1 Multinational Association of Supportive Care in Cancer EXHIBITOR S TECHNICAL MANUAL
2 Dear Exhibitor, This Exhibitor Services Manual contains important information and is designed to assist you in preparing for the MASCC/ISOO 2015 Exhibition. The Exhibition will be held as part of the MASCC/ISOO Annual Meeting on Supportive Care in Cancer, Bella Center, Copenhagen, Denmark. The floor plan has been designed to maximize the exhibitor s exposure to the delegates with, internet corner and paper poster presentations taking place in the exhibition area. Please read all of the information in this manual. It will take you very little time now and could save you a great deal of time later. Please forward this manual to everyone who is working on this project, including your stand builder, as it contains useful information about the congress. For your convenience, the manual has been divided into sections: Section 1: Section 2: Section 3: Section 4: Section 5: Section 6: Section 7: Section 8: General Information Exhibition Floor Plan, List of Exhibitors Exhibition Services Technical Information Official Contractors Delivery Regulations and Instructions Order Forms Bella Centre - General Regulations Please do not hesitate to contact us for further information or assistance. We look forward to welcoming you in Copenhagen and wish you a successful Annual Meeting and Exhibition. Best Regards, Mrs. Raya van Hugten, MSc Meeting Planner & Exhibition Manager Tel: Fax:
3 Table of Contents Section 1: General Information Congress Secretariat Exhibition Contacts Registration & Hotel Accommodation Sponsorship and Exhibition Sales Contact Venue Address Website Exhibition Related Table Exhibition Timetable at-a-glance Off Exhibition Information Section 2: Exhibition Floor Plan, List of Exhibitors Exhibition Floor Plan List of Exhibitors Section 3: Exhibition Services Exhibitors Badges Access to the Exhibition Hall During Set-up and Dismantling On Site Exhibition Management Desk Lead Retrieval Wireless Barcode Reader Section 4: Technical information Stand Design Accommodation Build-up Height Ceiling Hangings Electricity and Electrical Installations Exhibition Area Floor Flowers & Plants Hostesses Internet Parking Platforms Security Site Visit Stand Catering Stand Cleaning Waste Removal Rules and Regulations
4 Section 5: Official Contractors Stand Fittings, Hostess Services, Electricity, Storage, Cleaning Services, Internet, Plants & Floral Arrangements Catering Services Freight Handling & Customs Clearance Section 6: Delivery Regulations & Instructions Section 7: Order Forms Badges Lead Retrieval Wireless Barcode Reader Constructor Services Order Forms Section 8: General Regulations
5 Section 1: General Information Annual Meeting Secretariat / Organising Secretariat Kenes International Rue François-Versonnex Geneva, Switzerland Tel: Fax: Annual Meeting Dates Thursday, 25 June until Saturday, 27 June Exhibition Manager & Meeting Planner Mrs. Raya van Hugten, MSc Tel: Fax: Registration & Hotel Accommodation MASCC/ISOO 2015 Registration Department Tel: Fax: Sponsorship and Exhibition Sales Contact Ms. Maya Yatsiv Sponsorship and Exhibition Sales Tel: Fax: Venue Address Bella Center Copenhagen Center Boulovard 5 DK-2300 Copenhagen S Website For updated information regarding the Annual Meeting, please visit the website:
6 Exhibition Related Table Submission of Exhibition Forms Hotel Reservation for Staff Deadlines As soon as possible Tick Box Upon Completion Designed Stand Approval 28 May 2015 Text for Fascia (Shell Scheme booths only) 28 May 2015 Furniture Rental Stand Cleaning, Flowers and Plants, Telecommunications, Electricity & Electrical Application As soon as possible 20 May 2015 Badge Order 28 May 2015 Lead Retrieval Wireless Barcode Reader 28 May 2015 Payment of Invoice Balance Please note these important dates: Must be received in full before Exhibition opens SERVICE Airfreight Shipments Arrival to Copenhagen Airport June 18, 2015 DEADLINE Shipment via Copenhagen Warehouse June 21, 2015 Exhibition Goods - Direct Deliveries to Congress Venue June 23, 2015 Hermes Contact details may be found in the following sections.
7 Exhibition Timetable At-a-Glance* Set-up-all stands Tuesday, June 23, 2015 Space Only Booths 11:00-20:00 Wednesday, June 24, 2015 All Exhibitors 08:30-20:00 Exhibition Opening Hours Thursday, June 25, :00-20:30 Friday, June 26, :00-20:30 Saturday, June 27, :30-15:00 Dismantling / Breakdown Saturday, June 27, 2015 ** 15:30 23:59 (The hours are subject to change.) *Timetable is subject to change **Dismantling of the stands before the official hour is not permitted. Please note that all exhibitors should be in their booth 30 minutes before the official opening hour. PLEASE NOTE: Empty crates and packaging material must be removed after set-up and no later than Wednesday, June 24, 2015 at 18:00. All aisles must be clear of exhibits and packaging materials to enable cleaning. Any equipment, display aid or other material left behind on Saturday, 27 June 2015 after 23:59 will be considered discarded and abandoned. Off Exhibition Information Please note that participants will be walking through the Exhibition area to reach the Posters area and other Congress activities which will be active before and after the Exhibition Opening Hours. Therefore, you may either man your booth during those times or consider hiring extra security for your valuables. Please note: It is the exhibitor s responsibility to dispose all materials after dismantling. Any charges incurred for waste removal will be sent to the exhibitor.
8 Section 2: Exhibition Floor Plan, List of Exhibitors Exhibition Floor Plan (As of April 2015) List of Exhibitors (as of April 2015)
9 Company name Booth Number size (sqm) Booth layut AstraZeneca Tabletop 4 Tabletop Cancer Nurse 14 6 Space only Camurus 5 12 Shell scheme EONS 16 6 space only Excerpta Medica Tabletop 4 Tabletop Helsinn Space only Hospira 7 15 Space only Norgine 6 15 Space only ONS (Oncology Nursing Society) 13 6 Space only Pharmadab 18A 6 Shell scheme Paxman Coolers Ltd Space only Roche 02A 12 Space only Teva 2 12 Space only Tesaro 1 24 Space only Thor Photomedicine 4 9 Shell scheme Unilever Shell scheme
10 Section 3: Exhibition Services Exhibitor Badges All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name. Two exhibitor badges will be given for the first 9 sqm booked and 1 additional badge for each 9 m 2 thereafter. Any additional exhibitors badges for pre-advanced orders will be charged an exhibitor registration fee of EUR 185. Any additional exhibitors badges after the deadline/for onsite orders will be charged an exhibitor registration fee of EUR 220. The Exhibitors badge give free access to the exhibition area, Coffee breaks, the Welcome Networking Reception on Thursday, June 25 th and the Poster Reception on Friday, June 26 th. In order to reserve additional badges, please find at the end of this manual an exhibitor registration form. Deadline: Thursday, 28 May 2015 Individual participant names will not appear on badges in order that they may be used interchangeably between staff members. All personnel are required to wear badges to access the venue. Company representatives not wearing their badges will not be allowed to access the Exhibition. Company name badges are for the use of company personnel for stand manning purposes and should not be used by companies to bring visitors to the Exhibition. Exhibitor badges will not be mailed in advance and may be collected from the onsite Exhibition Management Desk. Access to the Exhibition Hall during Set-up and Dismantling Times Stand contractors and staff must wear service passes during the entire set-up and dismantling period. Service Passes are free of charge and may be collected from the Exhibition Management Desk on-site. On Site Exhibition Management Desk The Exhibition Management Desk will be open throughout the Exhibition set-up, opening and dismantling period. The desk will be located within the Exhibition area. Prior to this time, if you have any queries regarding your participation at MASCC/ISOO 2015 please feel free to contact: Mrs. Raya van Hugten, MSc Meeting Planner Tel: Fax:
11 Lead Retrieval Wireless Barcode Reader Lead Retrieval Wireless Barcode Readers are a helpful tool for receiving contact information about participants who visit your booth or attend your symposium. Barcode readers may be rented in advance for the duration of the Congress. The Smart Scanner On-line comments per scanned badge On-line expanded participant info Hand held Cost per unit - EUR 400 The Mini Scanner No editing capabilities Basic participant info Pocket size Cost per unit - EUR 300 Please Note: Barcodes on participants' badges contain contact information as supplied by the registrant or the agency responsible for the registration process of that participant. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details. In addition, please note that neither Kenes International nor the Organising Committee is responsible for the content of the information. Furthermore, in some cases, the participant does not give his permission to transfer his contact details to any other party. Therefore, although he visited your booth and was scanned by your barcode reader, we are unable to forward you his contact details. In order to reserve your Lead Retrieval Wireless Barcode Reader, please find at the end of this manual a credit card order form. Please return to no later than Thursday, May 28, The system may be picked up on site at the Exhibition Management Desk on: Thursday, 24 June 2015 from 12:00. The lead retrieval system needs to be returned to the Exhibition Management Desk on: Saturday, June 27, 2015 by 15:00.
13 Section 4: Technical Information Stands Design Exhibitors who build their own stands are required to submit a scale drawing of their booth, including elevation view and dimensions, to Mrs. Raya van Hugten by: Thursday, 28 May Mrs. Raya Van Hugten at: All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining booths, or damaging the premises. Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. The Organisers will not approve stands that do not comply with the accepted standards until the necessary changes have been made. Work cannot commence until the exhibitor layout is approved by the Organizers. Multi-level structures are not permitted. Each exhibiting company should submit the name and details of their construction company. Please submit by Thursday, 28 May 2015, at:
14 Shell Schemes that have been pre-booked with Kenes include: For illustrative purposes only: Shell Scheme Frame including 2.5H system walls Fascia Panel (incl. Lettering) Carpet (Dark Grey) 1 Table & 2 Chairs 1 Waste Basket 1 power socket 1.3kW 1 spot per 3 m 2. * Actual panel size: 96.8cm cm wide x cm high Visible panel size: 95.5 cm wide x 240cm high Please note: Corner stands are provided with two open sides Vaacum Cleaning is included Fascia Sign *7 characters, including spaces, may be written on your fascia for every one meter of fascia length. Please submit your fascia order Thursday, 28 May Found at the end of this manual. If text for your fascia is not received by this date, we will provide you with a fascia title as per your application form. If you require additional furniture or services for your stand, please refer to the online order forms. If you require additional furniture or services for your stand, please refer to the contractor s website found at: Please note that Bella Centre will send directly to you the link to the
15 Contractor s Web shop along with an access code. This manual will include all order forms for contractor services such as stands and additional materials, furniture, catering, wired internet, electricity for shell scheme only booths, multimedia, plants and manpower. If further assistance is required to place your order, please feel free to contact the official contractor. Order forms: Products and services: pdf
16 Technical information System 8 mm Upright Beam 44 mm 50 mm 7 mm 1:2 16 mm 1:2 Fasciaboard 1 module Visible: W:956 x H:200 mm Board: W:968 x H:214 mm 2 module Visible: W:1956 x H:200 mm Board: W:1968 x H:214 mm 2½ module Visible: W:2456 x H:200 mm Board: W:2468 x H:214 mm Visible 200 mm 956 mm 4 module Visible: W:3956 x H:200 mm Board: W:3968 x H:214 mm 3 module Visible: W:2956 x H:200 mm Board: W:2968 x H:214 mm Stand construction Perspective
17 Accommodation Hotel accommodation at special rates will be offered to participants. Detailed information, as well as access to the registration and accommodation form, is available by clicking on the Registration or Hotel Accomodation tabs on this website. For individual reservations enquiries please contact For further information, please feel free to click on the link below: Build-Up Height The maximum building height for the top of all elements in the booths is total of 5 meters Please see the building height indicated on the floor plan. Any part facing neighboring stands with mutual walls that needs to be designed with neutral surfaces (white). Exhibitors who will have stands higher than the maximum permitted height will not be allowed to set-up their stands. Please note that if your booth has a platform higher than 4.5 cm, you are required to provide a ramp for handicapped access. Ceiling and Ceiling Hangings Power supplies, network and telephone cables as well as plumbing and compressed air will be run into your stand via the hall ceiling. Ceiling hanging is permitted. Please submit your request by 2 June 2015 Stand builders cannot hang any item directly to the venue ceiling \hanging points. The Bella Center has to build pre-rigging in order to provide a hanging point. Please be sure to read thoroughly all of the Rigging section found on the online web shop: Kindly note that the hanging points are spread randomly throughout the Exhibition hall and may not be available above your booth location. Electricity and Electrical Installations According to the regulations, the electrical installations for the Exhibition will only be connected to the power supply after being checked and approved by the official contractor. Only the venue is authorized to provide the electrical switchboard for the power points. Thus, every exhibitor has to order an electrical switchboard from the venue and to pay for the electrical consumption according to his power needs. Prices for power includes mounting, consumption and dismantling. To order 24 hours power supply please contact the Bella Center.
18 To order electricity, please refer to the electricity order form on the website. Exhibition Area The Exhibition is being held in Congress Hall A1 in the Convention Center Building of the Bella Center. Floor Please note that the Exhibition Hall (Congress Hall A1) is already carpeted in dark blue. The floor can carry the following loads: 2 Single-point loads per 15x15 cm 4,000 kg Flowers and Plants If you require additional furniture or services for your stand, please refer to the contractor s website found at: Hostesses If you require additional furniture or services for your stand, please refer to the Contractor s website found at: Internet & Wi-Fi Wi-Fi and wired internet connection may be ordered through Bella Center using the online order form. Bella Center must be informed in advance when the stand has a platform as well as the scheduled set-up day and time due to internet foundation. Creation of Wi-Fi network are forbidden. Parking Parking for exhibitors in parking areas just outside the Hall. The parking Fee is DKK 20 per hour and DKK 80 for 24 hours.
19 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: Bella Center Copenhagen Mr. Tom B. Hansen Technical Sales Coordinator D: Website: bellacenter.dk/ bellaskycomwell.dk Security The organisers will provide security guard services in the Exhibition Hall during closing hours. Neither the organisers nor the Bella Center can accept responsibility for security of the stands and their contents or damage to and theft of any goods. Exhibitors are responsible for the security of their stand and equipment. Individual stand security may be ordered. Stand Catering The catering in the Bella Center is exclusive and needs to be requested in advance. Exhibitors who wish to order food and beverages for their exhibition booth are welcome to do so directly with the MASCC/ISOO Caterer: Simon Jones at Direct Tel: 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. For ordering daily wash of floor please refer to the contractor s website found at: Waste Removal Exhibitors are responsible for the removal of all refuse/waste from the Exhibition area. Any discarded waste, including promotional material, left behind will be removed by the organisers at the expense of the exhibitor concerned.
20 Rules and Regulations -Binding for all exhibitors and their subcontractors Build-Up & Dismantling Period During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol and drugs. The Exhibitors and contractors are required to wear the necessary personal protective equipment such as safety footwear, protective helmets, eye protection, and hand protection required by the specific work activity. Damage to the Building Exhibitors are liable for all damage caused to floors, walls, and pillars during the installation, Exhibition, and dismantling periods. No adhesive stickers and fixtures of any kind are allowed on floors, walls, and pillars. Disposal of Material It is obligatory to collect and dispose of all material during the build-up or dismantling of the event. When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind. Any costs incurred by the venue in removing this property will be charged to the exhibitor. Fire Regulations Stand material and fittings must be non-flammable or impregnated with fire-retardant chemicals. As a general rule, easily inflammable synthetic substances, foam polyester, and no fireproof straw and reeds are prohibited. Fire Insurance (compulsory) Exhibitors must be insured against fire. Hanging of Posters, Banners etc. Hanging of posters, banners or decals, stickers or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the venue are not allowed without a prior written authorization. Insurance (compulsory) While every reasonable precaution will be taken to protect the exhibitors property while on display at the Exhibition, it must be clearly understood that the organizers, the management of the Bella Center and the official contractors can accept NO liability for any loss or damage sustained. You are also responsible for insuring against any legal liability incurred with respect to injury or damage to property belonging to third parties. In addition to this, you should protect your expenditure against Abandonment and Cancellation or curtailment of the event due to reasons beyond our control. Liability Companies are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organizers against all claims and expenses arising from any damages. If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organizers find it necessary to change the dates of the Exhibition, the
21 organizers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition. The organizers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the venue or any part thereof in any manner whatsoever. Promotional Activities All demonstrations or instructional activities must be confined to the limits of the Exhibition stand. Advertising material and signs may not be distributed or displayed outside the exhibitor s stands. Sound equipment must be regulated and directed into the stand so that it does not disturb neighboring exhibits. Exhibition Management reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable. Special Effects Special effects lighting, live music, smoke and laser projection may not be used in the stands. No permission will be given for projection in the aisles or on the walls of the hall. Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.
22 Section 5: Official Contractors Stand Fittings \ Hostess services \ Electricity\ Storage \ Cleaning Services \ Telecommunications & Internet \ Plants & Floral Arrangements. Bella Center Copenhagen Mr. Tom B. Hansen Technical Sales Coordinator D: Website: bellacenter.dk/ bellaskycomwell.dk If you require additional furniture or services for your stand, please refer to the Contractor s website found at: Order forms: Order forms: Products and services: Catering Services Exhibitors who wish to order food and beverages for their Exhibition booth are welcome to do so directly with the MASCC official and exclusive caterer at the online web shop: For further assistance, please contact: Bella Center Copenhagen Simon Jones Food & Beverage Event & Project Coordinator Direct Tel: Freight Handling & Customs Clearance Agent Hermes/Merkur Ms. Zehavit Akerman Tel: Tel: Mobile: Website: hermes-exhibitions.com
23 Section 6: Delivery Regulations and Instructions The shipping instructions include the following information: Shipping Instructions Tariff Material Handling Form Labels Delivery & Logistic Services Hermes/Merkur Ltd. has been appointed the official forwarding agent and clearance agent for this Congress and offers the following services: customs clearance, delivery to the stand, freight forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates, transportation to and from the Exhibition hall. For security, insurance, and efficiency reasons, Hermes/Merkur is the sole official agent to handle cargo inside the venue. Stand builders are prohibited from using trolleys during set-up and dismantling periods. Kindly note that the official agent is the exclusive agent for move in and move out of the venue. Exhibitors and stand builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with the official logistics agent. Insurance of Goods All cargo should be insured from point of origin. Exhibition Goods, Insert and Display Materials Please note that all materials entering the venue incur a handling charge. This includes materials for inserts to the Congress bags and display. In order to receive a price quote for handling and to assure arrival of your materials, please be sure to complete the Pre-Advise form included in the shipping instructions. Please Note: All advanced shipments and deliveries to the Hermes/Merkur warehouse, including by courier, must be coordinated with Hermes. In order to assure receipt of sent materials, Hermes must receive the Pre-Advise form found at the end of this manual. Please complete this form and return it to Ms. Zehavit Akerman: You will then receive confirmation of your material arrival. Bella Center do not receive deliveries / shipments on your behalf prior to your arrival.
25 May 2015 Shipping Instructions for Bag Inserts and display items Dear Exhibitor/Stand Builder, Hermes-MERKUR is the official handling agent fork EHMTIC congresses In 2014 we are a full door to door service company. As such, we are pleased to update you regarding arrangements for shipping, international freight forwarding, customs clearance and onsite services. Onsite Handling Due to security, insurance and organizer policy, Hermes-Merkur is the exclusive handler inside the venue. No other company is permitted to handle cargo within the venue. Please note that companies, stand builders & PR companies may make their own arrangements to deliver and retrieve goods directly to the warehouse/venue entrance. Contact Details: Hermes Contact: Ms. Zehavit Akerman Tel: Mobile: Please note these important dates: SERVICE Airfreight shipments Arrival to Copenhagen airport June 18, 2015 Shipment via Copenhagen warehouse June 21, 2015 Exhibition goods - Direct deliveries to Congress venue June 23, 2015 DEADLINE
26 Insert Shipments Inserts must be packed, labeled and sent according to the appropriate category (see below). Please use only the attached Green labels. Please do not mix different types of shipments in one box. Label: Insert-for participant bags Services, Delivery Address & Shipping Instructions 1.Airfreight Shipments Please send all airfreight shipments to Copenhagen airport only. Airway bill (AWB) must be sent prepaid and consigned to: All shipments must be sent freight pre-paid. All goods must be clearly marked with exhibition name and stand number (as described above) Shipments must be sent to/via Copenhagen International Airport (CPH) with Master and/or House Airway Bills issued as follows: Consignee: DSV Air & Sea A/S Kornmarksvej 1 DK-2605 Brøndby Notify Party: DSV Solutions A/S Bella Center Center Boulevard 5 DK-2300 Copenhagen S Tel: Fax: Notify: Congress name Name of Exhibitor Stand no. Documents: Original AWB, BL + Proforma invoice must be received 2 working days prior to goods arrival.
27 2. Shipment via Warehouse / Courier Shipments MASCC 2015 Copenhagen Exhibitor name c/o DSV Solutions A/S Bella Center DK-2300 Copenhagen S Tel: It is not recommended to use a courier service, Any shipment via courrier must be send under DDP terms VERY important! please dont consignee the shipment to the cosngress venue directly. 3. Congress address Bella Centre Center Boulevard 5, DK-2300 Copenhagen S, Denmark Payment terms In order to ensure move in/out of your shipment/s, please complete and sign the attached material handling form/payment confirmation and return it to our attention. Please note that your signature will be used as payment guarantee based on the general tariff. Please notify Hermes - Merkur immediately about any requirements relating to invoices. All invoices must be settled by exhibitors/contractors and agents in advance of the congress. In case of non-payment of invoices, shipments will be held in storage until the invoices are paid in full. Please note that all payments are in. Any services not outlined in the attached tariff will be quoted on an individual basis. Terms and conditions All orders are accepted exclusively on the basis of the German forwarders terms and conditions (ADSp). We wish you a successful experience! Hermes Merkur
28 DATE: Dear Exhibitor / Stand Builder / PR Company, Please return the below form fully filled in to HERMES Congress name Exhibitor name Stand # Pre advise - Material handling form Shipment information Door to Door Service requested Copenhagen Advance Warehouse Direct to Venue Shipper's name E mail address Tel # Purchase order # Truck size Courier tracking # Airway bill number (AWB #) Number of pieces Weight in Kg CBM
29 Payment details This is to confirm that the payment for handling the above cargo will be Covered by our company. Company details VAT No. Phone Address Card type VISA DINERS MASTER CARD AMEX Credit card # Expiry date CVC ( Last 3 digits on back of credit card) Card holder's name card Holder's Signature Please enclose a copy of both front and back side of your credit card Payments by credit card additional 3.00 % service fee will be added, for AMEX 3.5% We cannot guarantee services for any cargo arrival without a pre-advise and payment confirmation!
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