CONFERENCE MANUAL EXPO MANUAL

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2 CONFERENCE MANUAL EXPO MANUAL 2

3 INDEX CONFERENCE MANUAL CONFERENCE 4 EXPO 6 CONFERENCE/EXPO ADMISSIONS POLICY 7 FREE ENTRANCE TO EXPOSITION AND NETWORKING AREA 8 HOTEL 9 TRANSPORT TO MERCURE HOTEL DORTMUND MESSE & KONGRESS 10 CONTACT INFORMATION 11 GENERAL EVENT INFORMATION 12 3

4 CONFERENCE Location Mercure Hotel, Dortmund Messe & Kongress (Contact info see page 9) Event date / time Tuesday 10 October h* Wednesday 11 October h** Thursday 12 October h * Tuesday, 10 October : - Handing out badges and registration starts at h ** Wednesday, 11 October - lunch at h in the Rosenterrassen Restaurant in the Mercure Hotel. - dinner at h in the Conference Hall in the Mercure Hotel. Conference Fees Lunch Dinner Refreshment Breaks There is Welcome coffee and mid session refreshment breaks foreseen during the whole event. Lunch and dinner on Wednesday 11 October 2017 are included in the Conference Fee. 4

5 Conference Registration Registration for the Bearing Reliability Conference & EXPO with access to all presentations, expo/networking area including the conference dinner and lunch on 11/10/2017. CLICK HERE TO REGISTER 5

6 EXPO Exhibitors (un)loading entrance Kongresszentrum Westfalenhallen Rheinlanddamm Dortmund Germany Build up: Tuesday, 10 October 2017, from h. Breakdown: Thursday, 12 October 2017, from h. Your Personal Contact Kenan Özcan Phone: Exhibitor Package The location of the stands will be defined by the organization, depending on the available spaces. More information on the Exhibitor Package see Exhibitor Manual. For more information please contact: info@bearing-news.com. 6

7 CONFERENCE/EXPO ADMISSIONS POLICY All participants are asked to wear their badges at all times throughout the conference. Badge holders must not allow their badges to be worn by anyone else. Any failure is likely to lead to the badge holder and the person wearing the badge being removed from conference. Anyone obtaining a conference delegate or exhibitor badge by theft, deception or other illegal means will be asked to leave conference. No one under the age of 16 will be able to attend conference unless they have obtained the prior written consent of the Organisers. Anyone attending conference must not take part in any demonstrations, objectionable behaviour or wear offensive apparel or be involved in any activity which may disrupt conference. The Organisers reserve the right to exclude or remove anyone from the conference and venue who does not comply with this policy or who they reasonably consider is likely to break these rules or who is prohibited from attending under any applicable sanctions, laws or regulations. Official conference/expo photographers may be taking photographs and filming videos at the conference/expo. Anyone attending the conference/expo consents to such photography and filming without compensation and confirms that the Organisers shall be entitled to use such photographs and videos, which may include photographs and videos of visitors, for the purpose of marketing conference/expo in future, for exploitation in any and all media, without liability. 7

8 FREE ENTRANCE TO EXPO AND NETWORKING AREA A FIRST FOR SPECIALIZED CONFERENCES This year we open to the general public. If you work in any form of reliability or maintenance, are involved in bearing supply or services or bearings technologies or manufacturing, a student studying maintenance or reliability or a supplier in equipment or services supporting our industries then you need to visit our Exhibitors stands and get the latest scoop on all forms of technology and developments. PLUS 20 Free Specialized Presentations within our Exhibition area. As a guest to our Exhibition Area you will have the opportunity to listen to 20 specialized presenters. This is truly a scoop for the knowledge hungry professional. REGISTER FOR YOUR FREE ENTRANCE TICKET If you would also like to join all the conference presentations, lunch and dinner, please contact info@bearing-news.com or register here. 8

9 HOTEL Mercure Hotel Dortmund Messe & Kongress Strobelallee DORTMUND - GERMANY h9169@accor.com Tel. : Fax : Multimedia access WIFI at the hotel WIFI in your room WIFI access WIFI in the communal areas Business services in hotel High-speed Internet Internet connectivity Self service business centre Safe deposit box at reception Fax machine Copy/print service available 9

10 TRANSPORT TO MERCURE HOTEL DORTMUND MESSE & KONGRESS How to find Mercure Hotel Dortmund Messe & Kongress: By car: The hotel's proximity to several highways makes it particularly easy to reach by car: The Mercure Dortmund Messe & Kongress is situated on the A40/B1 and is easily accessible via the A1, A2, A42, A45 and B54. Follow the signs to the Westfalenhallen. There is secure parking on site. By Train: The Dortmund main railway station is and ICE intercity train station and is located just 4 km from the hotel. You can take the underground (U-Bahn) line U45 directly to the Westfalenhallen. From here it is about 200 m to the hotel. By Plane Dortmund Airport is 12 km away. Düsseldorf International Airport 65 km away from the hotel. 10

11 CONTACT INFORMATION Exhibitors (un)loading entrance: Special requests to Standbuilder : Kongresszentrum Westfalenhallen Messebau Klos Rheinlanddamm 200 Monika Klos Dortmund Tel. : Germany Fax : info@messebau-klos.de Contact: KHC Westfalenhallen GmbH Strobelallee 45, Dortmund Telefon: +49 (0) Geschäftsführer: Sabine Loos, Frank Weeke Carolin Prünte Telefon: +49 (0) Fax: +49 (0) Carolin.Pruente@westfalenhallen.de Your personal contacts: Ian Knight Tel. : ian.knight@reliabilitylink.com Kenan Özcan Tel. : kenan@bearing-news.com Greetje Wesselink Tel. : greetjewesselink@reliabilitylink.com 11

12 GENERAL EVENT INFORMATION Booking & Payment The booking should contain: company name and the participating contact details. The respective amount is due for payment once the invoice is received by the customer. The Client will not be permitted to participate in the event if full payment has not been received The affordability of the total amount must be 15 days after booking, but no later than 1 month before the event. 19% local German VAT can be added on our prices depending on the selected services and the located country of the subscribing company. Cancellation The cancellation must be in written. The attendee shall have the right, to terminate the contract free of charge 15 days after the booking. The Partner has the right to terminate the contract in written form no later than three months before the event start date. In this case, the partner will be charged 50 percent of the fee. If the termination of the contract by the attendee will be during 2 months prior to the event or a no-show take place, we retain 100% of the contract price. Privacy & Copyright By signing the registration, the customer agrees to the photo, video and audio recordings of International Reliability Institute at the events for promotional purposes. The customer confirms that he has agreed that its customer data is stored in the database of the International Reliability Institute. This data is used solely within the contractually agreed services and marketing services Bearing Reliability Conference and connected partner organizers. Liability It may be necessary for reasons beyond the control of Bearing Reliability Conference to change the content or timing of the event or exchange individual speakers. Bearing Reliability Conference and organizing partners are not liable for damages due to technical malfunctions that may occur as a result of higher power fluctuations or power cuts. Bearing Reliability Conference and organizing partners bears no responsibility if it is necessary to exchange, cancel, modify or postpone a conference due to an unforeseen event. This includes: armed conflict, civil unrest, terrorist threats, natural disasters, political constraints, significant influence on transport and so on. Should Bearing Reliability Conference cancel a conference, payments already received can be credited to any future Bearing Reliability Conference conference. Warranty Note Our website and brochure have been compiled with great care. Nonetheless, the accuracy of the information cannot be guaranteed. Any liability for damages incurred directly or indirectly from use of this website is excluded. 12

13 INDEX EXPO MANUAL TERMS AND CONDITIONS EXHIBITORS 14 EXHIBITOR PACKAGE 15 GENERAL INFORMATION 16 TERMS AND CONDITIONS FOR EXHIBITORS 17 13

14 TERMS AND CONDITIONS EXHIBITORS The exhibition hall is situated in a walk through area with access to all the conference rooms. This means that the exhibition opening hours will match the Conference opening hours, Effectively the Hall will be open until after the last conference session each day. It is up to the individual companies if they wish to staff their stand outside of the official refreshment breaks, but the area will be open and populated. BRCE Event: October 2017 Build up: Tuesday, 10 October 2017, from h. Breakdown: Thursday, 12 October 2017, from h. All stand exhibits need to be removed from the Exhibition Hall. Neither the Organisers nor the venue will take responsibility for any items left in the Exhibition Hall. Address: Kongresszentrum Westfalenhallen, Rheinlanddamm 200, Dortmund, Germany 14

15 EXHIBITOR PACKAGE Regular price from 1st February 2017 onwards for exhibition space: 3 x 2 metre stand is 1800 Euros. Details see table below. Booth extra s Companies can order a range of additional stand fittings for their booth (display boards, literature racks, furniture etc.) from our Exhibition Stand Builder info@messebau-klos.de. The extra s will be invoiced by the BRCE administration. When ordering please use the reference number: BRCE Contact details for any special requests: Monika Klos Tel. : +49 (0) Fax : +49 (0) info@messebau-klos.de Exhibition Hall Exhibitors You can send all your display products and brochures to the exhibitors (un)loading location at the North Entrance of the Hotel. Address: Kongresszentrum Westfalenhallen, Rheinlanddamm 200, Dortmund, Germany. Attn: Christina Becker and Kenan Özcan. 15

16 GENERAL INFORMATION Exhibitors will receive 1 free registration per 2x3 m² booth. These badges provide access to the Exhibition Hall, coffee-breaks, lunch/dinner on October 11 th, all presentations. Payment conditions: Full payment must be made within 15 days of the invoice. All prices are in Euro s. Cancellation Conditions: Cancellations and changes to your original booking must be made in writing to: info@bearingnews.com Cancellation Fees: 50% of total exhibition fee if booking cancelled before 1st september % of total exhibition fee will be retained thereafter. Exhibition stands must be completed, ready and manned by 12:00 on 10 th of October 2017 in time for the Welcome Reception. 16

17 TERMS AND CONDITIONS FOR EXHIBITORS Application for Exhibitors In order to be considered as an Exhibitor, an application form must be completed and signed by a legally competent individual, and sent to the BRCE (info@bearing-news.com) before the deadline. BRCE reserves the right to refuse any application to exhibit without giving cause. All oral agreements, special permissions and special arrangements are valid only upon receipt of written confirmation. Obligations and Rights of the Exhibitor Exhibition booths may only be used for exhibiting and advertising the Exhibitor's own products, materials or services. Advertising materials may be distributed only within the confines of the booth. The exhibition hall is to be used only during regular opening hours. It is strictly forbidden for companies, which are not exhibitors, to advertise in any way in the exhibition hall or in the entrances to the exhibition hall. BRCE reserves the right to revise the time and location of the exhibition or to shorten the duration of the exhibition. Any change regarding the time and duration of the exhibition does not entitle the exhibitor to cancel the contract nor to request a fee reduction or to put forward a claim for damages incurred by these changes. Liability Insurance The Organiser provides third party insurance at the Congress site. Equipment and all related display materials installed by Exhibitors are not insured by BRCE and they will under no circumstances be liable for any loss, damage or destruction caused to equipment, goods or property belonging to exhibitors. The Exhibitor agrees to be responsible for their property and personnel, and for any third party who may visit his space to be covered by full and comprehensive insurance. BRCE will not be liable for any injuries to the personnel of exhibitors attending the meeting. Use of exhibition booths To ensure the smooth running of the congress, Exhibitors must obey all directives and instructions of the BRCE and congress venue staff regarding the use of booths, their decoration, and the fitting and furnishings of the booths. Exhibitors must avoid obstructing the view of or access to neighbouring booths. Special care must be taken to avoid the use of lights or spotlights that may annoy visitors or neighboring booths. 17

18 Should an Exhibitor not follow the directives of the BRCE or not carry out such directives within a reasonable time, the BRCE reserves the right to take the necessary steps at the cost of the Exhibitor. The BRCE reserves the right to close or obstruct unused entrances or exits to the exhibition room and the right to direct the Exhibitor to another space in the exhibition hall if necessary even if this directive conflicts with previous written agreements. The BRCE also reserves the right to rent floor space of a booth not finished on time to another applicant. In such a case, the Exhibitor is responsible for all costs arising from the cancellation. Maintenance of booths and exhibition area Exhibitors are responsible for the proper care of the floors, walls, staircases and storage rooms as well as the hired booths and furnishings. Hired booths and furnishings must be returned in an acceptable condition and in an orderly way. To avoid scratches and furrows on floors as the result of sliding heavy packing cases, exhibitors are required to use protective coverings. Exhibitors and their shipping agents, on specific orders from the exhibitor, must take special care when transporting heavy packing cases and heavy loads. Exhibitors who wish to display extra heavy exhibits demanding special supports or foundations must request prior permission specifically in this matter from the BRCE. It is not permitted to drive nails or hooks into the walls of the exhibition hall, to install electric wiring or to cut or drill holes in the walls of the rented booths. Empty containers and packing materials must be disposed of at the Exhibitor's expense before the start of the exhibition. No part of an exhibition booth may be suspended from the ceiling. No part of an exhibit or of the booth's structure may protrude beyond the allotted area on any side. No signboards may protrude beyond the booth's walls. Decorating materials and wallpaper used by the exhibitor must be fireproof. Prior to use, written proof of this fact must be presented to the BRCE. Police regulations, fire regulations and other official regulations must be observed at all times, including during the construction and dismantling of the exhibits. Dismantling of booths Upon leaving, the Exhibitor must clear the booth area and clean the floor. Stored materials, empty containers and packing materials must be disposed of. Items for which the Exhibitor has made no arrangements regarding removal and storage at his/her cost and which are left behind become the property of the BRCE, and no reimbursement will be made for such items. The BRCE can demand that Exhibitors restore the exhibition area to the original condition at the Exhibitor's expense. If the Exhibitor does not dismantle and clear away their exhibit in a timely manner, these items will be removed by the BRCE at the Exhibitor's cost. The Exhibitor is liable for the actual cost 18

19 incurred by the BRCE for such removals of abandoned exhibits. Rented items, which were originally accepted as satisfactory for rental by the exhibitor, are to be returned undamaged and in a satisfactory condition. All rented items are considered to be in satisfactory condition unless a written notation signed by the BRCE is made at the time of rental. Exhibitors must bear the costs of repairs to damaged exhibition areas and of repairs of or necessary cleaning of rented items. Payments - breach of contract: The dimensions of floor space, booth measurements and rented items given are approximate. The BRCE reserves the right to change these dimensions in order to most efficiently use the available exhibition area and to adjust the booths to the blueprints of the exhibition halls. Prices charged are however based on the actual dimensions; if more floor space is later allotted and actually used than was originally ordered, the additional fee for it is to be paid immediately. Special requests regarding placement of the booths will be considered. However, such requests do not constitute a condition of registration on the part of the Exhibitor. Furthermore, the BRCE reserves the right to reduce the amount of floor space initially requested. Failure to comply with local authorities and international regulations may not be used as a ground to declare the contract void. Failure to comply with the Rules and Regulations will not expose the BRCE to any suits or demands by the Exhibitor and/or any third party. Exhibitors must bear the cost of any special installations. In case of delayed payment, ten per cent (10%) interest per annum is charged. If a company wishes to renounce all claims to taking part in an exhibition after having contracted to do so, the company is nevertheless liable for the rental sum and for incidental expenses. In case of cancellation of the exhibition, the BRCE will return the part payments received less the sum equivalent to the costs that have arisen for the BRCE up to the time of cancellation; the registration fee will not be returned. 19