SETGyC 9 th Biennial Congress Hotel Barceló Illetas Albatros, Palma de Mallorca 14 to 16 March 2018 EXHIBITOR PACK

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1 SETGyC 9 th Biennial Congress Hotel Barceló Illetas Albatros, Palma de Mallorca 14 to 16 March 2018 EXHIBITOR PACK GENERAL INFORMATION Welcome to the 9 th Biennial Spanish Society for Gene and Cell Therapy (SETGyC) Congress, which is being held in Palma de Mallorca, Spain, from 14 to 16 March Thank you for deciding to join our exhibition. We have built the exhibition space in the ground floor restaurant, alongside the Congress catering and the poster displays will be just around the corner in the lobby, 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@setgyc.es Thank you. ORGANISER SETGyC Office Gaëlle Jamar office@setgyc.es T M VENUE Barceló Illetas Albatros PS de Illetas, Illetas, Calviá Palma de Mallorca, Spain T

2 GETTING THERE Taxis Taxis are available from taxi ranks outside the airport and close to the hotel. Other taxi providers include: Taxi Calvià Taxi PMI Buses The venue is located on bus route LINEA 3. From the airport, take LINEA 1 to PLAZA ESPANA and change for LINEA 3. Visit for information and timetables. SCHEDULE Conferences See program (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. To register as an exhibitor, follow the normal registration process at and choose Sponsor to get the free passes. 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: 18 November: registration opens. 31 January: Early bird registration deadline and abstract submission deadline.

3 Exhibitions DATES TIMES BUILD-UP Tuesday 13 March 2018 Wednesday 14 March to 18: to 10:30 OPENING Wednesday 14 March EXHIBITION TIMES Wednesday 14 March 2018 Thursday 15 March 2018 Friday 16 March 2018 From to From to From to BREAKDOWN Friday 15 March

4 CONDITIONS BADGES Exhibitors will have exhibitor badges which give them access to all areas of the congress venue including the conferences and to the catering. Each exhibitor is entitled to 2 badges for each day. Don t forget to register everyone attending the congress on our website. Please use the standard registration and enter the discount code Sponsor when prompted. All deliveries of flyers for the delegate bags the shipments MUST be sent by Monday 12 March and be labelled as follows: DELIVERIES of FLYERS and OTHER HAND OUTS Barceló Illetas Albatros SETGyC BIENNIAL CONGRESS- Mar. 14/16, 2018 (GAELLE JAMAR) PS de Illetas, Illetas, Calviá Palma de Mallorca, Spain Company Name:.. Bag insert description: Contact person: Contact telephone number: Ä The sponsor will be liable for any fees charged as a result of delivery outside the specified time. All deliveries for the booth MUST made on Tuesday 13 March in the afternoon or Wednesday 14 March early morning and be labelled as follows: DELIVERIES for the BOOTH PICK UP BOOTH, WIFI and ELECTRICITY Barceló Illetas Albatros SETGyC BIENNIAL CONGRESS- Mar. 14/16, 2018 (GAELLE JAMAR) PS de Illetas, Illetas, Calviá Palma de Mallorca, Spain Company Name:.. Booth number: Contact person: Contact telephone number: The exhibition finishes at on 16 March (after the morning coffee break). All exhibition materials must be collected by on Friday 16 March SETGyC 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 in the annex a map of the venue with numbered booths. Please send us your top 5 locations so we can assign a booth to each exhibitor. We provide you 1 table and 2 chairs as booth space. There is no space to build more than a table top booth with pop up banners behind. Please find the hotel information in the annex. Exhibitors must be insured against all risks particularly: INSURANCE Personal accident within the confines of Barceló Illetas Albatros Damage to equipment or premises. Theft of materials Please make sure you have sent Gaelle (office@setgyc.es) a copy of your insurance.

5 SETGyC TERMS AND CONDITIONS Liability 1. SETGyC 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 SETGyC and each of their employees, 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, SETGyC 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.

6 7. Prize contests, awards, drawings, raffles or lotteries of any kind must be approved by SETGyC 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 SETGyC Exhibition Office at SETGyC 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: The shipping packages have to be coordinated with the Hotel that will fix the days of reception and will dispose a specific area for storage until the day of set up. All shipping material is to be coordinated by just one person from the organization. When sending packages for your event, the following information must be included on all packages: name of group/event, event manager s name and date of the event. Also the sender has to be properly identified with the details of the company, telephone number, contact person, etc. The hotel will not accept packages any earlier than 10 days prior to the event. Our staff will not be responsible for packages delivered that not meet the above requirements. The organizers need to hire through the hotel, containers for the exhibitors unpacked waste, and also for dismantle of the Congress. Once the Exhibition is finished, the Hotel will not assume responsibility for the damage or loss of any merchandise or articles left in the Exhibition area, unless pre-arranged. Also exhibitors will need to pre-arrange dismantle and return shipping from the hotel, including all necessary packaging material. For the installation of the exhibits, the organizers of the congress will provide the exhibitors with the proper means for the distribution of material to the different booths. In case the organizers decide to contract staff for this purpose, the hotel will need to be informed at least 72 hours in advance. Exhibitors may install or dismantle their booths and exhibits according to the schedule given in the general agenda. No signs or articles can be affixed, nailed, screwed, pinned, or otherwise attached to walls, doors, ceilings, etc

7 In case of needing to paint any scenery, booth, etc, this works needs to be done in the outside areas of the hotel. In any case this will need to be approved by the hotel. In case of any of any damages to property owned by the hotel, the organizers will be fully responsible and will be charged for these damages. Special electrical service and connectivity needs (Internet access, etc.) have to be communicated to the hotel at least 2 weeks before. Any material for the stands like wastepaper baskets, carpet, extensions, etc should be provided by the official partner. No food or beverage other than those served by the Hotel may be brought into any part of the Exhibition area. Any food and beverage service has to be reserved in advance, with a minimum of 24 hours. The hotel will give out a food & beverage filling form to the exhibitors and picked up on a daily basis. The hotel offers the possibility of quoting cleaning service and security for the exhibit booth space. This will need to be booked at least 48 hours in advance. Stands have to be 50 cm separated from the wall. Fire hydrants, fire extinguishers, emergency exit doors and electrical panel boards may not be blocked on by furniture or obstructions of any kind. We suggest not covering electrical cases located on the floor since they can be necessary. In order to avoid accidents, cables on the floor have to be properly placed. Any electrical connection must be made according to current regulation and the material has to be a certified product.