TECHNICAL MANUAL. From January 26 th to 30 th 2017 ANTWERP EXPO Halls Brusselsesteenweg, 539 B-3090 Overijse

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1 TECHNICAL MANUAL From January 26 th to 30 th 2017 ANTWERP EXPO Halls Brusselsesteenweg, 539 B-3090 Overijse PROJECT MANAGERS OPERATIONAL COORDINATOR: Christelle Fiore Valérie Obbiet Maud Leroy T: +32 (0) T: +32 (0) T: +32 (0) F: +32 (0) F: +32 (0) F: +32 (0) E: E: E: &

2 ACCESS LOADING & UNLOADING PARKING Exhibitors parking area The ordered parking cards will be available at the organiser s office on Wednesday January 25 th Vehicles are parked at the owners own risk. For reasons of security and insurance, valuables can t be left unattended at the stands overnight. Please note that we have a security officer who handles the security of the hall. But we cannot guarantee that each booth is guarded by continuously. Be attentive during the opening hours of the fair, during the build-up and dismantling of the show. Please keep an eye on the products in your booth during the fair but also think about hiding your personal belongings (wallet, purse, cellphone,...). Also mind putting away all your valuable objects (laptop, cellphone,...) in a locked space or take them with you at night. Any delivery of material on your booth by yourself or your supplier will only be allowed from January 26th and 30 th 2017 between 08.30am and 09.30am at the condition that you ve obtained a written authorization of the organizing committee. Please send your demand to: mleroy@conceptum.eu 2

3 PLANNING TUESDAY 24/01 WEDNESDAY 25/01 THURSDAY 26/01 FRIDAY 27/01 SATURDAY 28/01 SUNDAY 29/01 MONDAY 30/01 Set-up bare stands Set-up modular booths Exhibitors access during fair Opening times Dismantling modular booths Dismantling bare booth AM PM AM AM AM AM AM AM AM AM AM AM AM PM AM PM PM PM PM PM FOR SAFETY RAESONS AND OUT OF RESPECT FOR THE LAST REMAINING VISITORS, IT IS FORBIDDEN TO DISMANTLE BEFORE PM ON MONDAY! BADGE EXHIBITOR A number of 2 badges per 9m² will be available for all exhibitors at the organiser s office on Wednesday, January 25 th If you would like to have extra badges, you can order them through the order form (page 6). CHARTER As an exhibitor of the Vakantiesalon Vlaanderen, I am committed to the following: To promote my activity only in the limits of my own booth. It is not allowed to put or fix promotional materials in any other location (corridor for example). To respect my neighbouring exhibitors and keep the volume of my animations down. To respect the surface of the m² I have booked and to stay within these limits. To put my trash in the containers which are located in the parking area. If the organisation finds trash on my booth after the dismantling of the fair, 50 (excl. VAT) will be charged per m 3 trash. Not to dismantle or leave my booth before the end of the fair. Note that the organisation has the right to charge 100 per half hour of early dismantling. To remove all promotional materials on the modular walls, including self-adhesive paper and similar (for modular booths rented from Conceptum Exhibitions). Fines are also applicable for exhibitors who do not leave the modular walls clean. 3

4 HOTEL (The Plaza Hotel Antwerp) You can book a room at a discount rate as an Vankantiesalon Vlaanderen exhibitor. Contact: Evy De Laet Sales Manager E: sales@plaza.be T: +32 (0) BANK DETAILS Invoices must be paid before January 2 nd Access to the halls will be denied in case of nonpayment before the exhibition. Every payment on site will be increased with 5%. BELFIUS BANK Chaussée de Bruxelles, 306 B-1410 Waterloo CONCEPTUM EXHIBITIONS account N IBAN: BE BIC/SWIFT CODE: GKCC BE BB To mention on your payment: VAKANTIESALON VLAANDEREN Client reference + Invoice number COMMUNICATION A high-quality communication campaign is essential to reach a maximum number of visitors. Because you are the best ambassadors of the exhibition, we provide you with a whole range of promotional material which helps you to promote your presence at the Holiday Fair. Do not hesitate to send us information about your products and about the events or activities that are organized at your booth so we can announce them on our website. Pictures in JPEG (not more than 3 MB) are also welcome. May we ask you to mention our logo on your website, newsletter and on your social network platforms? At the end of November you will find some banners on the website of Vakantiesalon Vlaanderen ( which can be used on your own website. Before the fair we will organize contests which we will promote in our newsletters, our website and on our Facebook page. In this case we will also generate additional visibility for our exhibitors. Do you want to stand into the spotlights at a contest? And do you want to be mentioned in our newsletter that will be sent to over addresses? Or do you have a nice prize that can be given away on television or on the radio? Please do not hesitate to contact us. Contact: Hélène Noterman Communication Manager E: hnoterman@conceptum.eu T: + 32 (0) Aurélie Dalle Community Manager E: adalle@conceptum.eu T : +32 (0)

5 SIGN & DESCRIPTION Please send us the following information before December 5 th 2016: (exposant@vakantiesalon-vlaanderen.be) A description of your activities in French, Dutch and English for our website (maximum 5 lines per language). The name that you would like on your name board, in the exhibitors list and on the website. (max. 20 characters). STAND CLEANING & WASTE We would like to draw your attention to the fact that only the ANTWERP EXPO cleaning company is authorized to clean the stands at night. This is for security reasons. Warning: The daily cleaning of your booth is not included in the price of the booth. If you need this service, please fill in the necessary form. Thanks for sorting your waste and thus contributing to the environment. Containers are provided: PAPER & CARTBOARD in the GREEN CONTAINERS. For safety reason, you are not allowed to leave it behind the booth. OTHER WASTE in BLACK CONTAINERS. Exhibitors are urged not to leave any waste (carpets, boxes, documentation, etc.) on their stand and in the hallways during the installation, during the exhibition and after the dismantling. Any waste that is left on the stand or in the aisles during the set-up, the fair and after the dismantling, will be charged for at the rate of 50 EUR/m³ EXCL. VAT(removal and container fee). The minimum amount charged will be 50 EUR EXCL. VAT. We would like to ask the exhibitors to warn their stand constructors about these measures as they will be rigorously applied by the Organizing Committee. Any complaints about services that have not been performed must be made to the organisation at the organiser s office on the same day before 9.30am. 5

6 TECHNICAL INFORMATION Please send the necessary order forms, duly completed and signed, before December 5 th We would like to draw your attention to the fact that all orders must be confirmed in writing, by post, by fax or by . Orders placed after December 5 th 2016 will be subject to a 20% surcharge. Orders received late will only be accepted if stock is available. All prices are given in Euros and are subject to the addition of 21% VAT. Payments for the hire of equipment must be made on receipt of the invoice. Any order made during the show must be paid immediately. During the installation and during the exhibition, the various technical departments will be coordinated at the organiser s office at the venue (hall entrance 2). INTERNET A free WIFI connection will be available during the exhibitions by Antwerp Expo. However, this connection is limited and not secured. If you need a reliable internet connection with a cable, please fill contact the firm CITY MESH by the website: 6

7 ORDERS DESCRIPTION DISCOUNT RATE * STANDARD RATE** ON-SITE RATE QTY TO PAY PROMOTION POSTERS (MAX. 5) FREE FREE FREE POSTCARDS (FLYERS MAX. 100) FREE FREE FREE ADDITIONAL FREE ENTRIES (PACK OF 50) 50 EUR 60 EUR 75 EUR EUR POSTAGE (OBLIGATORY) 10 EUR 10 EUR 10 EUR EUR EXHIBITORS BADGE ADDITIONAL BADGE 1.50 EUR 1.80 EUR 2.25 EUR EUR SIGN A3 (ONLY FOR EQUIPPED STAND) SQUARE LOGO (format JPEG ou Point Tiff à envoyer par mleroy@conceptum.eu) 50 EUR 60 EUR 72 EUR EUR ADDITIONAL SIGN A3 50 EUR 60 EUR 72 EUR EUR STAND OPTIONS STORAGE SPACE (WITH CURTAIN) 95 EUR/M² 114 EUR/M² EUR/M² EUR DOOR WITH LOCK FOR STORAGE 120 EUR 144 EUR 180 EUR EUR 2 SPOTS TRACK (EQUIPPED STAND) 75 EUR 90 EUR EUR EUR CARPET TILE (DARK GREY 1X1M) 6 EUR/M² 7.20 EUR/M² 9 EUR/M² EUR ADDITIONAL ELECTRICITY CONNECTION*** 3000 W 2 sockets CODE A 230 EUR 276 EUR 345 EUR EUR 6000 W 4 sockets CODE B 400 EUR 480 EUR 600 EUR EUR W 6 sockets CODE C 630 EUR 756 EUR 945 EUR EUR 13 KW (3x20A) CEE socket CODE D1 685 EUR 822 EUR EUR EUR 16 KW (3x25A) CEE socket CODE D2 805 EUR 966 EUR EUR EUR 20 KW (3x32A) CEE socket CODE D3 940 EUR 1128 EUR 1410 EUR EUR 26 KW (3x50A) CEE socket CODE D EUR 1386 EUR EUR EUR 41 KW (3x63A) CEE socket CODE D EUR 1926 EUR EUR EUR CONNECTION BOARD CODE D1-D3 72 EUR EUR 108 EUR EUR CONNECTION BOARD CODE D4-D5 85 EUR 102 EUR EUR EUR OTHER ELECTRICAL CONNECTIONS ON DEMAND WATER CONNECTION WATER CONNECTION + EVACUATION 450 EUR 540 EUR 675 EUR EUR SINK 160 EUR 192 EUR 240 EUR EUR SINK + BOILER 295 EUR 354 EUR EUR EUR FURNITURE MORE CHOICE ON COUNTER PANDORA A (WHITE) 100 EUR 120 EUR 150 EUR EUR TO BE RETURNED BEFORE DATE:././2016 SIGNATURE: COMPANY STAMP (OBLIGATORY) 7

8 ORDERS DESCRIPTION DISCOUNT RATE * STANDARD RATE** ON-SITE RATE QTY TO PAY COUNTER PAMELA (WHITE) 62 EUR EUR 93 EUR EUR BAR CHAIR HIGH SAM (WHITE) 19 EUR EUR EUR EUR BAR CHAIR HIGH SAM (BLACK) 19 EUR EUR EUR EUR ROUND LOW TABLE CALAIS 80 (WHITE) / FOOT (ALU) 41 EUR EUR EUR EUR ROUND LOW TABLE CALAIS 80 (BLACK) / FOOT(ALU) 43 EUR EUR EUR EUR ROUND HIGH TABLE LYON 80 (WHITE) / FOOT (WHITE) 67 EUR 81 EUR 97 EUR EUR ROUND HIGH TABLE LYON 80 (BLACK) / FOOT (WHITE) 69 EUR 83 EUR 100 EUR EUR DISPLAY AÏDA XL 84 EUR EUR 126 EUR EUR DISPLAY ANITA (BLACK) 90 EUR 108 EUR 135 EUR EUR FRIDGE 140 (WHITE) 65 EUR 78 EUR EUR EUR FRIDGE 140 (BLACK) 72 EUR EUR 108 EUR EUR CHAIR HANNAH (WHITE) 45 EUR 54 EUR EUR EUR 8

9 ORDERS DESCRIPTION DISCOUNT RATE * STANDARD RATE** ON-SITE RATE QTY TO PAY CHAIR HANNAH (BLACK) 45 EUR 54 EUR EUR EUR CHAIR KELLY (WHITE) 20 EUR 24 EUR 30 EUR EUR CHAIR POP (WHITE) 10 EUR 12 EUR 15 EUR EUR CHAIR POP (BLACK) 10 EUR 12 EUR 15 EUR EUR STAND CLEANING CLEANING FLOOR & REMOVING RUBBISH BAGS (DURING THE FAIR) PARKING PARKING TICKET CAMPING AREA VOGELZANG (5 DAYS) PARKING TICKET HALL AREA (5 DAYS)**** DIVERS 6 EUR/M² 7.20 EUR/M² 9 EUR/M² EUR 30 EUR 40 EUR 50 EUR EUR 50 EUR 60 EUR 75 EUR EUR SUSPENSION POINT FORM ANTWERP EXPO ON DEMAND MEETING ROOM RESERVATION FORM ANTWERP EXPO ON DEMAND AUDIO/PROJECTION EQUIPMENT ON DEMAND IT EQUIPMENT ON DEMAND PLANTS ON DEMAND OTHER ON DEMAND TOTAL EXCL VAT TOTAL VAT IN (21%) EUR EUR * Discount rate: orders sent before December 5 th 2016 ** Standard rate: orders sent after December 5 th 2016 *** Non-permanent electrical connection (live for the exhibition opening dates and times) To complete only if not completed in the registration form. **** Limited places For any power increase during the construction of the fair itself, a new connection will be charged! TO BE RETURNED BEFORE DATE:././2016 SIGNATURE: COMPANY STAMP (OBLIGATORY) 9

10 SKETCHES (STAND CONSTRUCTION & CONNECTIONS) Sketches have to be completed and returned indicating the exact location of connection(s), any specific layout. Otherwise it will be placed in the position that is technically most favorable. Any moving of connection or cable on-site will be charged from now! Back of stand Front of stand Show aisles and neighbouring stands 1 cm = 1m Electricity connection = X Spot track= Water connection= W Storage space= R Closed panel= Brace: Door: TO BE RETURNED BEFORE DATE:././2016 SIGNATURE: COMPANY STAMP (OBLIGATORY) 10

11 INTERNAL RULES LOCATION The exhibitor undertakes to provide all useful information so that he can be designated a location within the area assigned to him. STANDS Construction of blank walls along aisles and therefore facing another stand is not permitted. Electrical installations shall comply with the standards imposed by the general electricity regulations in force in Belgium. Stand partitions shall be made from class A2 material in accordance with standard NBN "Flame spread rating of materials" ACTIVITIES ON THE STANDS The purpose of an exhibitor s activity must be to inform visitors. The activity must not interfere with the information activities of other exhibitors. The exhibitor will take special care not to make noise that might be a nuisance to other exhibitors. The following are not permitted: any activity outside of the stand limits. any distribution of documents outside of the stand limits. INFORMATION (EXHIBITORS) The verbal and written information given to visitors by the exhibitor must be realistic. This calls for the constant presence of advisers who have an in-depth knowledge of the products. Any information that is ambiguous, untrue or on behalf of third parties is not permitted. The exhibitor is not permitted to organize publicity campaigns ( publimobiles (advertising trucks), posters, distribution of brochures or booklets) on the Antwerp Expo stage during the exhibition. INFORMATION (ORGANIZER) The organizer will ensure targeted promotion of the exhibition to all exhibitors and visitors concerned. UNDERTAKING The exhibitor undertakes, in writing, to observe the clauses defined above. If any of these clauses are not observed, the organiser will, take one of the following measures against him: warning returning the stand to the standards of the internal rules, at the exhibitor s expense temporarily or permanently closing the stand permanent exclusion from the exhibition The organizer undertakes to: ensure that the provisions of these internal rules are observed. penalize abuses by all means available. take any additional measures necessary, without notice, to ensure that the exhibition runs smoothly. EXEMPTION Any exemption from these rules must be submitted in advance to the CONCEPTUM EXHIBITIONS Organizing Committee who will rule on it. WARNING ABOUT CONSTRUCT DATA (FAIR/EXPOGUIDE) & COMMERCIAL ONLINE MANUALS It has been brought to our notice that exhibitors taking part in our exhibition are often contacted by the companies CONSTRUCT DATA & COMMERCIAL ONLINE MANUALS and THE WORLD BUSINESS GUIDE (Utrecht) who offer them free entry in an exhibition directory. A contract is proposed, but it is written in such a way that one of its clauses goes unnoticed. This clause stipulates that the contract will be automatically renewed in subsequent years, against payment of a price that is extremely high. In order to divert exhibitors attention, this company uses the name of our exhibition WITHOUT our permission. We would therefore ask you to exercise extreme caution and advise you not to follow up any mails from that company. 11