INTERNATIONAL CONGRESS (EHMTIC)

Transkript

1 4 TH EUROPEAN HEADACHE AND MIGRAINE TRUST INTERNATIONAL CONGRESS (EHMTIC) Copenhagen, Denmark, September 2014

2 Dear Exhibitor, This Exhibitors Technical Manual is designed to assist you in preparing for a successful event and contains important information. Please read the information in this manual. It will take you very little time now and could save you a great deal of time later. The Exhibition will be held in conjunction with the EHMTIC 2014 Congress taking place on September 18-21, 2014 at Copenhagen, Bella Centre The Exhibition floor plan has been designed to maximize the Exhibitor s exposure to the delegates. Please do not hesitate to contact me for further information or assistance. Please forward this manual to everyone who is working on this project, including your stand builder, as it contains useful information about the Congress. 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 Congress and Exhibition. Warm regards, Silvia Beiserman Logistics Coordinator 1

3 Table of Contents SECTION 1: Contact Information Kenes Contacts Contractors Contacts SECTION 2: Timetables Exhibition Timetable 5 SECTION 3: Deadlines Table 7 SECTION 4: Exhibition Stands Shell Scheme Package Technical Info and Regulation for Shell Schemes Booths Technical Info and Regulation for Space Rental Stands SECTION 5: Exhibition Technical Information 13 Exhibition Floor Plan 14 List of Exhibitors 15 Congress Floor Plans 16 SECTION 6: Exhibitor Badges 17 Exhibition Badge Order Form 18 SECTION 7: Lead Retrieval Wireless Barcode Readers 19 Lead Retrieval Wireless Barcode Reader Order Form 20 SECTION 8: Rules & Regulations and General Information 21 SECTION 9: Shipping, Tariffs, Material Handling and Shipping Labels 26 Exhibition Goods Labels SECTION 10: Official Congress Contractors Exhibitor Information Contents

4 SECTION 1: Contact Information EHMTIC Secretariat Kenes International 1-3 Rue de Chantepoulet P.O. Box 1726 CH-1211 Geneva 1 Switzerland ehmtic@kenes.com Site: Project Manager Ms. Charlotte Boskila Tel: Ext: Cboskila@kenes.com Logistics Coordinator Ms. Silvia Beiserman Tel: Ext: sbeiserman@kenes.com Industry Liaison and Sales Associate Ms. Maya Yatsiv Tel: myatsiv@kenes.com Registration Ms. Hila Cohen Tel: Ext: 539 Fax: hcohen@kenes.com Accommodation Manager Ms. Nati Glick Tel: Ext: 978 Fax: nglick@kenes.com 3

5 Contractors Contacts TEXT FOR FASCIA (SHELL SCHEME BOOTHS ONLY), STAND CONSTRUCTION AND FITTINGS, FURNITURE HIRE, GRAPHICS, AUDIO VISUAL EQUIPMENT, ELECTRICAL FITTINGS HH Design ApS Max Helgason Tel: Mobile: Info@hhdesign.dk CUSTOMS CLEARANCE & FREIGHT HANDLING Hermes-Exhibition and Projects, Ltd. Ms. Zehavit Akerman Tel: Mobile: zehavitak@hermes-exhibitions.com TELECOM, PARKING, STAND SECURITY, STAND CLEANING, PLUMBING, ACCESS EQUIPMENT/OPERATORS, RIGGING,, WIRELESS ACCESS, INTERNET, FLOWERS Copenhagen International Convention Centre (BELLA CENTER) Tom B. Hansen Phone tom.hansen@bellacenter.dk STAND CATERING & BEVERAGE Bella Center Services Phone F&B.orders@bellacenter.dk VENUE ADDRESS Bella Centre Center Boulevard 5, DK-2300 Copenhagen S, Denmark Tel: Web: 4

6 SECTION 2: Timetables Wednesday, September 17, 2014 Exhibition Timetable Set up Space Only Booths 10:00 21:00 Shell Scheme Booths 13:00 21:00 Thursday, September 18, :00 16:00 Set Up continues for all booths Exhibition hours Thursday, November 18, :45 19:30 Friday 19 September, :00 16:30 Saturday 20 September, :30 16:30 Sunday 21 September, :30 11:00. Breakdown Sunday 21 September, 2014 **13:30 23:00 The hours are subject to change. Please note that all exhibitors should to be at their booth 30 minutes before the official opening hour. **Dismantling of the stands before the official hour is not permitted. 5

7 Please note: Exhibitors are asked NOT to dismantle their stands before stipulated time. All stands must be completely removed by the stipulated time. The organizers and/or Copenhagen International Convention Centre will not take responsibility for loss or damage. Exhibitors must take full responsibility for the items on their stand for the duration of the event until everything is cleared from their stands. Any equipment, display aid or other material left behind on Sunday 21 September, 2014 after 18:00 will be considered discarded and abandoned. Please note: Empty crates and packaging material must be removed/stored after set-up no later than 15:00 on Thursday, September 18, It is the exhibitor s responsibility to dispose of all materials after dismantling. Any charges incurred for waste removal will be sent to the exhibitor. Please contact the Official Shipping agent for available storage options (see Section 1: Contact information). An updated Timetable can be found at on the EHMTIC 2014 Congress website by clicking here. Welcome Reception: You are cordially invited to the Welcome Reception on Thursday, September 18, 2014 at 17:45 in the Exhibition area. 6

8 SECTION 3: Deadlines Table Submission of Exhibition Forms Deadlines Contact Person Staff Hotel Reservation As soon as possible Designed Stand Approval (space rental stands only) COMPULSORY Friday, August 15, 2014 Liability insurance COMPULSORY Friday, August 15, 2014 Badge Order Friday, August 15, 2014 Lead Retrieval Wireless Barcode Reader Friday, August 15, 2014 Text For Fascia (Shell Scheme Booths Only), Stand Construction & Fittings, Furniture Hire, Graphics, Audio Visual Equipment, Electrical Fittings Telecoms, Parking, Stand Security, Stand Cleaning, Plumbing, Access Equipment/Operators, Rigging, Satellite Connections,, Wireless Access, Information Technology, Internet & Flowers Friday, August 15, 2014 All services are to be ordered and paid for upfront, at least 5 working days prior to the event in order to secure services. Orders placed after the deadline date is subject to a 20% surcharge. Stand Catering & Beverage Friday, August 15, 2014 Info@hhdesign.dk tom.hansen@bellacenter.dk F&B.orders@bellacenter.dk Payment of Invoice Balance Thursday, September 11, 2014 Airfreight Shipments arrival to Copenhagen International Airport (CPT) September 10, 2014 Shipment via Warehouse September 15, 2014 Exhibition goods - Direct Deliveries to Congress Venue September 17, 2014 zehavitak@hermesexhibitions.com 7

9 SECTION 4: Exhibition Stands To ensure the smooth and efficient installation and dismantling of your booth, an official Stand Builder has been appointed see SECTION 1: Contact Information. Booth furniture and accessories are available for rent, please refer to order forms at the end of this manual. Shell Scheme Package that have been pre-booked from Kenes includes: 01 x White shell scheme system walling 01 x White fascia board with black vinyl lettering Basic Lighting Cleaning of public areas and gangways Exhibitors badges (see SECTION 6: Exhibitor Badges) 100 word company/product profile in the Programme Invitation to the Welcome Reception for registered exhibitors Space only / shell scheme rental does not include any furniture, electrical usage or stand cleaning. All these services and others will be available to order. * Please note: Please send your fascia text order form no later than Friday, August 15,

10 If you require additional stand equipment (Furniture, Audio Visual Equipment, etc.) and services, please contact the official stand contractors (see SECTION 1: Contact Information) or refer to the order forms at the end of this manual. Please note: Corner stands are provided with two open sides Cleaning is not included with your shell scheme 9

11 Technical Info and Regulation for Shell Schemes Booths 1. All basic shell scheme booths will be designed and built by the Official Contractor. 2. All furnished booths are on rental basis. 3. Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment (e.g. spotlights) within the booth should indicate clearly on the location plan and forward it together with clear instructions to the Official Contractor before Friday, August 15, No shell scheme booth-fitting or display(s) may exceed a height of 4 meters or extend beyond the boundaries of the site allocated. This includes company names, advertising materials and logos provided by the exhibitor. 5. No tape, nail or fixture of any kind is allowed to be affixed to the partitions, floor, ceiling or fascia. Exhibitors are liable to any damage caused to their booth fixtures, fittings at the fair. 6. An exhibitor occupying a booth at the corner can request to close the additional side(s). If the Official Contractor is not being notified in writing before Friday, August 15, 2014, it will be assumed that the exhibitor will opt for opening on the additional side(s). 7. Exhibitors requiring additional equipment should contact the Official Contractor latest by Friday, August 15, No painting is allowed; no usage of nails or screws. 10

12 9. Double sided tape or prestik can be used to affix lightweight items. 10. Velcro can be used as well (male & female) 11. The contractors will provide special hooks to support heavy products. 12. It is possible to use fishing line (nylon) to hang pictures etc. 13. Damaged panels will be charged to the exhibitor causing such damage. 14. Individual panel size: 2440mm high x 976mm wide -panel 2400mm high x 960mm wide visible 11

13 Technical Info and Regulation for Space Rental Stands Exhibitors using independent contractors are required to submit the following for approval no later than Friday, August 15, 2014 to the attention of Silvia Beisermanat: 1. A scaled drawing (including elevation views) of the proposed booth to be built. 2. A list of all Electrical appliances to be installed in the booth. 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 Ms. Silvia Beisermanat: sbeiserman@kenes.com to coordinate a meeting by Friday, August 15, As all exhibits are to be displayed, 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. Multi level structures are not permitted. The Organizers will NOT approve stands that do NOT comply with the accepted standards until the necessary changes have been made. Work cannot commence until the exhibitor layout is approved by the Organizers and the venue. Exhibitors are required to submit the name and contact details of their respective construction company to Silvia Beisermanby Friday, August 15, 2014 at: sbeiserman@kenes.com Please make sure to read thoroughly SECTION 10: Official Congress Contractors and Exhibitor Information. 12

14 SECTION 5: Exhibition Technical Information Hall Specs Hall Name: A1 Maximum Build-up Height: is 4 meters. Any part facing neighboring stands that is above 4 meter in height needs to be designed with neutral surface (white). Floor Finish: Hall A has a fixed carpet and a floor cover is recommended under wodden and carpet floors to protect it Platform: Please note that if your booth floor platform is higher than 4.5 cm, you are required to provide a ramp for handicapped access. Electrical Connections: Electrical fittings are exclusively connected by the official Exhibtion Contractor(see Section 10) Should this not be the case, equipment will be removed immediately from the premises at the exhibitor s expense and charges for any damage caused by faulty equipment will apply to the exhibitor. Please note: Charges for electrical consumption will be payable by each exhibitor. For more information please refer to SECTION 10: Official Congress Contractors and Exhibitor Information. Rigging Options: Rigging is available at the EHMTIC 2014 Exhibition. Most places in the hall we can mount drop wires with a weight up to 75 kg. Drop wires exceeding 75 kg will require a special approval. For more information please refer to SECTION 10: Official Congress Contractors and Exhibitor Information. Lorries and Trucks For more information please refer to SECTION 10: Official Congress Contractors and Exhibitor Information. 13

15 Exhibition Floor Plan (As of July 2014) Hall A1 -the Exhibition Hall- is located on Ground floor 14

16 List of Exhibitors (As of July 2014) Company Booth # Size American Headache Society -AHS 5 9 TBA Allergan space Algotec 17 9 Shell Scheme ATI space Cefaly Technology space Danish Headache Center- DHC 5A 9 space EHF 3 9 space Electrocore 8 24 space eneura 9 32 space IHC 2 12 TBA Lifting the Burden 6 15 space Menarini space Pfizer ApS 13 6 Shell Scheme St. Jude Medical space Tian Medical 1 12 space Wisepress Ltd 4 6 space 15

17 Congress Floor Plans 16

18 SECTION 6: Exhibitor Badges All Exhibitors are required to be registered and will receive a badge displaying the exhibiting company s name. Individual participant names will NOT appear on badges and may be used interchangeably between staff members. Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for each 9 sqm thereafter. Any additional staff members will be charged an exhibitor registration fee of 150 EUR per exhibitor badge for Congress day. Exhibitors badges give free access to the Exhibition area, Coffee Breaks, Lunches and Welcome Reception. For additional badges, please use the Exhibitor registration form on the next page. Please return the form to the attention of Hila Cohen at: hcohen@kenes.com, no later than Friday, August 15, 2014 All personnel are required to wear badges to access the venue. Company representatives not wearing their badges will NOT be allowed to access the exhibition. Company name badges are for the use of company personnel for booth staff purposes only and should not be used by companies to bring visitors into the Exhibition. Exhibitor s badges will not be mailed in advance and may be collected at the Registration Desk on arrival.service Passes Stand contractors and staff must wear service passes during the entire set-up and dismantling period. Service passes are free of charge and may be collected from the Registration Desk on site. 17

19 Exhibition Badge Order Form Please return to no later than Friday, August 15, 2014 Company: Contact name: Tel: Fax: All stand personnel are required to register. Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for each 9 sqm thereafter. Any additional stand personnel will be charged 150 EUR per exhibitor badge for Congress day. These badges are for Company personnel and will not entitle access to the Scientific Sessions. Please note that individual participant names will not be written on the badges. Only the company name will appear. Registered stand personnel will receive: Badge with Company name Access to the Exhibition Hall Entrance to Welcome Reception Tea / Coffee / Lunches during official breaks A maximum of 25 letters can be printed on the badge. Please indicate in the box below how you would like your company name to appear: Please indicate the total number of badges required. An invoice will be sent for all additional badges. Description Cost Quantity Total Cost Free Badges Additional Badges 150 EUR per exhibitor badge for Congress day Total 18

20 SECTION 7: Lead Retrieval Wireless Barcode Readers K- LEAD STATE-OF THE- ART LEAD RETRIEVAL SYSTEM Unique opportunity to use our advanced ipod touch lead retrieval system, enabling exhibitors to enhance their database by securing valuable leads for further marketing and communication. Compact and intuitive design Sleek ipod touch with customized scanner Effortless process using registration badge barcode Option for pre-installed survey tailored to exhibitor needs Ability to insert exhibitor comments for each lead Immediate information retrieval online Secure use and password protected Package includes hardware and software with on-site support Use of device for full duration of exhibition 19

21 Order Form - Lead Retrieval Wireless Barcode Reader Please complete the following Order Form. Please note, if the system is not returned to the Exhibition Manager one hour after the exhibition closing hour, an additional 2,000 charge will be made to your credit card. In accordance with the security measures taken by credit card companies, please complete the following form in your own handwriting and sign. Please mail this form no later than Friday, August 15, 2014 to the attention of Silvia Beisermanat sbeiserman@kenes.com Number of Lead Retrieval Wireless Barcode Reader Requested: ( 450 per unit) Company Name: Address: Telephone Number: Card Type: Visa / MasterCard / AMEX: Credit Card Number: Expiration Date: Security Digits (on the back of the credit card): Name of Card Holder: Date: SIGNATURE of Card Holder: 20

22 SECTION 8: Rules & Regulations and General Information Binding for all Exhibitors and their subcontractors Security Safety and Security of Material. Please do not leave any bags, boxes or suitcases unattended at any time, whether inside or outside the exhibition are. The congress secretariat and organizers cannot accept liability for loss of or damage to private property or goods. The Organisers will provide security guard service in the exhibition hall during off-show hours. Neither Copenhagen International Convention Centre (BELLA CENTER) nor the Organizers can accept responsibility for the security of the stands and their contents and for damage to, or theft of any goods. Exhibitors are fully responsible for the security of their stand and equipment. For ordering additional security, please refer to SECTION 10: Official Congress Contractors and Exhibitor Information. Stand Cleaning The Organizers will arrange for general cleaning of the exhibition premises (excluding exhibits and displays) prior to the opening of exhibition and daily prior to opening thereafter. For ordering daily stand cleaning, for more information please refer to SECTION 10: Official Congress Contractors and Exhibitor Information. Waste Removal Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. Any discarded waste, including promotional material, left behind will be removed by the Organizers at the expense of the exhibitor concerned. 21

23 Parking Facilites For more information please refer to SECTION 10: Official Congress Contractors and Exhibitor Information. Parking will be on the public parking area (parking fee) as the set-up will take place via the North West gate. Kinldy find a general map here: ENTRANCES 1. Bella Sky reception 2. Bella Sky conference entrance 3. Congress Entrance 4. Main Entrance / West 5. East Entrance 22

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25 Smoking The EHMTIC 2014 Congress is a non-smoking Congress. Disposal of Material It is obligatory to collect and dispose of all material during the breakdown or dismantling of the event. When the dismantling period is over, the exhibitor loses any right to claim for losses or damage to property left behind and any costs incurred by the venue in removing this property will be charged to the exhibitor. Damage to the Premises Exhibitors are liable for all damage caused to floors, walls and pillars during the installation, exhibition and dismantling periods. No adhesive stickers and fixtures of any kind are allowed on floors, walls and pillars. For more information please refer to Fire Insurance (compulsory) Exhibitors must be insured against fire. Fire Regulations (General). Stand material and fittings must be of non-inflammable materials or impregnated with fire-retardant chemicals. As a general rule, easily inflammable synthetic substances, foam polyester, and non-fireproof straw and reeds are prohibited. For more information please refer to SECTION 10: Official Congress Contractors and Exhibitor Information. Poster Hanging, Banners etc. Hanging of posters, banners or decals, stickers or similar things, on the walls, floors, ceilings or columns within or outside the installations of Copenhagen International Convention Centre (BELLA CENTER) is not allowed without prior written authorization. For more information please refer to SECTION 10: Official Congress Contractors and Exhibitor Information. 24

26 Liability Insurance You are obliged to have a public liability insurance that covers all injuries to persons and damages which might cover in connection with the exhibition. We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company s insurer. Insurance (Compulsory) The Organizers nor Copenhagen International Convention Centre (BELLA CENTER), their representatives or agents will be held responsible for any loss or damage to exhibitor s property. Exhibitors must take precautions to protect their property against pilferage. The Organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance, and shall hold harmless the Organisers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Exhibitors are personally liable for all expenses incurred by the organizer or by third parties in regard to technical services provided. Promotional Activities All demonstrations or instructional activities must be confined to the limits of the exhibition stand. Advertising material and signs may not be distributed or displayed outside the exhibitor s stands. Sound equipment must be regulated and directed into the stand so that it does not disturb neighboring exhibits. The Exhibition Management reserves the right to require the exhibitor to discontinue any activity, noise or music that is deemed objectionable. Special Effects Special effects lighting, live music, smoke and laser projection may not be used in the stands. No permission will be given for projection in the aisles or on the walls of the hall. Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein. 25

27 150mm porebetonvæg opstillet på 300mm høj Lecasokkel Auditorium Balcony 1st.floor METRO P4 P3 P2 P7 P1 P5 CENTER BOULEVARD Parkering Parking Cafe Nouvelle ØST-hal EAST hall Hal H / Hall H Indgang ØST EAST Entrance m² HB3 HB4 CIFF Show rooms Hal B Hall B Hal C5 Hall C5 B0 B1 B2 B3 B4 B5 B m² Buffet Bel Restaurant Bella Vista 1.sal/1 st.floor Centerhal / Center Hall Hal E / Hall E 7.660m² A2 A3 INFORMATION Kongressal Congress Hall Bel Club Udstiller Cafeteria Exhibitors Club Sekretariat Secretariat Gourmet Torvet Hotel Hotel A m² Kongres Foyer Congress Lobby Auditorium 15 Pressekontor Press Office Focus Bella Center Information Hal C Hall C Auditorie Foyer Auditorium Lobby Auditorie Balkon 1.sal NORDEA Change 12/Cambio Indgang KONGRES CONGRESS Entrance Indgang VEST WEST Entrance m² Shopping Arcade C1 C2 C3 C4 Servicebutikken er placeret i stueplan i butiksarkaden i International House / The Service Shop is placed on the ground floor in the shopping arcade at International House International House Reception TI 06.14

28 30 TI Udstillerne må under ingen omstændigheder sælge mad- eller drikkevarer på deres stand. Forsikring / Ansvar Bella Center opfordrer dig som udstiller til at tegne forsikringer for egne ejendele, herunder mod tyveri, idet Bella Center ikke påtager sig noget ansvar for din ejendom og idet udstillerens ejendom ikke er omfattet af Bella Centers forsikring. I tilfælde af tyveri kan Bella Center ej heller drages til ansvar. Kørsel til standen, aflæsning og parkering For at alle kan få bygget deres stand op så hurtigt som muligt og uden problemer, har vi nogle regler for kørsel, aflæsning og parkering: Gods må ikke leveres på standen før opbygningsperiodens start, med mindre der er givet dispensation hertil. Gods kan i stedet indleveres til DSV Solutions lager i Bella Center. Kontakt venligst speditøren DSV Solutions på telefon eller expo@dk.dsv.com for en aftale og oplysning om pris. I ind- og udrykningsperioden må kørsel til standen kun finde sted på de af os oplyste tidspunkter. Af hensyn til sikkerheden skal portvagten se arbejdskort eller anden legitimation. Efter aflæsning skal biler parkeres i de afmærkede parkeringsbåse udendørs eller forlade området helt. Dog må trailere og lastbiler ikke parkeres inden for hegnet uden forudgående aftale, men henvises til grusareal ved Sydport. Den sidste opbygningsdag skal AL aflæsning foregå udendørs, da der slet ikke må forefindes biler i hallerne på dette sene tidspunkt. Ved nedbrydning må indkørsel af vare- / transportvogne til haller og godsgård først foretages ca. 1 time efter, at udstillingen er lukket. Har du store og tunge enheder, der skal ind på din stand, skal du aftale det med Teknisk Udstillerservice i god tid inden messen. På den måde kan enhederne eventuelt blive kørt ind før opbygningen starter. I opbygningsperioden skal gangarealerne så vidt muligt holdes fri for passage. Du skal selv sørge for aflæsning og transport til standen, men du kan forud rekvirere truck- og vognassistance hos speditøren. Hos speditøren kan du også få opbevaret tomgods (tomme papkasser osv.) under arrangementet. Vi gør i denne forbindelse opmærksom på, at tomgods, der er placeret i gangarealerne, automatisk fjernes af speditøren den sidste opbygningsdag (efter kl ). Det sker af hensyn til rengøringen af gangarealerne. Du betaler selv for at få fjernet tomgods. Derimod fjerner vi ikke tomgods fra dit standareal, medmindre vi har lavet en aftale om dette. Musik, lyd og film Ønsker du at spille musik på standen, skal du melde det direkte til Koda og Gramex. Koda og Gramex er danske selskaber, som administrerer copyrights for danske og internationale komponister, forfattere og musikforlag, når deres musik bruges offentligt. For yderligere information, se eller Det er dit eget ansvar, at deres regler for afspilning af musik bliver overholdt. Vi opfordrer dig til at informere naboerne om, hvilke lyddemonstrationer du vil foretage, hvor mange og hvor længe. Ved eventuelle klager fra arrangøren eller fra de omkringliggende stande, skal lyden dæmpes eller helt stoppes. Anvendes der spillefilm eller dele heraf på standen, skal udstiller søge tilladelse fra rettighedshaverne. Udstiller skal være opmærksom på ophavsretlovens bestemmelser om offentlig fremvisning, og kan sikre sig mod krav om erstatning fra rettighedshaverne ved at tegne en MPLC paraplylicens. En samlet licens for mere end 400 filmproducenter og distributører kan ansøges hos Motion Picture Licensing Company (MPLC A/S). Læs mere på: The exhibitors will under no circumstances be allowed to sell food or beverages from their stand. Insurance / Responsibility As Bella Center cannot be held responsible for the exhibitors property, we recommend that you take out the necessary insurance coverage. In case of theft Bella Center will not be held responsible, as exhibitors property is not part of Bella Centers insurance. Vehicles in the halls, unloading, parking In order to ensure that everybody has a fair chance of completing their stand build-up as quickly and with as few obstacles as possible, there are certain practical rules to be observed concerning vehicles in the exhibition halls: It is not possible to deliver goods to the stands prior to the build-up period, unless an exemption for early build-up has been granted. Alternatively, shipments may be delivered to DSV Solutions warehouse in Bella Center. Please contact the forwarding agent DSV Solutions for arrangements, and information on pricing etc. (phone no / expo@dk.dsv.com). Vehicles are only permitted admittance into the halls during buildup and break-down at the times determined by Bella Center. Work passes or other ID must be shown at the main gate on demand. Once unloading has been completed, vehicles are obliged to park in the designated parking spaces outside or to leave the BC premises. However, trailers and lorries must are only allowed to park on the gravel-area just outside the South Gate. On the last day of build-up all unloading must take place outdoors, as no vehicles are allowed inside the halls at this time. Please note that on break-down vehicles cannot enter the goods area/halls until one hour after the closing of the event. Where large or heavy goods are to be moved into your stand, you are advised to contact Technical Exhibitor Service Department well in advance, so the necessary arrangements can be made. During build-up gangways must be kept clear for passage. You are advised to make own arrangements regarding the transport and unloading of goods to your stand. You are more than welcome to contact the venue s forwarding agent with a view to ordering vehicle and truck assistance. The agent will also be able to offer you storage facilities for your empty packaging material during the event. Please note that in order to clear the gangways for the cleaning staff, empty packaging left in the gangways will automatically be removed by our forwarding agents at hrs on the evening of the final day of build-up. You will be invoiced for this. We will not remove empty packing materials from your stand unless prior agreement has been made. Music, sound and motion pictures If you wish music to be played on your stand, you are obliged to inform Koda and Gramex of this, just as you must ensure that their conditions are strictly adhered to. Koda and Gramex are Danish societies that administer Danish and international copyrights for composers, writers and music publishers, when their musical work are performed in public. For further information please see or We recommend that you inform your neighbours of the nature and frequency of the music/sound you in tend to reproduce. In the event of complaints, either from the management or from neighbouring stands, the volume must be reduced or turned off completely. If a motion picture or part of it is shown on the stand, the exhibitor must apply for a licence from copyright owner due to public legislation on this matter. An MPLC Umbrella Licence covers more than 400 motion picture producers and distributors and can be applied from the Motion Picture Licensing Company (MPLC A/S). Read more on:

29 31 Opbyggede møderum inkl. møderum på stande Et rum skal have to døre, der er placeret på modsatte væg fra hinanden. På disse døre skal der placeres et godkendt nødskilt med lys (løbende mand). Vi giver gerne pristilbud på produktion af nødskiltene, såfremt dette ønskes. Reglen gælder både for møderum inkl. pause- og loungeområder på stande, men ikke for lagerrum. Postpakker og øvrige godsleverancer til stande Vi gør venligst opmærksom på følgende, når der sendes pakker til Bella Center med Post Danmark: Postpakker adresseret til messestande i Bella Center modtages af DSV, som opbevarer tilsendt gods til standen bemandes. Denne ydelse fakturerer DSV direkte til standlejer. Øvrige godsforsendelser kan også med fordel sendes via DSV, der er Bella Centers officielle leverandør af transportog logistikydelser. For oplysninger omkring services, leveringsadresse samt priser, kontakt DSV på expo@ dk.dsv.com eller på fax: Ønskes gods leveret direkte til stande uden brug af DSV er dette naturligvis også muligt. Sørg blot for, at standen er bemandet på leveringstidspunktet, da godset ellers vil blive leveret til DSV og dermed medføre omkostninger for standlejer. Constructed meeting rooms and meeting rooms on stands Each room must have 2 doors - one located on the opposite wall to the other. On these doors an approved emergency sign with light must be placed (running man). We will be able to provide you with a quote for the emergency signs upon request. The rule applies for all meeting rooms including break and lounge rooms on stands, but not for storage rooms. Packages and other goods/deliveries for stands Please note that the following conditions apply when sending packages to Bella Center via Post Danmark: Packages addressed to exhibition stands in Bella Center will be received by DSV, who will store the deliveries for the stand until the stand is manned. The price is invoiced directly by DSV to the exhibitor. DSV is the official on-site freight forwarder at the Bella Center and will smoothly handle any shipment of goods for you. For information about the services available, delivery address and prices please contact DSV at expo@dk.dsv.com or fax: It is of course possible to have your goods delivered directly to the stand without assistance from DSV. If this is the case please ensure that the stand is manned at the time of delivery, since the goods otherwise will be delivered to DSV on-site storage and thereby result in a charge to the exhibitor. TI 06.14

30 32 Krav fra myndighederne The Authorities TI Alle udstillere i Bella Center er forpligtet til at overholde nedenstående regler, der er foreskrevet af myndighederne. Kravene er stillet for at hindre katastrofale ulykker. Desuden skal alle udstillere overholde Arbejdstilsynets regler, som er omtalt på (telefon ). Bagrum Anvendelse af kaffemaskiner, el-kedler, kopimaskiner (printere), køleskabe og andre apparater, der udvikler varme i bagrum, kan kun tillades, hvis der i bagrummet eller på standen opsættes en CO2 kulsyre håndslukker. Bioethanolpejse Hvis man ønsker at anvende bioethanol-pejs i Bella Center, skal denne være installeret i henhold til leverandørens anvisninger og sikkerhedsbestemmelser. Evt. omhældning skal ske udenfor udstillingens åbningstid og der må ikke forefindes reservelager for væsker på standen. Hvis der stadig er væske tilbage i pejsens brandkammer ved udstillingens lukketid, så skal dette overdækkes, ligesom der skal være egnet slukningsmateriel tilgængelig på standen. Brandfarlige væsker I hallerne må der ikke være beholdere med eksplosive og brandfarlige væsker, jf. dog ovenfor under Bioethanolpejse. El-installationer El-installationerne på standen skal være opsat i overensstemmelse med Sikkerhedsstyrelsens bestemmelser for installationer på udstillinger og stande. Disse findes på Sikkerhedsstyrelsens hjemmeside. Installationen skal udføres i henhold til Stærkstrømbekendtgørelsens afsnit 6, nærmere beskrevet i kapitel 711. Hvis disse bestemmelser ikke overholdes, kan Bella Center se sig nødsaget til at afbryde el-forsyningen til standen. Eventuelle følgeomkostninger og ansvarsdækning i denne forbindelse er Bella Center uvedkommende. Emballage Tom brændbar emballage skal fjernes fra hallen hurtigst muligt. Etagestand, høje podier eller konstruktioner med tungt gods Hvis man ønsker at bygge en stand i 2-etagers højde eller anvende høje podier på standområdet, så skal udstiller via Bella Centers tekniske afdeling søge om godkendelse hos bygningsmyndighederne. Det samme gælder ved brug af konstruktioner med tungt gods. Den skriftlige ansøgning skal følges af tekniske tegninger og evt. billedmateriale, og indsendes inden teknisk deadline nævnt i de tekniske standinformationer. Det er desuden vigtigt at notere sig, at 2 etages stande altid skal have 2 trappe udgange. IT udstyr på stande Alle IT-forbindelser og trådløse netværk, der anvendes på Bella Centers område, skal bestilles gennem Bella Centers Teknisk Udstilllerservice. Der må ikke opstilles egne trådløse netværk uden godkendelse fra Bella Center IT, ligesom IT-forbindelser leveret af Bella Center heller ikke må deles med tredjepart. Køretøjer Der skal søges om tilladelse til at have biler på standen i dekorationsøjemed. For benzindrevne bilers vedkommende må benzintanken maksimalt indeholde 5 liter benzin, benzindækslet skal være aflåst, akkumulatoren skal være afkoblet og nøglerne skal om natten All exhibitors at Bella Center are obliged to observe a number of regulations given by Danish Authorities. The regulations are made in order to prevent disasters from happening here. Furthermore, all exhibitors must comply with the regulations made by The Danish Working Environment Authority mentioned on Backroom The use of coffee machines, electric kettles, photocopiers (printers), refrigerators and other heat-emitting machines in the backroom is only permitted subject to the condition that a CO2 carbon dioxide hand extinguisher is set up in the backroom or on the stand. Bioethanol stove To use a bioethanol stove at Bella Center, the stove must be installed in accordance with the supplier s instructions and safety regulations. Any fuel transfer must take place outside the fair s opening hours and there must be no reserve fuel stored on the stand. If there is fuel left in the stove s fire chamber when the fair closes the chamber must be covered, and appropriate fire extinguishing equipment must be available at the stand. Inflammable liquids Nothing containing inflammable or explosive liquids, may be brought into the halls. However, please see above for information on bioethanol stoves. Electrical installations The electrical installations on the stand must be set up in accordance with the Danish Safety Technology Authority s regulations for installations at fairs and stands. These are available on the Authority s website. The installation must be performed in accordance with Section 6 of the Danish Heavy Current Regulations, described in further detail in Chapter 711. If these regulations are not complied with, Bella Center can find it necessary to shut off the electricity supply to the stand. Any consequential costs and insurance claims arising shall be no concern of Bella Center. Packaging Empty flammable packaging shall be removed from the hall as quickly as possible. Elevated stands, high podiums or structures with heavy goods If there is a requirement to build a stand at a height of two storeys, or to use high podiums in the stand area, the exhibitor shall via Bella Center s technical department apply for authorisation from the building authorities. The same applies to the use of structures with heavy goods. The written application must include technical drawings and any photographic material, and must be submitted within the technical deadline stated in the technical stand information. It is also important to note that two-storey stands must always have two stairway exits. IT equipment on the stand All IT connections and wireless networks used in Bella Center s area must be ordered via Bella Center s Technical Exhibitor Service. Own wireless networks may not be installed without the authorisation of Bella Center IT, just as IT connections provided by Bella Center may not be shared with a third party. Vehicles If vehicles are to be exhibited on the stand a permit must be applied for. For fuel-driven vehicles, the petrol tank may hold maximum 5 litres of petrol, the petrol cap must be locked and the accumulator must be disconnected. In addition, at night the keys must be

31 33 afleveres til Bella Centers sikkerhedsvagter, der er til stede i hallerne eller træffes på telefon For el-biler gælder det, at udstilleren skal kunne fremvise dokumentation til brug for godkendelse af følgende forhold: Fabriksfremstillede el-biler skal være forsynet med en mekanisk kabeldeaktiveret parkeringsbremse. Herudover skal gearkassen låses mekanisk af en pal af stål, der er i indgreb med gearkassen. Endvidere skal nøglen være fjernet fra tændingssystemet og håndbremsen skal være aktiveret. Brintbiler kan ikke accepteres på standen. Gasbiler kan accepteres på de sædvanlige betingelser, der gælder for benzin- eller dieseldrevne biler. Derudover er det en betingelse, at bilens gastank gøres trykløs. submitted to Bella Center s security guards, who are available in the halls or can be contacted on telephone no. (+45) In the case of electrical vehicles, the exhibitor must provide documentation so that the following can be approved: Factorymanufactured electrical vehicles must be provided with a mechanical, cable-deactivated parking brake. The gearbox must also be mechanically locked by a steel latch that engages with the gearbox. The key must be removed from the ignition system and the handbrake must be activated. Hydrogen vehicles cannot be accepted on the stand. Gas vehicles may be accepted at same terms set for cars using petrol and diesel. However, the gas tank must be depressurized. Levende lys Der er stemningsfyldt at anvende levende lys på stande, men samtidig kan det være yderst risikabelt. Derfor er det af afgørende betydning, at lysene ikke kan vælte og at de placeres i ikke-brandbar stage på ikke-brandbart underlag. Lysene må ikke placeres i et overdækket område, der må ikke være tekstiler i nærheden og de må ikke kunne dryppe. Netop fordi de udgør en stor sikkerhedsrisiko, kan Bella Center og/eller Brandvæsenet på forlangende kræve lysene slukket. Møderum/lukkede rum Der skal etableres to udgange fra lukkede rum, såfremt de benyttes som opholds-, møde- og konferencerum. Hvis der er tale om små rum til under 10 personer, kan der dispenseres for de to udgange, når blot væggene ikke bygges helt til loft og der opsættes nødudgangsskiltning over dør. Madlavning På alle stande, hvor der laves egentlig mad (dvs. hvor der er kogeplader og gasblus) skal der være 6 kg Co2-slukker og brandtæppe. Materialebrug Ingen materialer i standopbygningen må være mere brandbare end træ. Undlad derfor papir, pap, plastprodukter, kunstige blomster/dekorationer/planter m.m., som er let antændelige, eksplosive, smelter, drypper eller som ved brand udvikler giftige luftarter eller store mængder røg. Kunstige planter kan evt. imprægneres. Trægulve udlagt som riste med mellemrum og især med underliggende hulrum er ikke tilladt. Lægger man eget tæppe på standen, skal tæppet have én af følgende godkendelser, der skal kunne dokumenteres på forlangende: A: Klasse G gulvbelægning efter DS ifølge Bygningsreglementet 95, kap stk. 5 B: Gulvbelægning klasse Dfl -s1 klassificeres efter EN Fire classification of construction products and building elements C: NT Fire 007 (Skandinavisk godkendelse). Vi forbeholder os ret til at afvise brugen af materialer, som ikke overholder ovenstående krav. Mixerpulte Ved mixerpulte skal der opstilles en egnet håndildslukker (CO2 slukker). Nødudgange og brandslanger Ingen udstiller må beklæde, skjule eller lukke nødudgange, brandslanger, brandskabe og brandalarmer. man må heller ikke placere udstillingsgenstande i gangarealer eller foran nødudgange. Overdækkede stande Alle udstillingsområder er forsynet med et sprinklersystem. Derfor må man kun overdække sin stand med brandimprægneret og vandgennemtrængeligt stout eller ostelærred. Det kan evt. også udføres med faste materialer eller som kassette/lamellofter Candles Candles help to create a cosy atmosphere in stands, but they can also present a significant fire risk. It is therefore vital that the candles cannot be knocked over and are placed in nonflammable holders on a non-flammable base. The candles may not be placed in a covered area, there must be no textiles in the vicinity, and it must not be possible for the candles to drip. Since they present a major safety risk, Bella Center and/or the Fire Service may require candles to be extinguished. Meeting rooms/closed rooms Two exits must be established from closed rooms if they are used as general rooms, or as meeting or conference rooms. In the case of small rooms for less then ten people, the requirement of two exits can be dispensed with, as long as the walls are not built right up to the ceiling and there are emergency exit signs above doors. Cooking On all booths where actual cooking is being made, that is where hotplates are installed, there must be access to a 6 kg fire extinguisher and a fire blanket. Materials No stand or display material may be more flammable than wood. You should therefore avoid paper, cardboard, plastic, artificial flowers, etc., which are easily ignitable or explosive, which can melt, drip, develop toxic gasses or produce excessive amounts of smoke. If artificial flowers are used on a stand they must be made fireproof. Wooden floors laid out as gratings with gaps and especially with cavities below are not allowed. If you intend to lay your own carpet or floor covering, the product must carry one of the following approvals made available to us upon request: A: Class G flooring as in DS , in accordance with Danish Building Regulations 95, chapter section 5. B: Class D -s1 flooring after EN Fire classification of construction products and building elements C: NT Fire 007 (Scandinavian approval) We reserve the right to reject use of material that does not comply with the above mentioned demands. Mixer pult When using a mixer pult on the stand you are required to place a practical fire extinguisher next to it. Emergency exits and fire hoses Exhibitors may not decorate, conceal, obstruct or lock the emergency exits, fire hoses, fire cabinets or fire alarms. The exhibited products may neither be placed in the gangways or in front of emergency exits. Covered stands All fair areas are provided with a fire sprinkler system. Therefore a stand may only be covered with fireproofed and waterpermeable fabric. It may also be covered with fixed materials or with an evenly distributed panelled/louvered ceiling but TI 06.14

32 34 jævnt fordelt dog højst dækkende 40% af det overdækkede areal. Alle stande, som bygges i 2 etager, skal sprinkles herunder også vandtætte lofter, øvrige lukkede rum samt biler og containere med videre, som ikke indgår som salgsemne på standen. Egentlige salgsemner kan der dispenseres for, hvis de ikke overstiger 9 m². Sprinklingen kan udføres af Bella Center iflg. tilbud. Tilslutningen til sprinklerhovedrør skal altid udføres af Bella Center den resterende del af sprinklingen kan udføres af en autoriseret installatør efter eget valg, og i henhold til SKAFORs regler. Trykflasker Har man brug for F-gas (flaskegas) på en udstilling, skal man give besked til Teknisk Afdeling, senest 4 uger før udstillingen åbner. Der skal mindst være 12 m mellem F-gasanlæg, og der må kun opstilles én gasflaske á 11 kg samt én reserveflaske på brugsstedet. Vi opsætter synlig tekst med ordlyden: Trykflasker fjernes ved brand. Sammen med F-gassen skal der være en 6 kg pulverslukker, som også skal have synlig skiltning. Hver dag, når udstillingen lukker, skal man flytte F-gas fra standen til et godkendt udendørsområde. Teknisk Afdeling anviser, hvor området er. Der må heller ikke være andre former for trykflasker på standen uden en speciel tilladelse fra Teknisk Afdeling. I øvrigt skal opstilling af anlæg med F-gas ske efter de tekniske forskrifter for F-gas, ligesom F-gas installationerne skal være i overensstemmelse med gasreglementet. Trykflasker, der skal tjene et dekorationsformål, skal være udført som attrapper. maximum covering 40 per cent of the covered area. All stands built in two storeys must be covered by a sprinkler system including watertight ceilings, other closed rooms, and vehicles and skips, etc. that are not sales articles on the stand. Dispensation may be granted for actual sales items if they do not exceed 9 m². The sprinkler system can be undertaken by Bella Center on the basis of quotation. Connection to main sprinkler pipes must always be undertaken by Bella Center the rest of the sprinkler system may be installed by an authorised technician as chosen by the exhibitor, in accordance with the Danish SKAFOR regulations. Bottled gas If you intend to use F-gas (bottled gas) on your stand, the Technical Department must be informed at least 4 weeks prior to the opening of the event. A minimum distance of 12 meters must be maintained between each F-gas installation, and only one 11 kilos gas bottle together with one reserve bottle may be present at any single installation. We will provide a sign which must remain clearly visible at all times stating Trykflasker fjernes ved brand (Gas bottles to be removed in the event of fire). Along with the F-gas, a 6 kilo powder extinguisher, complete with clearly legible instructions, must be provided. Each evening, when the event closes, the bottled gas must be removed to an area outside the hall, which has been allocated by the Technical Department. No other types of pressure flasks must be present on the stand without the prior permission of the Technical Department. Furthermore, F-gas equipment must always be installed in compliance with the Gas Regulations. TI 06.14

33 BELLA CENTER COPENHAGEN Center Boulevard 5 DK-2300 Copenhagen S Tel bc@bellacenter.dk bellacenter.dk

34 SECTION 9: Shipping, Tariffs, Material Handling & Shipping Labels Dear Exhibitor/Stand Builder, Hermes - Merkur is the official handling agent for KENES congresses in 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 Exhibitions & Projects Ltd. Contact: Ms. Zehavit Akerman Tel: Mobile: zehavitak@hermes-exhibitions.com 26