand Activity and Promotional Regulations Stand Activity Industry - Social Events General Liability Insurance MERKUR - Shipping instructions Introduction General Dates Consigning of Shipments and Deadline Dates Customs Clearance (applicable for NON-EU-countries only) Labeling (Bag Inserts / Stand Material) Shipping Advise Storage Insurance Basic Conditions of Contract Contact Details 29

4 Dear exhibitor, Thank you for your decision to participate at the 4 th EAN Congress in Lisbon/Portugal. This exhibitor manual will guide you in the necessary steps of your participation in the industrial exhibition and will answer all major questions that may arise during the planning of your participation. Beside basic information and regulations referring to booth construction, you will find the contact details of our exclusive suppliers as well as other major contractors that are at your disposal for any requests. Please read this document carefully and share it with the necessary colleagues and agencies involved in the organisation of your EAN Congress activities. Observation of the deadlines marked on page 6 guarantees the best possible service by all contractors involved and avoids surcharges. To ensure a successful participation at the EAN Congress, we will not be able to deviate from these deadlines. If you need further assistance, our dedicated team will be happy to support you in your preparation for the EAN Congress. Please find all relevant contact details on page 4. For any further information on the 4 th EAN Congress please visit the congress website We look forward to working closely with you over the upcoming month to a successful EAN Best regards, Elisabeth Starkl Julien Herzig Dimitri De Man Industry Liaison Manager Industry Relations Manager Industry Relations Manager European Academy of Neurology Congrex Switzerland Congrex Switzerland

5 Please contact the following people as necessary for your queries. Exhibition & Industry Liaison EAN Head Office Ms Elisabeth Starkl Breite Gasse 4/7, 1070 Vienna / Austria starkl@ean.org industry@ean.org Congrex Switzerland Ltd. Mr Julien Herzig Mr Dimitri De Man Peter Merian-Strasse 80, 4002 Basel / Switzerland industry@ean.org Hotel Congrex Switzerland Ltd. Ms Nicole Hirschmann hotel.ean@congrex.com Registration Congrex Switzerland Ltd. Ms Simone Pregger registration.ean@congrex.com Meeting Rooms Please note that the booking period for meeting rooms will start January/February You will receive a separate with detailed information. Congrex Switzerland Ltd. Ms Catherine Wichmann meetingroom.ean@congrex.com

6 Scientific Programme and Society Administration EAN Head Office lisbon2018@ean.org Congress Venue Lisboa Congress Centre Praça das Indústrias, Lisboa / Portugal Catering Ms Inês Oliva ioliva@sccatering.pt Hostess Service Springevents Ms Sara Correia Av. República da Bulgária, no 15 8 B Lisboa / Portugal sara.correia@springevents.pt or info@springevents.pt Logistic Services Merkur Expo Logistics GmbH Mr Bernd Blum Rheinstrasse 2, Eschborn / Germany bernd.blum@merkur-expo.com

7 28 March Early registration deadline 16 April Deadline for submission of advertisements in the final programme - Deadline for submission of high resolution company logos and company descriptions to be included in the congress publications 2 May Second deadline for reduced registration fee 3 May Hotel rooms contracted until this date account for the sponsorship level 7 May Submission deadline for stand plans for general approval of spaces with more than 20m 2 or 2.50m height - Deadline for submission of printing material (bag inserts, etc.) - Deadline for orders of technical supplies and exhibition services - Deadline for orders of hostesses - Deadline for catering orders 24 May Deadline for orders of exhibitor badges & working passes 1 June Deadline for sending the Freight, Clearing, Loading Form to Merkur Expo June th Congress of the European Academy of Neurology

8 Exhibition dates and hours Saturday, 16 June Sunday, 17 June Monday, 18 June Tuesday, 19 June Delivery / Build-up of booths / Decoration Wednesday, 13 June (with special permission for booths of 50m 2 or larger only) Thursday, 14 June Friday, 15 June * Please not that EAN has appointed Merkur Expo Logistics as official freight forwarder, customs clearance agent and handling agent for the 4 th EAN Congress. For safety and time reasons, no other contractor will be permitted to operate the lifting into the venue. *All corridors must be free of crates and booth material on Friday evening at for major cleaning and the laying of the aisle carpet. Dismantling Tuesday, 19 June Wednesday, 20 June The smaller exhibitors may pack their pop-up booths, their decoration material etc. and leave. The bigger booths can start dismantling, too. However, empties will only be delivered to the booths at (after the last teaching courses took place). This ensures that unwanted side noise will be avoided that inevitably arises by delivering empties to the different exhibition spaces. All hours are subject to possible changes due to the scientific programme. The Congress Organiser will keep you informed. Opening session and welcome reception All exhibitors are cordially invited to the opening session followed by the welcome reception on Saturday evening from at the congress venue. Site inspection For site inspections, please send your preferred date / time of your planned inspection to industry@ean.org and we will liaise between you and the Lisbon Congress Center in order to make further arrangements directly.

9 Your orders for technical supplies and most of the exhibition services have to be placed via the Online Booking System (OBS), which will be available beginning of March Each exhibitor will receive a separate containing instructions on how orders can be made as well as an individual login name and password. Please do not confuse the OBS with the 4 th EAN Congress website. Direct orders All other services, which cannot be booked via the OBS need to be ordered directly. Please ensure that the orders are complete, within the given time frame (see deadlines on page 6) and sent to the correct contractor. Downloads The OBS will be updated regularly with information and forms essential to your exhibition planning. Maps, manuals, guidelines and price lists mentioned in this manual can be accessed via the OBS in the section Information Documents.

10 Deadline for orders of exhibitor badges & working passes 24 May Working Passes During build-up and dismantling working passes are necessary for stand builders and other contractors working for exhibitors. Exhibitors are responsible to book working passes for their onsite workers. Please send a name list in excel format to industry@ean.org within the deadline set Exhibitor Badges (Booth Staff) As an entrance control will be implemented for the exhibition area, special name badges must be ordered for booth staff and other persons involved. Exhibitor staff wishing access to the exhibition outside the official exhibition opening hours, e.g. in the mornings to prepare the exhibit, must be in possession of an exhibitor badge. However, they do not need to register as regular congress participants. Guards and security personnel will control strictly and will not make exceptions to the rules to grant access. Please make sure that all staff, stand builders, clients etc. have been registered beforehand. Each exhibitor is entitled to 3 free badges per 10m² exhibit space or part thereof. Additional badges will be charged with 60 each. Badges ordered onsite will be charged at 90 and name changes at 50. How to register your staff We will send out an stating your defined contingent before end of April. The will contain a link that leads to the online registration system. Each address can only be used once, therefore please indicate the individual address for each staff member. Pick up of exhibitor badge (self-print) A few days before the congress, your exhibition staff will receive an containing some general information and a barcode which will enable him/her to collect the personal exhibitor badge directly from the self-print station onsite. Please do not forget to bring this confirmation with you. One Transferable company badge / one congress bag per company One transferable company badge will be issued per booth; this badge gives access to the session rooms. Please pick up the company badge as well as one congress bag at the Exhibition Service desk. Additional registrations Should more than one person wish to attend the scientific sessions at the same time, further personal registrations can be made at regular rates by registering online at These badges will have to be picked up at the self-print stations in the registration area.

11 Staffing of the booth As a courtesy to those attending the 4 th Congress of the European Academy of Neurology and to your fellow exhibitors, exhibitors must open their exhibit on time and staff it with at least one person throughout each day until the scheduled closing of the exhibition on Tuesday. For any requests concerning exhibitor badges or the online registration system, please contact the congress secretariat under registration.ean@congrex.com Floor pass (NEW) If colleagues of your company with a full congress registration need access to the booth prior to the exhibition opening hours (maximum 30 minutes), we will provide coloured stickers for them, which need to be stuck onto their personal congress badge. The stickers (maximum 30) can be picked up at the Exhibition Service desk onsite by the responsible person of your company or the group coordinator / person registering your staff.

12 4.1. Access / Delivery To perform a smooth delivery, it is compulsory for all contractors delivering and collecting booth material (full, parcels, empties) to use the off-loading/loading services of Merkur Expo Logistics. A detailed and strict unloading and loading schedule will be established. Please also refer to the information Merkur shipping instructions and the freight, clearing, loading form of Merkur Expo Logistics which you may find at the end of the document as well as in the download section of the OBS and on Exhibitors are advised to contact Merkur Expo Logistics in time. You will find a detailed floor plan including the access to the delivery zone for download on the OBS and Please note that the instructions of the local material coordinators of Merkur Expo Logistics and the security staff are binding Professional material handling Please do not send any booth material and/or literature to the congress venue directly or ahead of time, as the congress venue will refuse to accept the cargo. For all deliveries arriving in Lisbon, for courier deliveries arriving during build-up, as well as for all information regarding professional handling of booth material, empties, secured storage (before / during / after the congress), general transport, freight shipment and customs clearance, forklift service etc., please contact: Merkur Expo Logistics GmbH Mr Bernd Blum bernd.blum@merkur-expo.com Forklift service If you need forklift services at the congress centre, please also contact Merkur Expo Logistics for an individual offer to guarantee a professional service.

13 Custom clearance We would like to point out that all shipments entering the German warehouse of Merkur Expo Logistics from a non- EU country are subject to customs clearance procedures. Neither the Congress Organiser nor the CCL (Lisbon Congress Center) will accept any customs charges, customs expenditures (duties & taxes). It is therefore vital that your goods are being transported / delivered on a customs cleared / duties paid basis by a professional transport company Access to the exhibition hall The booth material will be delivered through the assigned route upon arrival. Please follow the directions of the traffic marshals onsite Storage of empties and crates There is no storage room for empties available on the exhibition level. However, for professional handling of your empties, please use the services of Merkur Expo Logistics 4.5. Storage of literature and give-aways Only one-day supply of promotional materials is allowed to be stored at the booth Storage of booth material left behind Items not picked up until 20 June 2018, will be stored by Merkur. The respective costs will be invoiced to the exhibitor Parking After unloading, the trucks have to be moved immediately away from the unloading area. Please note that there are only few parking areas at the Lisbon Congress Center CCL. The Lisbon Congress Center CCL provides two parking facilities for parking of private cars. The tickets can be purchased onsite.

14 5.1. Floor plan A current floor plan is available in the download section of the EAN Congress website ( and the Online Booking System (OBS) Booth planning The booth construction is the exhibitor's responsibility. Perimeter walling of any booth design is only allowed to close maximum 1/3 of the booth sides along corridors with elements of more than 1.50 m height. Booth walls of more than 1/3 length and 1.50 m height must have a minimum distance of 1.50 m back of the booth border unless otherwise approved by the Congress Organiser. Kindly be informed that it is mandatory for each exhibitor to build walls. EAN recommends keeping the open sides of the booths as accessible to exhibition traffic as possible. Please ensure your back walls are covered on the back side (especially raw wooden constructions) even if there is another booth backing on to yours and even more so, if your booth height is exceeding 2.50 m. The separation wall is considered as part of the stand design and should be indicated on the stand drawings. Back walls adjacent to other exhibitors have to be kept free of any graphics and logos. The rear side of each stand shall be designed and decorated by the relevant exhibitor, provided that the interests of the neighbours are not thereby affected. Walls constructed on an open side should be visually appealing to adjacent exhibits (e.g. could include screens with moving displays, scientific posters and colourful design and lighting). The responsibility of ensuring a fair and balanced experience for all is shared by all participants. Therefore, each exhibitor is asked to consider the impact of their stand construction on neighbouring exhibits and ensure transparency. If there is a risk of unfairly blocking another stand from view, even when all the guidelines are respected, the organiser will retain all rights of approval of the final stand design. To respect the fair nature of the exhibition, exhibitors are requested to indicate any possible problems of transparency or impediments to neighbouring stands. Failure to do so would breach the spirit of the exhibitor s contract with EAN and in such cases the responsible exhibitor will be expected to make the necessary changes at his own cost. In such cases, the decision of EAN will be considered final. The Congress Organiser does neither supply any floor covering nor any booth material unless ordered through the Online Booking System (OBS).

15 The following will be offered: - Modular booth construction: Turnkey booths will be offered. - Furniture / booth equipment: Basic and luxury furniture as well as additional booth equipment - Individual booth construction: You may contact the Congress Organiser for more information. Of course, you are free to bring your own booth or choose any other booth constructor. The floor, columns and installations (distribution boxes, piping, rented shell stands, etc.) of the venues must be left in the same state in which they were found. Any damage shall be repaired by the venues at the exhibitor s expense. It is forbidden to make holes, insert screws or nails in the walls, ceilings, floors or columns of the venues. The venue s installations must be scrupulously respected, namely fire hydrants, extinguishers, loudspeakers, general indicators, television circuits, and fire detectors Stand type: Peninsula To create a physical separation within a stand (e.g. to provide a distinction between commercial and scientific functions) an exhibitor can choose to have 2 peninsulas (or 2 corner stands) side by side, instead of one island stand (or peninsula stand). Peninsula stands must be separated from the neighbouring stands by means of separation walls. The separations walls should be between 2.5 m and 3.5 m Shell scheme Exhibitors who need to rent a modular stand may book the respective service through the OBS. It is recommended for companies who have booked a 6 m² space. Please be aware that it is mandatory for each exhibitor to build walls. A shell scheme includes: - Aluminium frame construction with white wall panels - Front sign board with company name - Carpet - Socket max. 3kW - Basic lighting (1 spotlight per 3 m²) 5.5. Line of sight The primary objective of creating a line of sight through the open sides of the stands is to keep the view throughout the exhibition as free as possible. The line of sight minimum height must be 2 m Ceilings As all the halls have a sprinkler system in the event of a fire, it is only permissible to cover your stand with fireproofed and water permeable fabric. It is also possible to construct a ceiling (maximum 40% of the covered area) with solid materials or as an evenly distributed panelled/louvered ceiling.

16 5.7. Disabled access Stands should be designed to ensure that it is not unreasonably difficult for a disabled person to access their stand (Disability Discrimination Act 2995). Stand designers should be vigilant on the width of the doors to access meeting rooms inside the stand or on the ramp when the stand s floor is raised. Platforms and ramps Platforms that exceed 38mm in height or a part platform that exceeds 20m² and 38mm in height, must allow access to the disabled and to people with reduced mobility. Exhibitors who use such platforms need to provide the following: - A slope of no more than 5 (1:12 gradient), - with a minimum width of 1m, - totally within the stand perimeter and - fitted with a handrail on each side or other such division to avoid any trip hazard resulting from the change of floor levels Doors Doors and gates forming part of an escape route shall be hung to open in the direction of escape and should be clear of any steps or obstructions. Such doors shall be free from fastenings or other than panic bolts of type and pattern installed in accordance with BS EN All doors and gates that are emergency exits and/or part of escape routes shall be marked with illuminated emergency exit signs. The doors of meeting rooms or storage areas located on the stand should not open onto the aisles. Doors serving staff areas may be provided with simple level handles, complying to BS EN 179, or push pads complying with BS EN 179. Door accessibility to mobility impaired disabled people should be at least 800 mm wide Submission of plans Booth plans Every exhibitor is responsible for submitting an exact statement of the dimension as well as plans and descriptions of their stand by 7 th May 2018 to the Congress Organiser. The drawings must clearly indicate, in English, the planned layout, equipment and furnishing of the stand, including the signage and visuals. The location of power outlets, electricity cables, moving parts, details of raised floors, water as well as telephone and ventilation installations must also be indicated. Please supply: - a scaled top view drawing - a scaled side view drawing - a three-dimensional drawing (or photograph) Indicating the various heights and the open/transparent spaces will, in principle, be sufficient. If special construction is planned (information towers, moving parts, etc.), additional information will have to be submitted.

17 5.10. Floor load and material The floor of the exhibition area is in grey granite. Power supplies, IT lines and water connections will, where possible, all be run into your stand via the subfloor services duct set into the floor at 6m intervals. The venue doesn t have compressed air installations. Special authorisation from Lisbon Congress Center CCL is required for products whose weight exceeds kg/m² (for ground floor pavilions 1,2 and 3) and 200 kg/m² for pavilions on the first floor (Pavilions 4 and 5) Maximum building heights The general building height of the EAN 2018 is 2.50m. In Hall 1 and Hall 3 the maximum building height is 2.50m and cannot be extended as the ceiling is low. In Hall 2 the maximum building height is 6m and in Foyer A 3m. All exhibitors are required to submit their booth designs for prior approval if the booth construction is exceeding the height of 2.50m (see point 5.9).

18 6.1. General Constructions Safety During build-up and dismantling minors under the age of 16 are not allowed on the premises, not even if accompanied by a parent or legal guardian Booth Constructions Safety During set up and decoration of booths, the organizer and their exhibitors must comply with fowling rules: - Assembly of stands that include the construction of second storey must have explicit authorisation 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 1,5m. Decorative materials All decorative materials should be fire-proof or fire-retardant, and they must not block any emergency exist or any security device. Fabrics, drapes, curtains and hangings All fabrics, drapes, curtains and hangings materials should be fire-proof or fire-retardant, and they must not block any emergency exist or any security device Floor covering All floor covering must be done without any kind of damage to the venue.

19 7.1. Technical booth plans Booth plans with the detailed location of technical supplies (electricity / internet etc.) need to be submitted in minimum scale 1:200 / 1:100 by 7th May Technical supplies and Booth services Deadline for ordering technical supplies and booth services 7 May 2018 Various technical supplies and services can be ordered through the Online Booking System (OBS): - Electricity - Water Supply subject to availability / upon request - Internet Connections / Telecommunication - Audio-Visual / Computer Equipment - Modular Booth Construction / Furniture / Equipment - Flowers arrangements and plants All other services need to be ordered directly: - Catering - Hostess Service - Suspensions Service points All services (water, electricity, compressed air, etc.) will reach stands via the service ducts located within the floor, columns or ceiling. Connections to these service ducts must be made by the venues Exhibitor Services Department only Electricity Electrical supply When machineries are exhibited it is important to consider if they operate on a single phase (230 Volts) or on three-phase (400 Volts). 24-hour Power supply The main power supply at Lisbon Congress Center CCL is switched off at night. Therefore, if you require a 24-hour power supply, you will need to order it. 24-hour power will be connected from the first stand build-up day and up to and including the day after the end of the exhibition at 12:00. If you need a 24-hour power connection, please contact the Congress Organiser.

20 Electrical installations All electrical set up must be approved by Lisbon Congress Center 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 provides, 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. Please note that all conductive material and items should be protectively earthed. Joints Joints shall not be made in cables except where necessary as a connection to equipment / accessories. In such cases insulated screwed connection shall be used, and shall be enclosed in totally insulated enclosures Water supply and drainage Water supply is available upon request to industry@ean.org and only possible on the ground floor pavilions (1, 2 and 3) Internet Connections With the increase of wireless-enabled devices (smart phones and tablets), the Wi-Fi network availability during the EAN congress has become a challenge. A free congress Wi-Fi network will be available in the exhibition hall during the 4 th EAN Congress. This Wi-Fi will be available for delegates during the event. To avoid interferences between Wi-Fi devices on stands (routers, access points, controllers etc.) and if a consistent, reliable and secure connection is required, we strongly recommend ordering all connection needs through the Online Booking System (OBS). Lisbon Congress Center (CCL) will guarantee a consistency on Wi-Fi settings (channel and signal strength) throughout the exhibition hall. Any other wireless devices installed on the stands might interfere with the Wi-Fi network. The Congress Organiser and the Lisbon Congress Center (CCL) reserve the right to require exhibitors to modify the settings and/or remove these devices if necessary. If an exhibitor does not follow the Congress Organiser s recommendations to order a consistent, reliable and secure appropriate network, the Congress Organiser cannot be held responsible for failing network connections or its quality for professional use on stands Suspensions/ Signage Any suspension/rigging from the pavilion structure requires authorisation from Lisbon Congress Center CCL and can only be made by CCL exclusive supplier and is subject to specific quotation. Requests must be done until 7 th May 2018 and must enclose the suspension/rigging project and the weight to be suspended. Please contact Joana Pinto (joana.pinto@ccl.fil.pt) for further information. Facia orders must be received by the official booth constructor of the EAN 2018 via OBS, no later than 24 May 2018.

21 7.7. Waste and cleaning management Compulsory fee Euro 18,00/m² Waste management Waste disposal during the event as well as during build-up and dismantling is included in the compulsory fee, which is automatically being invoiced to all exhibitors. For ecological reasons all exhibitors are kindly requested to reduce their waste to a minimum. During build-up and dismantling all booth builders and their staff are responsible for delivering waste to the provided containers distributed over the exhibition halls. Cleaning The booth cleaning (this is hoovering, emptying of waste bins and removal of waste bags) is included in the compulsory fee. Exhibitors are kindly asked to place full dustbin bags in the corridors for removal at the end of each day. After the exhibition you must remove all floor tapes Catering Deadline for catering orders 7 May 2018 Catering orders need to be placed directly with the official caterer of the venue and not via the OBS. Please contact Ms Sónia Vilarinho (scvilarinho@ibersol.pt). Please note that serving of hot meals has to be authorised by the organiser. Preparation of hot meals at the booth is not allowed. The EAN provides a coffee break for delegates in the morning and one in the afternoon as well as a healthy and balanced lunch. The catering areas are located in the exhibition halls. Catering for exhibitors will be offered in the exhibitor lounge situated in the exhibition area. Entrance will only be allowed with an exhibitor badge Hostess Service Deadline for hostess service orders 7 May 2018 Hostess service orders need to be placed directly with the official hostess service provider and not via the OBS. Please contact sara.correia@springevents.pt or info@springevents.pt Badge Scanning and market research Lion Leads App - The flexible lead retrieval app for stands and symposia Scan the visitors QR-Codes with your own ios devices or our premium rentals. Capture, comment and qualify your prospective clients straightaway. Conduct custom surveys and easily implement your company s opt-in text. Start your follow-up within 48 hours after the conference or even during the conference due to our optional next day reports.

22 Key Features - Available for your own ios devices or with our premium ipod Touch & ipad rentals - Offline scanning - Editable lead details immediately after scanning - Fully customizable surveys (multiple choice, rating questions, etc.) NEW - Customizable Opt-In function NEW - Custom qualifiers, comments and notes - Graphical lead and qualifier statistics - Quick scanning mode for symposia - Automated cloud backups - Next day reports on demand - Pre-event qualifier and survey setup on demand NEW - Simple login via QR code NEW - Valuable reports including contact information, such as and postal address - Dedicated onsite support For more details and prices, please refer to the separate documentation to be downloaded from the OBS. Please note: All stand activities must be confined within the stand perimeter. Badge scanning by hostesses or staff members as well as market research/questionnaire polling must be held on the stand space only. It is forbidden to conduct such activities in the aisles of the exhibitions or in any other area of the congress centre. Exhibitors can scan the badges of congress participants with their approval. A registered congress participant cannot be refused entry to a booth if they do not wish their badge to be scanned Company description & logo Each exhibitor has the opportunity to publish the company description and the corporate logo on the EAN Website and in the mobile app. Please fill in the online forum, which you will find here in time:

23 8.1. Stand Activity The main activity of any exhibition stand should be the presentation of the exhibiting company and/or its products or services. Companies may organise stand activities in line with the information they have to communicate with the delegates. Stand activities should be focused on the product and scientific information. Companies should ensure that the perception of the activity is above all one of transfer of knowledge. All stand activities are subject to review by the EAN Programme Committee. The EAN Programme Committee does not accept activities that feature non-scientific gimmicks. Approval requests have to be sent in writing to the organisers. Promotional activities within the exhibition surface are allowed if they do not interfere with the running of the conference (i.e. must not be in parallel to the scientific morning and afternoon sessions) nor disturb your fellow exhibitors. Any activities such as meet the experts or other presentations have to be approved by the organiser. The projection of films and slides, the production of music and/or sound; as well as the use of lighting, computer monitors, and television screens is acceptable within the stand space as long as no disturbance is caused. Talks and presentations are only allowed with headphones and audience must be seated. Sound and lighting effects should be contained within each stand area. If the Organiser judges that a disturbance is being caused, the exhibitor is to halt the activity immediately. If this is not done, the Organiser reserves the right to make the necessary arrangements at the expense of the exhibitor. Please note - The official language of the EAN Congress is English. - All flyers, items for distribution, promotional materials and presentations on stands as well as information on stand displays must be in English. - Exhibitors are fully and solely responsible for information they display, presentations they hold and items they distribute to delegates. - Distribution or display of materials by an exhibitor or its agents is limited to the company s exhibition space. - There is to be no distribution of flyers in the general and/or public areas (e.g. at the arrival entry of the venues, Catering Areas of the venues or within the walkway). - Professional filming and photographing is not permitted in congress sessions and in the exhibition without the organizer's prior permission. An official congress photographer is onsite. Please note that pictures of the exhibition are taken only for documentation and will not be used for marketing activities.

24 8.2. Industry - Social Events Companies / sponsors / exhibitors are prohibited to stage their own events neither inside nor outside the congress venue parallel to the EAN scientific and networking programme without prior approval.

25 9.1. Liability The Industry shall ensure it is compliant with all national, international regulations - EFPIA (European Federation of Pharmaceuticals Industries & Associations) - IFPMA (International Federation of Pharmaceutical Manufacturers & Associations) - MedTech Europe (alliance of EDMA and Eucomed) - Code of Practice on the Promotion of Medicines but also, any technical and safety regulations required by the venue where the EAN Congress 2018 is held. For more information on the Portuguese guidelines please see: 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) Insurance We strongly recommend that all exhibitors arrange insurance coverage to include a general accident and liability insurance.

26 10.1. Introduction Merkur Expo Logistics have been appointed as the official forwarder, customs clearance agent and handling agent for EAN For safety and time reasons no other contractor will be permitted to operate the lifting into the venue. The range of services provided by Merkur Expo Logistics include - 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 crate during the event - Accessible storage for brochures and give-away items during the event - On-site assistance and super-vision This shipping manual will assist your preparation for the correct and timely dispatch of exhibits to Lisbon. Please follow the instructions closely General Dates Build Up: June 13th, hrs June 14th, 08:00 20:00 hrs June 15th, 08:00 20:00 hrs Break Down: June 19th, 18:00 24:00 hrs June 20th, 08:00 20:00 hrs Consigning of Shipments and Deadline Dates Road Freight Full Load Trucks / Part Load Trucks Scheduled Un-Loading / Re-Loading Due to the limited space of the venue and the tight time-schedule all unloading operations are strictly operated by Merkur Expo only. Trucks have to leave the unloading area immediately after unloading is finished. All vehicles must arrive at a pre-appointed time for unloading. Please request your preferred unloading time slots by sending the freight, clearing, loading form to Merkur Expo until Friday, 1st of June You may also use this form to request freight services from Merkur Expo.

27 Unloading time slots will be given until Friday, 8th of June. Please dispatch your trucks arriving according to the prearranged time of arrival. Delivery address Merkur Expo Logistics GmbH Praça das Indústrias PT Lisboa Trucks arriving after the loading time must face waiting time until the next free time-slot is available. In general waiting time may occur for which Merkur cannot be held responsible. Groupage / Courier Shipments All exhibit material / shipments excluding full loads of stand-material must make use of the advance receiving warehouse. International shipments, also courier shipments (DHL Express, FedEx aso.) will be accepted by the advance receiving warehouse until 1 st of June Please consign your shipment to: Merkur Expo Logistics GmbH C/O Schmitt Peterslahr Auf dem Höhchen Oberhonnefeld / Germany C/O EAN 2018 Exhibitor: Booth No.: Airfreight Airport of arrival: Frankfurt (FRA) Arrival Deadline: 30th of May 2018 Ocean freight On Request, please let us know the volume we will prepare you a separate offer. Consigning Address for AWB, B/L (No Courier shipments DHL Express, FedEx aso.) Merkur Expo Logistics GmbH c/o EAN 2018 Rheinstrasse Eschborn / Germany

28 10.4. Customs Clearance (applicable for NON-EU-countries only) Temporary entries (goods returning to origin after the show): - Carnet ATA for temporary imports - Packing list Please use Carnet ATA only. All exhibits / material entered under temporary importation are subject to control and examination by German customs for Inward and Outward movements. Goods under temporary bond cannot be sold during the show, any sale operation must be reported to German Customs Authorities, otherwise heavy penalties might incur. Please contact us in the case you intend to sell any temporary goods. Permanent entries (goods to be consumed during the show): We can clear on definitive basis consumable materials such as brochures, giveaways and other promotional materials. - 3 Originals of Proforma Invoice / packing List in English, showing: No. of units / weights / sizes / total no. of boxes / values / full description of items in English, including serial number, model and customs code no. (Brussels Nomenclature) - Please issue separate Invoices and separate packing for Temporary Importation (Exhibits) and Permanent Importation (Consumables & advertising material). Proforma-Invoices must be addressed to: Merkur Expo Logistics GmbH Rheinstraße Eschborn / Germany - Certificate of Origin (Form A / EUR.1) if applicable You may use the attached template. Temporary & permanent material must be packed separately, in different boxes. Restricted products: The following products are restricted and need special requirements and health certificates: - pharmaceutical products - any kind of food or beverages If you are planning to ship food from a non-eu-country, please get in touch with us at least four weeks prior to the opening of the congress Labeling (Bag Inserts / Stand Material) All shipments to our advance receiving warehouse must be labeled with an appropriate label, which you find attached to this manual. Please do not use any other labels than the attached Shipping Advise All shipments to the EAN 2018 need to be pre-advised. Please send us all relevant shipping-details (carrier, AWB- No) as soon as available.

29 10.7. Storage Empties Empty boxes and packing material will be collected and safely stored during the show. All boxes should be strong enough to unpacking and re-use them after closure of the congress. The empties will be stored outside the congresscenter and are not accessible after collection. Merkur Expo Logistics cannot be held responsible for any material damaged or lost inside the empties. Accessible Storage If you require assessable storage of promotion material, please let us know seven days prior to the opening if the congress. Small quantities of storage material can be handed over to our on-site staff 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 is not liable for any losses, theft or pilferage Basic Conditions of Contract All services will be billed according to the official EAN 2018 Forwarding & Handling Tariff. All work undertaken is subject to the 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 Merkur Expo ceases 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. 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 Contact Details For all international exhibitors or suppliers: Merkur Expo Logistics GmbH Mr. Bernd Blum Bernd.Blum@Merkur-expo.com

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