Palacio Municipal de Congresos Campo de las Naciones. Madrid, August 2006 EXHIBITOR & SPONSOR S MANUAL

Transcription

1 Palacio Municipal de Congresos Campo de las Naciones Madrid, August 2006 EXHIBITOR & SPONSOR S MANUAL 1

2 INDEX VENUE.. 3 EXHIBITION COORDINATOR 4 EXHIBITION LOCATION.. 4 FLOOR PLAN.. 5 RENTAL RATES.. 6 ALLOCATION OF STANDS.. 7 EXHIBITOR BADGES ALLOCATION 7 PAYMENT SCHEDULE.. 8 CANCELLATION POLICY 8 PRELIMINARY EXHIBITION SCHEDULE.9 CONSTRUCTION & DISMANTLING OF STANDS....9 TECHNICAL CONDITIONS. 9 INSTRUCTIONS & REGULATIONS 10 OTHER ACTIVITIES UNDER SPONSORSHIP 11 STAND ORDER FORM 12 2

3 VENUE PALACIO MUNICIPAL DE CONGRESOS Phone: +34 / Fax: +34 / Avda. Capital de España Madrid s/n Madrid (Spain) This Convention Center is located in the Northeast area of Madrid, at fifteen minutes from the Paseo de la Castellana, five minutes from Madrid- Barajas International Airport and ten minutes from Chamartin Railway Station. It hosts large exhibition areas, two auditoriums and thirty auxiliary halls with a variety of capacity and size. 3

4 Access: By car: M-40 (ring road), exit 7 // Nacional II highway (Gran Vía de Hortaleza) A-10 By underground: LINE 8 (Campo de las Naciones Station) direct line from Barajas airport and city centre Nuevos Ministerios Station. By buses: Nº 122 of the EMT (Madrid Transit Company), (Exit: Avda. de America interchange) EXHIBITION COORDINATOR For further information on the exhibition, please contact your Exhibition coordinator: UNICONGRESS: c/ Bárbara de Braganza, nº 12-3ºD Madrid Spain Phone: +34/ Fax.: +34/ icm2006@unicongress.com EXHIBITION LOCATION The exhibition will be held in level -4 where Auditorium B, one of the main meeting rooms is located. There will be 2 exhibition areas within the same floor. Area A: stand located at the entrance hall of Auditorium B Area B: stands located on the corridors of the right side of the floor, side by side with Auditorium B. 4

5 FLOOR PLAN 5

6 RENTAL RATES Area A: 1 stand / 9 m² 2.500,00 + V.A.T. 2 stands / 18 m² 4.000,00 + V.A.T. Area B: 1 stand / 9 m² 2.000,00 + V.A.T. 2 stands / 18 m² 3.200,00 + V.A.T. V.A.T at present 16% additional Exhibition shell module: The following services are included in the exhibition rental rate: 42 cm high board on top for the company name White aluminium structure with panels m high Electrical installation with an electrical panel and socket (Schuko type) of 500 w. (220v.) Lighting (50w./m2) with w. Spotlights per booth M3 fireproof carpet on the floor, protected with plastic from the setting up to the opening of the event. Colour of the carpet will be BLUE Exhibitor s name in standard letters. Please send by 31 st March 2006, the exact name you wish to have in the upper part of your stand to the icm2006@unicongress.com 6

7 ALLOCATION OF STANDS Reservations should be requested using the attached order form where you should indicate your three location preferences. In case of force majeure the organization is entitled to introduce changes in stand allocation and location. EXHIBITOR BADGES ALLOCATION Exhibitor registration gives the right to the following services: Each Exhibitor will receive 2 complimentary badges for his 9 sqm stand. Additional module of 9 sqm will allow 1 additional free badge. Access to exhibition Access to the official Programme (excluding Dinner party) Example: Space allocated FREE EXHIBITOR BADGES For stands of 9 sqm 2 For stands of 18 sqm 3 For stands of 27 sqm 4 For stands of 36 sqm 5 For stands of sqm 6 Additional badges can be purchased at the accompanying person registration fee 7

8 PAYMENT SCHEDULE A copy of the bank receipt of the deposit made in the amount of 50% of the stand rental fee, must accompany the order form. Applications received without deposits will not be processed until the appropriate deposit is received. No space will be reserved and no priority will be allocated until the deposit is received. The balance of the full payment for stand space rental is due and payable by 31 st March, If the balance is not received by the deadline date, the Organizer may reassign the space without notification, and the deposit will be forfeited to the Organizer. All rental fees for exhibit stands must be made in Euros ( ) and made payable to ICM2006 Payment must be sent as follows: By bank transfer to ICM2006 at Banco Santander Central Hispano account nº Please make sure that the administrative costs originated by the bank transfer are charged to the sender s account (code to be stated OUR ) ICM2006 is to receive the final amount stated in the invoice, free of charges. A copy of the bank transfer must be sent together with the Order Form to ICM2006 c/o UNICONGRESS, c/barbara de Braganza, nº 12-3ºD, Madrid, Spain. CANCELLATION POLICY The exhibitor must give written notice to the organizer to cancel the reserved stands. In the event of cancellation there will be a cancellation penalty, which will be determined according to the date upon which the cancellation letter is received, as a percentage of the rental fee payable under the contract: Cancellation letter received: Before 15 th March 2006 After 16 th March % of the stand rental fee non-refundable 100% of the stand rental fee non-refundable Upon payment of this amount to the Organizer by the Exhibitor the contract shall be cancelled and neither party shall have any further claim against the other. 8

9 PRELIMINARY EXHIBITION SCHEDULE Wednesday 23 August 2006 Exhibition opens 9.00 am 6.00 pm Wednesday 30 August 2006 Exhibition closes 9.00 am 6.00 pm CONSTRUCTION & DISMANTLING OF STANDS A time - table with specific timing for ground preparation, stand construction and delivery of goods will be assigned and communicated in due time to exhibitors. Schedule will fit into the following dates: Stand construction Delivery of Goods 20 th August 21 st August Dismantling of stands 30 th August and removal of exhibits TECHNICAL CONDITIONS Total weight per square meter cannot exceed 1000 Kilograms. All electrical power supplied to the various areas within the exhibit area shall be provided by the Organization with the installation of an electrical panel with automatic magneto thermal circuit breaker per stand. It is the sole responsibility of the exhibitor to make all arrangements to obtain the electrical supply needed for its stand. Characteristics of the supply: Lighting: 220 v., 50 Hz (Single Phase). Power: 220 v., 50 Hz (Single Phase) or 380v (Three phase). Type of socket: SCHUKO Due to the specific characteristics of the venue and location of electrical boxes, installation must be made on the floor. This situation makes it necessary to use patches to cover the cables, which at times, may be located inside the stands. Additional power supply and other general services are to be contracted directly by each exhibitor. Additional furniture or decoration is to be contracted directly by each exhibitor, order form will be sent on request 9

10 INSTRUCTIONS AND REGULATIONS PRESCRIPTIONS User must adhere to Spanish Statutes, General an Special Regulations and all other norms of the exhibition and, specifically, the present norms and instructions issued by Technical Exhibitions Management for the purpose of accomplishing the above. It is forbidden to modify the fittings, paint, make holes, screw, nail, fix plugs or scratch any structural element whatever under any circumstance. It is not permitted to drill the floor of glue, or fix in a similar way, carpets or construction elements unless double-sided adhesive tape, boards or other supports separate from the floor are used. Any kind of explosive, detonating equipment, or harmful material in general will be excluded form participation in the exhibition When general services of the exhibit space are located behind the stands, access to them must be open specially in case of evacuation and prevention systems, and under no circumstances may visual access to sings and protection mechanism be obstructed. Inside the exhibit space, it is strictly forbidden to make holes in the floor or and type of wall; or to use the different parts forming the building structure for supporting of hanging signboards, emblems and other decorative or exhibition material, unless authorised. Authorisations shall be required for removing merchandise and other material. Total settlement of the additional costs incurred by the exhibitor during the event shall be an essential condition for the removal of material (furniture, items and fittings) from his corresponding area. During the stand dismantling period, it is compulsory to clear up and remove remaining material. When the dismantling period has ended, the fitter/decorator shall lose all right to claim damages or losses for the material, which has not been removed within that period, and will incur costs for its removal by the Organisers. LIABILITY The participating company shall be liable for any damage caused to the general fittings of the exhibition area, both during installation and exhibitions period as well as dismantling of stands and loading, unloading and moving of display material, being bound to pay the Technical Management the amount corresponding to the damages, according to the assessment made by its technical services. The Organiser will be free of all responsibility for robbery, damage trough fire, accidents or other causes. Exhibitors are held liable under the Civil and Penal Code for damages caused to third parties, even when the damage is caused by his own employee or a contractor of the latter, materials or means within the stand. 10

11 INTERNATIONAL CONGRESS OF MATHEMATICIANS Madrid, August 2006 SPONSORSHIP AND PROMOTIONAL OPPORTUNITIES COMPANY: ACTIVITY: CONTACT PERSON POSITION: POSTAL CODE CITY COUNTRY: PHONE: FAX: Please tick the appropriate box and send this document to: Technical secretariat: ICM2006 SECRETARIAT C/O UNICONGRESS Barbara de Braganza, 12-3ºD MADRID Ph.: Fax: Please send information on sponsoring following ICM Services: Audio-visual equipment for invited sessions for Auditorium A: At the beginning of each session the company logo will be shown on screen. The session is transmitted online and by Internet, all over the world Bag Insert Congress bag for Congress attendants or equivalent contribution. The company logo will be shown on the congress bag Cultural parallel activities: exhibitions o History of the Mathematical International Union o Mathematics across the stamps o Mathematics and Music o Mathematics and Painting o Antique books of mathematics Internet area in the venue Social activities of the congress: o Entertainment show at the evening of welcome cocktail o Entertainment show at the party Daily Coffee breaks Landyards Madrid congress card: Transport card for the congress members with the logo of the sponsor Merchandising Congress goods (t-shirts, souvenirs, etc. with the congress logo with the sponsoring company name) Scholarships Water distribution during the congress Others 11

12 INTERNATIONAL CONGRESS OF MATHEMATICIANS Madrid, August 2006 STAND ORDER FORM Please forward this completed form to: Technical secretariat: ICM2006 SECRETARIAT C/O UNICONGRESS Barbara de Braganza, 12-3ºD MADRID Ph.: Fax: COMPANY NAME: CIF ADDRESS POSTAL CODE CITY COUNTRY TELEPHONE: FAX: MOBILE: PERSON IN CHARGE: We wish to reserve exhibiting space at the International Congress of Mathematicians. Our preferred positions are: STAND nº(s): 1 ST choice: 2 nd choice: 3 rd choice (.. x 9 SQM MODULES) V.A.T. at 16% not included. We hereby agree to pay full amount with my request. Cancellation Policy: According to contract Payment: By bank transfer to ICM2006 at BBVA account nº (IBAN: ES , SWIFT: BBVAESMMXXX) Please attach copy of the bank transfer to this order form Date: Signature and stamp Important: Please make sure that the administrative costs originated by the bank transfer are charged to the sender s account. ICM2006 is to receive the final amount stated in the invoice, free of charges. 12