19 th INTERNATIONAL SYMPOSIUM OF ADAPTED PHYSICAL ACTIVITY JULY 2013 YEDITEPE UNIVERSITY, TURKEY Exhibition Manual

Transcription

1 19 th INTERNATIONAL SYMPOSIUM OF ADAPTED PHYSICAL ACTIVITY JULY 2013 YEDITEPE UNIVERSITY, TURKEY Exhibition Manual

2 Contents 1.OVERVIEW 1.A.Forms 1.B.Price List 1.C.Liability and Insurance 1.D.Booth Activities 1.E.Exhibition Area 1.F.Fire Precautions 1.G.Prohibitions 1.H.Security 1.I.Force Majeure 1.J. Transportation 2.LAYOUT 2.A.Booth Types 2.B.Set up and Tear down 3.TECHNICAL INFORMATION 3.A.Electricity Usage 3.B.Telephone Usage 3.C.Internet Usage 3.D.Tear Down of Rented Equipment 4.SERVICES 4.A.Technical Service 4.B.Parking Service 4.C.Partipicants Badges 4.D.Fax Photocopy Services 4.E Cleaning Services 5. CONTACT 6.RENTAL SERVICES/ RENTAL EQUIPMENTS CATALOG / REQUEST FORM

3 1.OVERVIEW 1.A. Forms If you want to make use of exhibition services within the scope of 19 Th International Symposium Of Adapted Physical Activity (ISAPA) you need to fill in and send the exhibition participation form at our website please keep one copy of the forms you send. 1.B. Price List Price of each material to be rented is given in necessary parts within this book. The prices are VAT included in order to provide all kinds of materials. 1.C. Liability and Insurance Organizing Committee of 19 Th International Symposium Of Adapted Physical Activity (ISAPA) is under no circumstances liable for the loss or damage of exhibition materials. Companies that will attend the exhibition have to insure the products themselves. Participants must have third party liability insurance in which Organizing Committee of 19Th International Symposium Of Adapted Physical Activity (ISAPA) will be considered as insured party due to its participation in exhibition. Participants are liable for legal and criminal conditions arising from loss, injury or death of humans or third parties and loss of customer possessions. 1.D. Booth Activities Booths have to be fully equipped and under the supervision of exhibition officers. Participants should abstain from activities that can disturb the visitors and other participants. Especially companies that want to perform visual and audial promotional activities have to submit to Organizing Committee of 19Th International Symposium Of Adapted Physical Activity (ISAPA) for approval 30 days before the opening of exhibition. Promotional activities to be performed after approval of committee should be limited with booth area. Level of sound broadcast should be adjusted in way that does not exceed 60 decibels in promotional activities. The customer not complying with this limitation is warned by Organization officer. Electricity service to participants who do not comply with the warning is ceased.

4 1.E. Exhibition Area Exhibition space; Yeditepe University Mailing address; İnönü Mah. Kayışdağı Cad.26 Ağustos Yerleşimi Ataşehir, Istanbul TURKEY. Participant company is responsible for damages given to booth area and structure and/or installation within this area and is liable to pay for the damages. Carpets present in exhibition ground can under no circumstances be removed and participants will be liable for all the damage. Usage of iron wheeled trolleys is prohibited during carriage. Maximum 1000 kg of load can be placed on 1 square meter on the ground of room provided that it is put in a flat way not to a specific point. 1.F. Fire Precautions Participants are liable to ensure that officers to work in their booth during the exhibition are instructed about the usage of fire extinguishers and emergency exit. Emergency exits of exhibition ground and fire cabinets can in no way be closed by participants. 1.G. Prohibitions Exhibition of advertisements and products of companies which do not participate in exhibition will not be allowed. Existence of flammable and explosive substances within the exhibition ground will not be allowed. Permission have to taken from Organizing Committee of 19 Th International Symposium Of Adapted Physical Activity (ISAPA) for photo shooting and all kinds of visual/audial records. There will be no officers or participants without a name badge in the exhibition ground. Presence of food that can go off and that are sensitive for health will not be allowed in exhibition ground. Samples of medicine and perishable foodstuff may not be distributed in the exhibition area or meeting rooms. Smoking will certainly be not allowed in exhibition ground. Subletting of exhibition space is not permitted. There may be no reference to price on products on display (except books/journals).

5 For health and safety reasons, children under the age of 16 are not permitted in the exhibition area during set up and dismantling. Children may be present in the Exhibition Area during the exhibition opening times. Animals (except guide dogs) are not permitted in the exhibition area. Animals may not be used on exhibition stands. 1.H. Security General safety measures will be taken in exhibition area. When there is no exhibition,1 security staff will be present in exhibition area. Participants themselves will be liable for the loss and stealing of valuable items which they leave in their booth when there is no exhibition. Participants also can take the safety measure for their booth through employing a security staff themselves. Participants have to remove the electrical connection of all the electronic items in their booth while closing the booth. 1.I. Force Majeure The Organiser reserves the right to modify dates, time schedule, floor plans and programmes in case of necessity. In case of forcible cancellation of the Symposium, the moneys paid by Exhibitors shall be reimbursed, less proportional deduction of expenses incurred. Under no circumstances shall exhibitors be indemnified. 1.J. Transportation Participants themselves are liable for the transportation, carriage and maintenance of products they will bring to exhibition area for exhibition, also parking service will not be given to vehicles such as transportation truck etc. outside the exhibition area for a long time. The clearance and logistic company, the contact information of which is given below has been authorized by Organizing Committee for the participants coming from abroad.

6 FREIGHT FORWARDER Coşkun Bilen Department Manager F&E / globalsportsevents SCHENKER ARKAS Nakliyat ve Tic. A.S. Cobancesme Kavsagı, Istanbul Dunya Ticaret Merkezi, A2 BLOK No: 330 Kat: 10 Yesilkoy Istanbul / Turkey Tel : ( ext. 275/281 ) Fax: GSM: Mail : coskun.bilen@schenkerarkas.com.tr Web:

7 2.LAYOUT 2.A. Booth Types The standard designed booth which is illustrated below with a dimension of min.4m2 (2mX2m) will be allocated to participants by Organizing Committee after the area price has been paid. In the booths, A fascia with the name of participants and booth number on it, consist of hard wall system, floor covering, one 220 volt four-pin plug, a table, 2 chairs, a trash bin and lighting with a spotlight will be allocated to participants. Technical or other equipment to be used in booths can be rented by selecting from the catalog in this book, usage of technical equipment brought from outside allowed but please consult exhibition staff due to security. The exhibition items standing independently during internal arrangements done by participants should not exceed 2 meters fro ground which is the wall panel height and should not cross the borders of allocated booth area. Usage of paint, wallpaper and similar materials on standard booth panel is prohibited. Participant can work with a decorator who choose in order to construct independently standing demonstrations and installations provided that they are not added to standard

8 booth structure. The participant may be held responsible to pay the possible damage in applications exceeding the standard booth structure. The decorator has to comply with the conditions determined by Organizing Committee, and in addition to relevant form participants have to submit the drawings showing the booth design (decoration project drawn including parts and appearances, height of booth installation in centimeters, partition wall, back distance, office cabins, windows etc.) to Organizing Committee in special decoration applications. Independently standing exhibition items should not exceed 2 meters from the ground which is the wall panel height and should not cross the borders of allocated booth area The damage given to exhibition ground or property by participant or decorator will be collected or compensated before the closing of exhibition. 2.B. Set up and Tear down Exhibition area setup starting time: 08:00 (19 July 2013) Exhibition area setup finishing time: Opening Ceremony (19 July 2013) Exhibition area tear down starting time: 18:00 (23 July 2013) Exhibition area tear down finishing time: 00:00 (23 July 2013) Area Open hours of exhibition area : 09:00-18:00 ( July 2013) Participants have to be ready in their booth after am on 19 July so as to receive the exhibition materials. Delivery and discharge will be done from the door that is determined by organizing committee. Organizing committee can not accept deliveries on behalf of the participant or can not assume responsibility for the maintenance of materials. Only, small pieces or materials with no damage threat are advised to be unwrapped in the room. Participants should ensure that materials are unwrapped outside the exhibition and carried to booth by transportation

9 company through applying to official transportation company for big exhibition items. The exhibition materials will not be carried to booths or from booths to anywhere during the hours when exhibition is open. During set up and tear down of booth, special cleaning service for the booth will be given on payment, room s general cleaning service will be given for free. During discharge and set up all the tear down and storage expenses including theft, risk and loss and damage are under the liability of participants. After the booth tear down period has finished all the exhibition materials in exhibition room can be taken out and kept by the exhibition organiser. The rented area should be left unchanged as given to you. Expenses regarding the disposal of garbage left by you or booth founder will be invoiced to you. Organizing Committee have all rights reserved about changing the floor plan according to the number of applied for the exhibition. Floor Plan

10 3.TECHNICAL INFORMATION 3.A. Electricity Usage The general lighting of exhibition room is under the liability of organizing company. Standard electric current to be used in booths is: One phase alternative 220 Volts 50Hz. Generally the electricity of booths are cut off 1 hour after the exhibition closing hour every evening. Participants who have a device requiring continuous electric current in their booth can use the 24-Hour electric service on the condition that Organizing Committee is informed before. 3.B. Telephone Usage If you need phone line in your booth, line allocation operations will be performed by Organizing Committee until at the latest 2 weeks before exhibition area opening on payment. Lines will be invoiced over Yeditepe University prices. 3.C. Internet Usage In case you need internet in your booth it will be possible for you to buy Wireless internet on payment by applying to Yeditepe University officers or exhibition area officers. 3.D. Removal of Rented Equipment Rented equipment such as lighting equipment, furniture and installations will be collected by Technical Personnel of Exhibition Area following the exhibition closure. Organizing Committee requests you to give information to Technical Personnel for the collection of rented equipment.

11 4. SERVICES 4.A.Technical Service During set up and tear down operations cleaning is under the liability of participant company. Participant company should take the boxes and packages outside of exhibition ground as soon as unwrapping of items is finished in order to keep corridors between the booths always open and clean in exhibition ground. Technical Team will be ready for determination of your booth s place, installation of standard booth, installation of private booth (on payment), lighting, fascias, electrical connection or for your additional demands on payment during the exhibition. 4.B. Parking Service Continuous parking service will not be given to vehicles such as Truck, Trailer truck etc. 4.C.Participant s Badges Participants will be able to obtain the entrance cards that will ensure exhibition officers entry to and exit from exhibition from the congress registration office. All the participant companies of the exhibition will be able to assign at most 1 person (min. 4m 2 ) in exhibition areas, these 1 person will be able to benefit from all the services that will be used by people with full registration within the scope of Symposium. 4.D. Fax Photocopy Services Participants can benefit from fax and photocopy services on payment by applying to Yeditepe University, Business Center during the exhibition. 4.E. Cleaning Services General use areas of exhibition area will be cleaned by Organizing Committee before exhibition opening hour, there will be a private cleaning team on payment for your private cleaning demands within the booth area during the exhibition. 5. RENTAL SERVICES Below is the list and prices of all products provided within the scope of rental services. Please convey the products you choose through the form at the end of the page to Organizing Committee at the latest 1 week before exhibition. Rental services will also be given after exhibition area opening.

12 CONTACT Sinem Özyalçın ZED Event Management and Consultancy Ankara / TURKEY Phone: /393 Fax: info@isapa2013.com

13 A A C Code: 001 Name: Chrom having a foot glass A : 90 cm B : 70 cm Unit Price: 60 Code: 002 Name: Folding Table A : 60 cm B : 120 cm C : 75 cm Unit Price: 36 Code: 003 Name: White Square Table A : 80 cm B : 80 cm C : 75 cm Unit Price: 60 Code: 004 Name: Chrom having Bar Table A : 60 cm B : 100 cm Unit Price: 90 Code: 005 Name: Desk A : 100 cm B : 52 cm C : 100 cm Unit Price: 65 Code: 006 Name: White Locked Cupboard A : 100 cm B : 52 cm C : 90 cm Unit Price: 70 Code: 007 Name: Showcase A : 100 cm B : 52 cm C : 100 cm Unit Price: 80 Code: 008 Name: Showcase A : 50 cm B : 50 cm C : 200 cm Unit Price: 125 Code: 009 Name: Display Cube A : cm B : cm C : cm Unit Price: 25 *PRICES ARE INCLUDED VAT ( 18%) **PRICES ARE GENERATED ON A DAILY BASIS.

14 Code: 010 Name: White Leather Chair Unit Price: 45 Code: 011 Name: Black Leather Chair Unit Price: 30 Code: 012 Name: Hilton Chair Unit Price: 12 Code: 013 Name: Alüminium Chair Unit Price: 18 Code: 014 Name: Brown Leather Chair Arm Rests Unit Price: 80 Code: 015 Name: Brown Leather Chair Unit Price: 55 Code: 016 Name: Leather Bar Chair Unit Price: 55 Code: 017 Name: Pouffe Bar Chair Unit Price: 30 Code: 018 Name: Red Single Seat Unit Price: 25 *PRICES ARE INCLUDED VAT ( 18%) **PRICES ARE GENERATED ON A DAILY BASIS.

15 Code: 019 Name: Red Double Seat Unit Price: 110 Code: 020 Name: Brown Leather Single Seat Unit Price: 110 Code: 021 Name: Panel 100 x 250 cm Unit Price: 25 Code: 022 Name: Door 95.5 x 206 cm Unit Price: 25 Code: 023 Name: Shelf 30 x 100 cm Unit Price: 25 Code: 024 Name: Hanger 1 m Unit Price: 25 Code: 025 Name: Hanger 1 72 cm Unit Price: 40 Code: 026 Name: Brochure Holder Unit Price: 85 Code: 027 Name: Rubbish Basket Unit Price: 18 *PRICES ARE INCLUDED VAT ( 18%) **PRICES ARE GENERATED ON A DAILY BASIS.

16 Code: 028 Name: Kettle Unit Price: 18 Code: 029 Name: Refrigerator A : 50 cm B : 45 cm C : 82 cm Unit Price: 150 Code: 030 Name: Plazma (1 Daily) Unit Price: 90 Code: 031 Name: Spot 100 W Unit Price: 18 Code: 032 Name: Spot 150 W Unit Price: 40 Code: 033 Name: Spot 400 W Unit Price: 48 Code: 034 Name: Group Socket Unit Price: 18 Code: 035 Name: Rip the Carpet Unit Price: 5 Code: 036 Name: Parquet Unit Price: 10 *PRICES ARE INCLUDED VAT ( 18%) **PRICES ARE GENERATED ON A DAILY BASIS.

17 Code: 037 Name: Beamer and Curtain Unit Price: 400 Code: 038 Name: Laptop Unit Price: 50 Code: 039 Name: Flowers Areca Unit Price: 55 Code: 040 Name: Wather Dispanser Unit Price: 88 Code: E011 Name: Electiricity 220 volt 380 volt Unit Price: 30 (per kw/h) Code: W012 Name: Pressured Water 6 Bars Unit Price: 85 Code: A014 Name: Pressured Air Unit Price: 72 Code: P015 Name: Host /Hostess Unit Price: 300 (daily) Code: C016 Name: In booth Cleaning Unit Price: : 500 (per person five days) Code: S017 Name: Booth Security Unit Price: 600 (per person five days) *PRICES ARE INCLUDED VAT ( 18%) **PRICES ARE GENERATED ON A DAILY BASIS.

18 Step 1: NAME/ADDRESS Last/Surname: First Name: 1 - STEP 2: REQUESTED EQUIPMENTS ITEM CODE (Sample F001) QUANTITY UNIT PRICE DAY TOTAL PRICE Job Title: Mailing Address: 5 - City: 6 - State/Country: 7 - Zip/Postal Code: 8 - Daytime Phone: 9 - Fax: TOTAL RENTAL EQUIPMENTS FEE: Step 3: PAYMENT INFORMATION: CREDIT CARD: We accept the following credit cards ONLY: MasterCard Visa Credit Card Number: Cardholder s Name: Billing Address: CVC2 (Security # on back of card): _ Expiration Date (month/year): / I hereby authorize ZED Event Management & Consultancy to charge my credit card for the amount due for rental equipments will be use exhibition to the 19 Th International Symposium Of Adapted Physical Activity (ISAPA) in Istanbul, Turkey from July Total Amount (in Euros):.- Signature: Date: / /2013 Fax this form to: or to: info@isapa2013.com Please keep a copy of this registration form for your files.

19 19 th INTERNATIONAL SYMPOSIUM OF ADAPTED PHYSICAL ACTIVITY JULY 2013 YEDITEPE UNIVERSITY, TURKEY ww.isapa2013.com