ESGCT/FSGT Annual Congress Finlandia Hall, Helsinki, 17 to 20 September 2015 EXHIBITOR PACK

Transcription

1 ESGCT/FSGT Annual Congress Finlandia Hall, Helsinki, 17 to 20 September 2015 EXHIBITOR PACK GENERAL INFORMATION Welcome to the XXIIIrd Annual ESGCT Congress which is being held in collaboration with the FSGT in Helsinki from 17 to 20 September Thank you for deciding to join our exhibition. We have built the exhibition space in the 1 st floor lobby with the catering and the posters in the hope that you will get excellent access to our delegates. This pack contains important information for your preparation for the Congress. Please make sure that you read it. If you have any queries, please get in touch with us at office@esgct.eu. Thank you. ORGANISER Gaëlle Jamar office@esgct.eu T M VENUE Finlandia Hall Mannerheimintie 13 e, Tel GETTING THERE Finlandia Hall is located in a park on Töölönlahti Bay in the centre of Helsinki. Access : Mannerheimintie 13 e (DOOR M4 and K4) EXHIBITOR S LOAD IN ROUTE Karamzininranta 2, LOAD IN LIFT (DOOR K5)

2 SCHEDULE Conferences See Programme of the congress on the website Registration: Exhibitors should register all the people who will be present on the booth to the congress. Each exhibitor is entitled to 2 free passes a day. These passes will give access to all parts of the congress. If more people from the same company would like to register they will have to follow the normal registration process of which the deadlines are as follows: 1 May: registration open 30 June: Early bird registration deadline and abstract submission deadline Exhibitions DATES TIMES BUILD- UP Thursday 17 September to OPENING Thursday 17 September EXHIBITION TIMES Thursday Friday/Saturday Sunday From to From 8.30 to From 8.30 to BREAKDOWN Sunday 20 September

3 CONDITIONS BADGES ACCESS Exhibitors will have exhibitor badges which gives them access to all places in the congress venue and to the catering. Each exhibitor is entitled to 2 badges for each day. Don t forget to register everyone to the congress on our website you can register as sponsors and if you have more than 2 people joining you should send us a list with days of attendance so we can make the badges accordingly. Exhibitors must: Unload and reload their equipment as quickly as possible via Karamzininranta 2, DOOR K5 INSURANCE Exhibitors must be insured against all risks arising from their presence at the venue, in particular: Theft of equipment on show Personal accident within the confines of Finlandia Hall Damage to equipment or premises. Please send us a copy of your insurance documents with before the congress Stand fittings must be designed in such a way as to avoid damage to the premises, however slight. In particular, it is prohibited to drill holes and to use adhesive, drawing pins, nails, sticky tape or similar to attach items to the walls, floors and windows. RESPECT FOR THE PREMISES DISABLED ACCESS Anyone contravening this requirement will be obliged to pay of the repair and possible damage cause to future events, otherwise they will be immediately banned from the premises. Exhibitors are reminded that the cleaning staff are under strict instructions to dispose of any item hung or affixed by one or other of the prohibited methods listed above. All stands with a floor height of 5 cm and over must have a wheelchair ramp. HANDLING STORAGE Finlandia Hall does not have handling personnel or equipment (trolleys, forklifts, etc.). You are advised to make sure you have all the equipment you are likely to need and the people required carrying it and setting it up. Finlandia Hall s storage area is located underground. All goods should be delivered to address: Mannerheimintie 13 e, Kindly mark clearly name and dates of the event. Also name of the deliverer and company should be marked clearly on to all parcels. Deliveries no earlier than one week prior the event. Pick ups should be ordered immediately after the event or to the next week day.

4 All deliveries for the booth must be made on 17th September between 8.00 and and be labelled as follows: DELIVERIES for the BOOTH ESGCT ANNUAL CONGRESS GAELLE JAMAR Finlandia Hall Mannerheimintie 13 e, Tel Company Name:.. Contact person: Contact telephone number:! NO DELIVERIES WILL BE ACCEPTED BY FINLANDIA HALL PRIOR TO THIS DATE. The exhibitor will be liable for any fees charged as a result of delivery outside the specified time. All deliveries of handouts must be made between 14 th and 15th September between 8.00 and and be labelled as follows: DELIVERIES of FLYERS and OTHER HAND OUTS (if you are a sponsor as well as an exhibitor) ESGCT ANNUAL CONGRESS GAELLE JAMAR PARTICIPANTS BAG INSERTS Finlandia Hall Mannerheimintie 13 e, Tel Company Name:.. Contact person: Contact telephone number:! NO DELIVERIES WILL BE ACCEPTED BY FINLANDIA HALL PRIOR TO THIS DATE. The exhibitor will be liable for any fees charged as a result of delivery outside the specified time. PICK UP BOOTH, WIFI and ELECTRICITY The exhibition finishes at on 20 September (after the Coffee Break) and we would ask you to ensure that your breakdown team and carriers are there on time to pick up their equipment and consignments. All exhibition materials must be collected by on Sunday 20 th September ESGCT takes no responsibility for materials not collected by this time. Please make sure the courier company has all the information on what they are picking up. You will find attached to the a map of the venue with numbered booth please send us your top 5 of locations so we can assign booth to each exhibitor. We provide you 1 table and 2 chairs as booth space, if you would like to build a more important

5 booth you can do this but it will not be organised by the ESGCT. You can contact Sari Kallio from WS Expo Group: to help build your booth. If you decide to go ahead with a build up booth and will not require a table and chair please let us know so that we can set- up the room accordingly. It would also be quite important to know well in advance if you will build a booth as this may influence the location of your booth. The wifi only allows you consultation of s and browsing it will not support demonstrating software etc. If you need a high speed connection you will need to rent a wired connection (please ask for costs) The electricity supplied with your stand is 1 kw, which allows you to put your computer and a lamp if you need more you will need to request extra wattage. Please find at the bottom of this document a list of the materials that are available to order in addition to your table and chairs if you do not want to hire a booth but would like to add a few items. These should be ordered to Finlandia Hall via us and will be invoiced by the ESGCT. Exhibitor area, rough map and photos Invahissi Invalidhiss Lift for disabled Naisten wc Damrum Ladies room Kahvio Buffé Coffee Bar Tavarahissi Varuhiss Goods lift Miesten wc Herrtoalett Men s room Ravintola Restaurang Restaurant salikerros salvåningen auditorium level Päärakennus Huvudbyggnaden Main building m2 lava estrad stage Orkesterilämpiö Orkesterfoajé Orchestra lounge lava estrad stage HELSINKI-SALI HELSINGFORS-SALEN HELSINKI HALL P251-2 LÄMPIÖ FOAJÉ FOYER BAR P SPECIAL DIETS POSTERS 1 50 BUFFET BUFFET POSTERS POSTERS POSTERS COFFEE POSTERS LÄMPIÖ FOAJÉ POSTERS FOYER POSTERS POSTERS FINLANDIA-SALI FINLANDIA-SALEN FINLANDIA HALL BUFFET BAR m 20

6 Exhibitors,+Catering+in+Piazza+

7 ESGCT TERMS AND CONDITIONS Liability 1. ESGCT takes no responsibility for materials delivered or collected outside the specified times. 2. The exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of injury or damage to the exhibitor s displays, equipment and other property brought upon the premises of the exhibit facility and shall indemnify and hold harmless the ESGCT and SFTCG and each of their employees and suppliers and agents from any and all such losses, damages and claims. In addition, the exhibitor acknowledges that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses by the exhibitor. Booth position 3. Although every effort will be made to ensure your booth position is the same as the one you booked, ESGCT reserves the right to make minor changes to the floor plan at any point prior to the start of the congress. 4. Exhibit hours are subject to change. Exhibitors will be notified as soon as possible if a change in hours is necessary. 5. Exhibit booths MUST be staffed during all open hall hours and activities. Giveaways 6. Giveaways and product samples may be distributed from your exhibit booth. Drawings/Prizes/Raffles, Etc. 7. Prize contests, awards, drawings, raffles or lotteries of any kind must be approved by ESGCT at least one month prior to the congress. Cancellation Policy 8. If an exhibitor wishes to cancel or reduce exhibit space after assignment has been made, written notification must be sent to the ESGCT Exhibition Office at office@esgct.eu. ESGCT is unable to issue any refunds on cancelled booths. By signing below you agree to all of the terms and conditions stated above. Name: Company/ Organisation Date: