TECHNICAL INFORMATION

Transcription

1 TECHNICAL INFORMATION

2 Table of Contents Event details... 3 Build up... 3 Exhibition... 3 Dismantling... 3 EWMA Secretariat... 4 Contact information... 4 Exhibition Sales Team... 4 Registration Team... 4 Venue: EXPO Kraków... 5 Contact information... 5 Parking... 5 Placing orders... 5 Catering... 5 Deadlines... 5 Contractor badges... 6 Regulations at EXPO Krakow... 6 Exhibitor badges... 7 Additional exhibitor badges... 7 Delegate registration... 7 Registration Team... 7 Ordering of stand package... 8 Approval of stand layout Building height Floor plan Sponsoring possibilities Rules and Regulations - Advertising activities Rules and Regulations - Advertising in the exhibition area Internet connection Official hotel accommodation agent Codan Consulting Official logistics partner DSV Solution A/S External suppliers Lead Retrieval Video and digital service

3 Event details Build up Date Exhibitors access hrs. Monday* :00-24:00 Tuesday :00-02:00 *Exhibitors with +25 sqm. Please ensure to contact the official logistics partner DSV for allocation of time slot for your unloading. Exhibition Date Exhibitors Exhibition access hrs. opening hrs. Wednesday :30-17:30 09:15-17:00 Thursday :00-18:00 09:00-17:30 Friday :30-02:00 09:15-15:45 Dismantling Date Exhibitors access hrs. Friday :45-02:00 Please note: Due to the participant experience and access to/from sessions room through the exhibition area, it is not allowed to dismantle the exhibition stand before the official dismantling hours. Due to health and safety regulations at EXPO Krakow heavy construction during build up must be completed Tuesday, May 8 th. 3

4 EWMA Secretariat Contact information EWMA Secretariat Tel.: Nordre Fasanvej DK-2000 Frederiksberg Fax: Exhibition Sales Team Bent von Eitzen Jesper Laier Sandy Ma Charlotte Vedsted Registration Team Susan Svenningsen 4

5 Venue: EXPO Kraków International Exhibition and Convention Centre EXPO Krakow Targi w Krakowie Ltd. Galicyjska 9 Street Krakow Poland Contact information For questions, please contact: Catering: Jakub Gwóźdź jakub@kscc.pl Ordering of furniture etc.: ewma2018@targi.krakow.pl Technical supplies: szatan@targi.krakow.pl Parking During build up, event, dismantling parking is free of charge. The parking spaces are located in front of EXPO Kraków. Placing orders You have to place all orders for rigging, furniture, flowers, electricity, parking permits, security, hostesses etc. via order forms. Please find all order forms here: Plese note: to download order forms, use explorer or chrome browser. Catering Orders for exhibition stands and meeting rooms have to be placed via: Jakub Gwóźdź at jakub@kscc.pl Please note: It is not possible to place orders for catering on site. Deadlines We would like to inform you of the following deadlines at EXPO Kraków: Catering orders: Furniture: Technical supplies: It is possible to order furniture (if available) on-site, but please be aware of an additional 50% charge on the standard price. Payment must be settled onsite by cash (PLN) or credit card. 5

6 Contractor badges Stand builders are required to wear contractor badges/wristbands during build up and dismantling. Please note that prior to the event every exhibitor needs to provide full name and contact details of your contracting company (form 3, please find it here) together with the number of contactor badges you require. Contractor badges will be generic. Assembly teams may move about the trade fair premises only by presenting their trade fair IDs. Please contact Mr. Mariusz Czech, Hall Manager: Mobile phone: Deadline for ordering: April 30 th, 2018 The IDs will be distributed by Mr. Mariusz Czech on site. Regulations at EXPO Krakow Please read the regulations in force at the EXPO Kraków: EXPO Kraków technical rules for the stand structure constructor Fire safety instruction Rule of use of the EXPO Kraków facilities The regulations are to be found here. The stand constructor must ensure to remove all cardboard waste, packaging etc. after build up and dismantling. Tape for carpets mush be removed after dismantling. If tape is not removed completely EXPO Kraków will charge a removal fee of 30 PLN + VAT per each running meter. EXPO Kraków do not take any responsibility for collection or safe keeping of any equipment. Equipment must not be left unattended until collection after dismantling. Smoking during build up, the conference and dismantling is not allowed at EXPO Kraków. 6

7 Exhibitor badges The exhibitor badges are only for the personnel taking care of the exhibition booth. You have 2 free exhibitor/stand personnel registrations per 9m2 booked floor space. Please note deadline for registration of your free exhibitor badges is April 18 th, 2018 Additional exhibitor badges The maximum number of extra exhibitor badges you can register, is equal to the number of free badges included in your exhibition space. Price: Register before April 29 th : Register after April 30 th : EUR 128,10 ex. VAT (EUR 155 incl. VAT) EUR 247,94 ex. VAT (EUR 300 incl. VAT) Due to security regulations, all personnel must be registered and wear official badges at all times. Badges are personal. Excess personnel must be registered, as participants. All registrations should be done, through the online system: EWMA 2018 Online Registration System Please note that an exhibitor registration does not give access to the scientific programme. Any stand personnel, registered as a delegate and requiring access to the exhibition area outside exhibition opening hours, will be able to collect a special exhibition access pass at the Exhibitor Service Desk. Exhibitor badges can be printed/collected already on Tuesday May 8 th, 2018 from 11:00 18:00. Delegate registration You do not have any free delegate registrations with your booking. Register these separately through our online registration: EWMA 2018 Online Registration System Registration Team For any information or assistance, please contact: Susan Svenningsen ss@ewma.org 7

8 Ordering of stand package To order your stand package please contact the EWMA Secretariat, att. Charlotte Vedsted The price is EUR 60.- per sqm. excl. VAT. Deadline for ordering is March 15 th, A stand package consists of: Shell scheme walls, 250 cm high, in white towards neighbouring stands 1 fascia board 30 cm high, white infill panel and your company name and stand number in black (up to 20 letters) 1 spot light of 75 Watt per 3 square meters 2 kw day time power, including double wall socket and power consumption for 3 days Initial and daily stand cleaning (3 days) Trash bin and clothes hanger Standard grey color 890/928 carpet: - by March 15 th 2018 you can choose any color from following overview, after March 16 th grey carpet will be aplied. 8

9 Further supplies i.e.: Furniture (table, chair, counter, showcase etc.) Extra power Internet Full colour logo on the facia board Full colour graphics on the shell scheme wall must be ordered directly from the venue Expo Krakow: 9

10 Approval of stand layout To gain build up access to the exhibition hall your stand design has to be approved. Approval process Stand drawings of custom build stand higher than 4 meters must be submitted to the EWMA Secretariat for approval. Please send: form 3 and 3B o Form 3 must be completed by the exhibiting company to confirm which construction company they use. o Form 3B must be completed by the construction company to confirm which exhibiting company they work for. graphic designs technical documentation to Charlotte Vedsted at cv@ewma.org Please note: In case your stand design has not been approved prior to the conference EXPO Krakow may not allow you access for build up. Deadline is March 19 th, Building height The maximum building height is 6.5 meters in both exhibition halls. A 50% surcharge will be added for stands with two stories. Please ensure that all visible back walls are either branded or painted white. All non-visible back walls higher than 2.5 meters must be painted white. Floor plan The floor plan shows registration, entrance and the exhibitor service desk. The floor plan will soon be available here. 10

11 Sponsoring possibilities Please see our branding catalogue for sponsoring possibilities here. For booking, please contact EWMA Secretariat directly. Rules and Regulations - Advertising activities Advertising activities may be carried out, only on the exhibitor s own stand. Adequate space must be available on the stand for the spectators. Audio, visual and other means of advertising must not cause obstructions or interference in the aisles or to neighboring stands. The noise level caused by advertising and exhibits must not exceed 60dB (A) at the stand boundary. Gases and vapors may not be used. Flashing signs and illuminated message panels (newscasters) must be authorized, before being used. Balloons filled with non-flammable gas are permitted, as along as the approved building standards are being adhered to. Rules and Regulations - Advertising in the exhibition area The space delimited by the stand walls can be used by the exhibitor for advertising purposes. Unauthorized display of company material outside own booth is prohibited and will be charged. It is not permitted to advertise and distribute advertising material outside of the exhibition area or by the symposia rooms of other companies. Unauthorized advertising may be removed by the organizers. If there are justified complaints, all presentations must be stopped immediately on demand of the exhibition management. The management decides in cases of dispute as to whether or not certain advertising is permissible. 11

12 Storage space Please contact DSV for storage space. Henrik Glendorf Tel.: expo@dk.dsv.com Internet connection Free WiFi for browsing will be provided free of charge at EXPO Krakow. If you need a private connection, please order via order form here: Overview of deadlines: Furniture March 15 th 2018 Technical supplies March 15 th 2018 Lion Leads Lead retrieval Early Bird March 15 th 2018 Shell scheme March 15 th 2018 Stand approval March 19 th 2018 Lion Leads Lead retrieval hardware rentals April 15 th 2018 Free exhibitor registration April 18 th 2018 Catering orders April 25 th 2018 Flower orders April 25 th 2018 Constructor badges April 30 th 2018 Shipping Inserts Latest delivery May 1 st 2018 Shipping Stand material Latest delivery May 3 rd

13 Official hotel accommodation agent Codan Consulting Codan Consulting is appointed as the official hotel accommodation agent for the EWMA 2018 in Krakow and will handle all related arrangements. Hotel rooms of different categories at reduced rates are available for the participants of EWMA The reservations can be made via an online booking form available at or through the reservation department of Codan Consulting at For requests for group reservations, please contact the reservation department directly: Codan Consulting Provaznicka , Praha 1 Czech Republic Tel: Fax: ewma@codan-consulting.com Contact person: Veronika Hofmanova 13

14 Official logistics partner DSV Solution A/S Henrik Glendorf Tel.: expo@dk.dsv.com Following information are available on the EWMA website: Conditions Shipping instructions Shipping labels Please visit: 14

15 External suppliers Lead Retrieval Lead Retrieval details and how to order lead retrieval license and equipment for your booth and symposia. Please visit here for details on ordering lead retrieval license and equipment for your booth and symposia. Key features Optional premium ipod Touch rentals Offline scanning Quick scanning for symposia Create custom tags and qualifiers Graphical lead and tag statistics Exports including contact information Dedicated onsite support Order deadlines: Early Bird Order Deadline: March 15 th, 2018 Final deadline for hardware rentals: April 15 th, 2018 Video and digital service Please visit here for details on ordering: Symposium filming HD video coverage of your symposium, presented in full with integrated slides for a complete educational package. Exhibition highlights Web- and social media-ready highlights video of your EWMA 2018 exhibition presence. KOL interview Expert Q&A - cover key topics, presentation highlights or create clinical briefings. 15