Comprehensive additional information on key dates, contacts, EAU exhibition rules and regulations and EAU services is also provided.

Transcription

1 EXHIBITOR MANUAL

2 Dear Exhibitor, On behalf of the European Association of Urology, I am very pleased to present you with the Exhibitor Manual for the upcoming 31st Annual EAU Congress in Munich. Comprehensive additional information on key dates, contacts, EAU exhibition rules and regulations and EAU services is also provided. For technical orders and various additional facilities and services you may need to set up your exhibit, please refer to the Order Forms of Messe München and the Meplan Webshop. I urge you to take particular note of all applicable deadlines and due dates; meeting these dates will avoid unnecessary expenses. Please share this information with any staff in your company and/or third parties involved in the EAU16 exhibition. We kindly request you to observe the rules and regulations of the EAU and of the Messe München and look forward to a successful EAU congress and exhibition! We have made every effort to ensure that the Exhibitor Manual is comprehensive and easy to use but if you have any further questions, please do not hesitate to contact me. With kindest regards, Henriet Wieringa Exhibition Manager P.S. Please note that the congress days are March 2016; the exhibition will be open Saturday 12 through Monday 14 March only!

3 CONTENTS 1. KEY DATES AND DEADLINES 2. CONTACT PERSONS EAU AND PROVIDERS 3. GENERAL INFORMATION EAU CONGRESS / EXHIBITION 3.1 Exhibition location 3.2 Emergency telephone number 3.3 Scientific programme 3.4 Exhibitors entitlements, including publication in the Exhibition Guide 3.5 EAU Opening Ceremony 4. EAU RULES AND REGULATIONS 4.1 Regulation compliance 4.2 Publicity rules 4.3 Enforcement of rules and regulations 4.4 EAU rules with respect to non-official meetings on 9-16 March Advertising 4.6 Exhibits 4.7 Visitors 4.8 Security 4.9 Hostess Service 4.10 Rental of meeting rooms 4.11 Hospitality suites 4.12 Rental of storage containers 4.13 Housing 4.14 Catering on the stand 4.15 WiFi 4.16 Smoking policy 5. REGISTRATION / BADGES 5.1 Exhibitor badges 5.2 Free full registrations 5.3 Exhibitor registration rules 5.4 Congress registration 5.5 Labour badges 6. BOOTH CONSTRUCTION RULES AND REGULATIONS 6.1 Booth construction and dismantling times 6.2 Bare floor space 6.3 Booth floor plan for approval 6.4 Separation wall 6.5 Sides 70% open and transparency 50% 6.6 Maximum building height / Double-storey stands 6.7 Suspension 6.8 Meeting rooms on the stand 6.9 Non-occupation of aisles 6.10 Extended building times 6.11 Exhibitor Services Centre Messe München, Meplan and Fairexx 6.12 Labour badges 6.13 Alcohol and drugs

4 7. ORDERING OF BOOTH EQUIPMENT AND SERVICES 7.1 Ordering of shell schemes, other equipment and services 7.2 Ordering of technical facilities, stand security, cleaning, waste disposal, etc. 7.3 Exhibitor Services Center Messe München/Meplan/Fairexx 7.4 Rules & Regulations of Messe München 8. TRANSPORTATION / FREIGHT 8.1 Official freight forwarder 8.2 On-site Fairexx desk and office 8.3 Unloading/reloading timeslot required 8.4 Important timings for vehicle allowance during building-up and dismantling 8.5 Courier shipments 8.6 Parking 9. EAU ORDER FORMS 9.1 Order Form Labour Badges 9.2 Order Form Insert in congress bags 9.3 Order Form Delegates list 9.4 Order Form Barcode scanner 9.5 Exhibition Guide Advertising opportunities

5 1. KEY DATES AND DEADLINES 15 January, 2016 Deadline for submission stand design plans by to: Congress Consultants BV, Ms. Henriet Wieringa h.wieringa@congressconsultants.com Please note that in case your booth * is 100sqm or *has a building height > 3m or * has a horizontal cover, you also have to send the stand design plans for approval by to: Messe München, Ms. Julia Krabbes tas3@messe-muenchen.de 15 January, 2016 Deadline for ordering technical facilities with Messe München against the normal rate. Orders received later: a surcharge is applicable. 1 February, 2016 Deadline for submitting a Company Profile (on-line) that will be published free-of-charge in the Exhibition Guide. Each exhibitor will receive an early January 2016 with detailed instructions. 8 February, 2016 Deadline for artwork Advertisement in Exhibition Guide 12 February, 2016 Deadline for ordering Pre-registered delegates list 15 February, 2016 Deadline for ordering Insert in Congress bags 19 February, 2016 Deadline for ordering booth equipment and services with Meplan against the normal rate. Orders received later: 20% surcharge. 19 February, 2016 Deadline for ordering Barcode scanners 22 February, 2016 Deadline for ordering Exhibitor badges 22 February, 2016 Deadline for ordering Labour badges 2 March, 2016 Deadline for Timeslot request form unloading / reloading 9-11 March, 2016 CONSTRUCTION OF STANDS Wednesday 9 March (not for exhibitors that ordered a shell scheme) Thursday 10 March (not for exhibitors that ordered a shell scheme) Friday 11 March (vehicles in loading yards allowed until hrs!) March, 2016 EXHIBITION OPENING HOURS Delegates Exhibitors Saturday 12 March Sunday 13 March : Monday 14 March : The exhibition will close Monday 14 March at h March, 2016 DISMANTLING OF STANDS Monday 14 March (access vehicles < 3,5 ton as of hrs!) (access vehicles > 3,5 ton as of hrs!) Tuesday 15 March

6 2. CONTACT PERSONS EAU AND PROVIDERS ORGANISER CONTACT PERSONS EAU 2016 CONGRESS CONSULTANTS B.V. Tel. : Fax : info@congressconsultants.com Website : EXHIBITION Ms. Henriet Wieringa Tel. : Fax : h.wieringa@congressconsultants.com EXHIBITOR REGISTRATION Ms. Emma van Os Tel. : Fax : exhibitorregistration@congressconsultants.com SPONSORING (ADVERTISEMENTS, BAG INSERTS, ETC.) Mrs. Lisette Schreuder Tel. : Fax : l.schreuder@uroweb.org DELEGATES LIST Ms. Emma van Os Tel. : Fax : exhibitorregistration@congressconsultants.com HOSPITALITY SUITE Mrs. Lisette Schreuder Tel. : Fax : l.schreuder@uroweb.org BARCODE SCANNER Ms. Emma van Os Tel. : Fax : exhibitorregistration@congressconsultants.com SYMPOSIUM Ms. Karina van Lenthe Tel. : Fax : k.vanlenthe@congressconsultants.com

7 HOUSING K.I.T. GROUP GMBH Ms. Merryn Scholz Tel. : Fax : eau2016hotels@kit-group.org LOGISTICS - FAIREXX LOGISTICS FOR EXHIBITIONS BV Mr. Paul van Zijl Tel. : Fax : info@fairexx.nl HOSTESS SERVICE - THE FAIR AGENCY GMBH Astrid Sterr Tel : Fax : a.sterr@the-fair-agency.com CONTACT PERSONS EXHIBITOR SERVICES (SHELL SCHEMES / FURNITURE / CARPET / BOOTH EQUIPMENT LIGHTING / AV / GRAPHIC SERVICE / FLORAL SERVICE) AND SERVICES Meplan GmbH Exhibitor Services Ms. Pia Ruffer Tel. : Fax : ruffer@meplan.de Webshop : click here TECHNICAL FACILITIES (ELECTRICITY / WATER / SUSPENSION / TELEPHONE / INTERNET / STAND SECURITY / CLEANING / WASTE DISPOSAL) Messe München, Technical Exhibition Services Division Ms. Julia Krabbes Tel : Fax : tas3@messe-muenchen.de Order Forms : click here SITE INSPECTIONS If you wish to organise a site inspection to the congress venue please contact Fabian Schäfer for the congress center ICM (Fabian.Schaefer@messe-muenchen.de, phone ) or Manuela Kögel for the halls (Manuela.Koegel@messemuenchen.de, phone ) to make an appointment. We recommend the following dates when there is no event going on in the ICM and the halls (except setting up or dismantling): November 5 th, 2015 December 15 th, 2015 January 14 th, 2016 EXHIBITION VENUE MESSE MÜNCHEN Messegelände Munich Germany Website :

8 3. GENERAL INFORMATION EAU CONGRESS/EXHIBITION 3.1 Exhibition location The exhibition accompanying the 31st Annual EAU Congress will be held in Hall B1 of Messe München. 3.2 Emergency telephone number In case of an emergency, please call our security office on-site via (open 24 hours a day), so that all necessary measures can be taken immediately. 3.3 Scientific programme The 31st Annual EAU Congress will contain an innovative and exciting scientific programme encompassing all aspects of urology. Leading opinion leaders from all over the world will be invited to participate in the extensive programme which will include: Urology beyond Europe day Plenary Sessions Thematic Sessions Industry Sessions Industry Workshops EAU Section Meetings Abstract Sessions Video Sessions Special Sessions ESU Courses ESU Hands-on Training Courses ESU E-BLUS exams Residents day 6th International Congress on the History of Urology 17th International EAUN Meeting 3.4 Exhibitors entitlements, including publication in the Exhibition Guide Exhibitors are entitled to: Attend the technical exhibition Attend the Industry Sessions Distribute press material at their own press conferences, at the Press Centre and at the booth Company name and profile description in the Exhibition Guide* for all congress delegates *Each exhibiting company can submit on-line a Product Description and/or Company Outline that will be published free-of-charge in the Exhibition Guide in which all exhibitors will be listed together.

9 The Exhibition Guide will be inserted in the Saturday edition of the Congress newsletter. The Exhibition Guide will also be available at the Congress website. Each exhibitor will receive an early January 2016 with their sign-in details and instructions on where and how to enter the profile. The deadline for submitting the profile is 1 February EAU Opening Ceremony Join us at the euro Auditorium for the Opening Ceremony to celebrate the launch of the 31st Annual EAU Congress. Day : Friday, 11 March 2016 Opening Ceremony : hrs. euro Auditorium, Hall C1

10 4. EAU RULES AND REGULATIONS 4.1 Regulation compliance The exhibitors agree to observe all regulations and requirements stipulated in this document and shall not construe them as merely administrative. The exhibitors agree to observe all regulations and requirements stipulated by Messe München. The EAU trusts that all companies, next to the EAU regulations, commit to the regulations of the EFPIA and the existing local and national German regulations. This is of importance to the EAU in order not to harm the EAU event and activities. The information contained in this manual can be subject to change. The exhibition manager and the authorities of the conference centre shall exercise full power in the duties vested to their rank to find the means necessary in order to enforce the present regulations to their full extent. The exhibitors accept to comply with all regulations thereof and any new provision and/or amendment that may be brought due to the circumstances at that time, and adopted as being in the best interest of the event pursuant to which the organisers reserve the right to convey new information even verbally. Any infraction of customary and statutory regulations, instructions or government decrees and/or amendments enacted or referred to, may result in the immediate eviction of the offending exhibiting person or company by decision of the organisers, without prior notice and without prejudice to any compensation that could be claimed as a result against the offender in repair for damage and signed payment default or injury from which the event could suffer. The aforementioned shall apply in particular in the event of insurance default, non-conformity to the general instructions, failure to comply with safety regulations, non-occupancy of the booth, absence of the reservation form duly completed and signed, payment default. Disputes arising in connection with the present clauses shall be settled in any court having jurisdiction over the organisers head office. The text in the German language shall be deemed authentic and shall sole be taken into consideration. 4.2 Publicity rules Only the congress organisation has the right to distribute promotional and/or press material at the congress centre and exhibition area. The exhibitor is only entitled to distribute promotional material at his own booth. The exhibitor is only entitled to distribute press material at his own press conferences, at the Press Centre and at the booth, which may not contain ideological or political subject matters. It is not allowed to violate official instructions and directions, particularly those of the fire department. Interviewing is prohibited in the exhibition area without written permission of the EAU. Acoustic presentations are allowed only if they are arranged in such a way that other exhibitors are not disturbed by them and visitors in the hall aisles are not hindered in any way. No live scientific presentations are allowed on the booth without written permission of the EAU. For optical and acoustic demonstrations, only approved safety materials may be used. The use of monitors or monitor walls at the booth is permitted as long as the distance to the aisles is at least one meter.

11 In case a video is shown at the booth, the content should be known to the congress organisation. In case musical presentations or other sound or visual playback equipment are used, the exhibitor is responsible for acquiring the performing rights (copyright) and has to apply for the corresponding permit in due time before the congress starts. Failing to do this, the exhibitor must anticipate claims. In no case, claims can be enforced against the congress organisation. Those interfering with the flow of visitors, especially those which cause congestion at the hall aisles, are detrimental to the running of the event. Exhibitors are not allowed to give cash to respondents that take part in a study at their booth. 4.3 Enforcement of rules and regulations Should, through a legal decision by a German court (judgement, etc.) an exhibitor have been prohibited from offering services or from making advertising presentations of the same and should the exhibitor refuse to comply with the legal decision and to cease offering the products and services or making an advertising presentation on his exhibition booth, the congress organisation can exclude the exhibitor from the current event, as long as the legal decision has not been set aside in a subsequent decision by a court of appeal. In this case the booth rent will not be refunded, either fully or partially. The congress organisation is not obliged to check the correctness of the legal decision. If the legal decision is set aside, later, by a court of appeal, the exhibitor has no right to claim damages when he is excluded on the basis of the earlier legal decision. The same applies if the exhibitor continuously breaches the regulations of the congress exhibition show or if there are reasons that justify the termination of the booth rental contract without notice. 4.4 EAU rules with respect to non-official meetings on 9-16 March 2016 *During the period 9 16 March 2016 inclusive, it is strictly forbidden to hold any other (scientific) meetings, symposia, workshops or hands-on training sessions involving more than 5 congress delegates, either within the congress venue or at other location(s) in the city of Munich or surrounding areas (500 km). It is also forbidden to organise repeat meetings involving less than 5 congress delegates. The EAU Congress Office should be informed of any meeting(s) involving more than 5 congress delegates during the days mentioned above. *Any formal presentations occurring at hospitality events will be regarded as scientific meetings. *Hospitality events may only be organised outside the official congress hours and not during the official social events. Violation of the above mentioned rules will have consequences for participation in the official exhibition or sponsored session programme. The information contained in this manual can be subject to change. *Exceptions to the above rules are at the discretion of the EAU, please contact Mr. Peter Hazenberg, p.hazenberg@uroweb.org if you require further information. 4.5 Advertising The inside area of the booth may be used by the exhibitor for advertising purposes, although only in respect of the exhibits displayed by him. The congress organisation may issue regulations relating to the design of the outer booth areas taking to account of the overall effect to be given by the exhibition. Publicity measures may neither be implemented outside of the boundary of the booth nor on or in front of the fair ground; subject to this condition is also the use of persons for publicity purposes, as well as the distribution of any kind of advertising material, for example leaflets, posters, stickers etc. in the gangways of the exhibition hall, on the exhibition ground or in the direct vicinity of the exhibition ground. It is equally prohibited to carry out surveys, tests, competitions, raffles or contests outside of the booth.

12 4.6 Exhibits During the event, booths must be furnished with the exhibits which have been registered and accepted for display. Within this period of time, exhibits may not be removed or exchanged for other types of exhibits. During the hours of opening, articles may not be concealed. 4.7 Visitors Only registered visitors will be allowed to the exhibition area. The congress organisation is entitled to carry out appropriate checks at the entrance and to refuse entry to visitors without the appropriate badge. 4.8 Security Please note that the congress organisers provide hall security, no stand security! Exhibitors are advised to observe the following recommendations: Do not leave the booth unattended during exhibition hours. Protect all exhibits if they cannot be securely locked away at the end of each day. Valuables should be secured away in a safe area. The organiser nor the congress centre can be held liable for any thefts, loss or damages incurred on articles left on site during day or night. You can hire stand security via the Order Forms of Messe München. 4.9 Hostess Service You can hire hosts/hostesses with the company the fair agency gmbh. You can arrange this via the form here, the Order Forms of Messe München or you can contact the fair agency gmbh directly: Contact person : Astrid Sterr Tel : Fax : a.sterr@the-fair-agency.com 4.10 Rental of meeting rooms We will rent out meeting rooms to exhibitors. You can click here to request a meeting room via our website Hospitality suites We will rent out hospitality suites. Please contact Mrs. Lisette Schreuder to discuss this option: Tel. : Fax : l.schreuder@uroweb.org 4.12 Rental of storage containers On request a storage container can be rented through Fairexx: Mr. Paul van Zijl Tel. : Fax : info@fairexx.nl

13 4.13 Housing The EAU has appointed as official housing bureau K.I.T. GmbH. Contact person : Ms. Merryn Scholz Tel : eau2016hotels@kit-group.org Click here to access the on-line booking system Catering on the stand Exhibitors are allowed to bring their own food and/or drinks. It is allowed to serve alcohol on the stand. You can arrange catering via the Order Forms of Messe München WiFi The EAU offers free WiFi during congress days in the Messe München/ICM except for the Exhibition Hall Smoking policy Smoking is prohibited inside the congress centre and the exhibition hall.

14 5. REGISTRATION / BADGES 5.1 Exhibitor badges Each exhibitor is entitled to a number of free exhibitor badges which are allocated according to the booth size. These badges can only be used by the employees of the exhibitor, and for persons acting on behalf of the exhibitor. These badges are to be carried by their users at all times in the congress venue. SQM BOOTH Number of free exhibitor badges < 30 sqm sqm sqm 6 > 100 sqm 8 The Corporate Sponsors of the European Association of Urology will be given exhibitor badges free of charge without limitation. Organisers of EAU Industry Sessions are entitled to 10 free exhibitor badges. The exhibitor badge gives entrance to the exhibition grounds as well as to all Industry Sessions. All additional exhibitor badges will be charged. Insofar as additional exhibitor badges are required these may be ordered at Congress Consultants, against payment. They are only to be used by the staff of the exhibitor. The badges are not transferable. 70,- (excl. 19% VAT) will be charged for each additional exhibitor badge. All badges over the complimentary allotment must be paid for in advance. Additional badges will not be generated without advance payment. If misused, the badges will be confiscated with no right to take legal proceedings. The exhibitor badge(s) and the free full registration(s) have to be ordered on-line. By 5 January 2016 all exhibitors will receive a username and password in order to be able to enter the exhibitor registration section of the EAU website. The deadline for ordering exhibitor badges is 22 February, Free full registrations Exhibiting companies have the right to apply for free full registrations (just for company personnel) as stated below: Exhibiting Non-Corporate Sponsor companies < 75 sqm 1 Exhibiting Non-Corporate Sponsor companies > 75 sqm 2 Exhibiting EAU Gold Corporate Sponsors 3 Exhibiting EAU Platinum Corporate Sponsors 5 Only these free full registrations are valid as a delegate badge ánd as an exhibitor badge. These badges allow early entry into the exhibition hall, within the time schedule for exhibitors. The exhibitors with a free full registration will receive a congress bag. All congress badges over the complimentary allotment must be paid for, see 5.4.

15 Please note that normal congress badges do not allow entrance to the exhibition before/after the official opening hours, not even if the congress badge-holder is an employee of an exhibiting company!!! 5.3 Exhibitor registration rules No distributors, suppliers or models will be allowed admission to the exhibition hall unless an active exhibitor agrees to register them. In this case, badges will note only the name of that exhibiting company, not of the distributor/supplier. Placing business cards in or over the official badge will result in expulsion from the exhibition hall. Any distributor or supplier without proof of company affiliation will be directed to attendee registration and required to pay the non-member on-site registration fee. Physicians who wish to register as exhibitors must be full-time employees of the exhibiting company and have a company ID or a business card. Everyone needs a badge to enter the exhibition grounds No one under the age of 16 years will be allowed at the exhibition grounds. 5.4 Congress registration Exhibitors who want to take part in the scientific congress programme should be registered as congress delegates. Please note that the normal congress badges do not entitle to enter the exhibition before the official opening hours, not even if the congress badge-holder is an employee of an exhibiting company!!! Please instruct your personnel that will pick up a normal congress badge and who needs to enter the exhibition before/after the official opening hours, to mention this at the Registration Desk. In that case the congress badge can be validated as an exhibitor badge as well. Congress registrations can be made on-line through the EAU Website. There you can also find the different fees. The online registration system will close on 22 February After this date registrations can be made on-site at the congress venue from March Labour badges Labour badges have to be requested in advance by means of the order form in chapter 9.1 of this Manual. The labour badges have to be picked up in the Delivery area or at the Exhibitor Services Center in front of Hall B2. Labour badges are not valid on exhibition days! Exhibitor badges allow access during the building-up days as well.

16 6. BOOTH CONSTRUCTION RULES AND REGULATIONS A detailed booth floor plan must be sent by for approval to Congress Consultants, and in some cases also to Messe München, no later than 15 January 2016, see Booth construction and dismantling times The construction and fitting out of the booth must have been completed and the exhibition hall cleared of persons and goods not exhibited at the booth, at the latest by hours on Friday 11 March, The dismantling of the complete booth equipment and installation, including the exhibitors own booth structures and fittings, may not start before hours at Monday 23 March and must have been completed and the exhibition hall cleared at the latest by hours on Tuesday 15 March, The booth area must be cleared and handed over to the responsible hall inspector. In case of disobedience, the additional cost will be charged to the exhibitor for removal. The times for exhibition, move in and move out are as follows: 9-11 March, 2016 CONSTRUCTION OF STANDS Wednesday 9 March (not for exhibitors that ordered a shell scheme) Thursday 10 March (not for exhibitors that ordered a shell scheme) Friday 11 March (vehicles in loading yards allowed until hrs!) March, 2016 EXHIBITION OPENING HOURS Delegates Exhibitors Saturday 12 March Sunday 13 March : Monday 14 March : The exhibition will close Monday 14 March at h March, 2016 DISMANTLING OF STANDS Monday 14 March (access vehicles < 3,5 ton as of hrs!) (access vehicles > 3,5 ton as of hrs!) Tuesday 15 March Bare floor space The booth will be hired out as SPACE ONLY, which means that the booth site will be rented out without any prefabricated walls, installations, furniture, electricity, carpet and furnishings, or any other technical supplies and facilities. The exhibitor shall personally take care of the set-up and installation of the booth (which means carpet, walls, if needed or prescribed, furniture, electricity, etc.). Especially for the EAU, a Shell scheme package will be offered for just 50 per sqm (excl. VAT). This can be ordered via the special Order Form or via the Meplan Webshop. All other equipment and services like furniture, carpet, lighting, AV, graphic service, floral service can also be ordered via the Meplan Webshop. Electricity, water, suspension, telephone, internet, stand security, cleaning and waste disposal can be ordered via the Order Forms of Messe München.

17 The exhibitor or his booth constructor must inform themselves on site, prior to the start of planning work as to the technical factors on hand and must take precise measurements. No responsibility can be accepted for the correctness of such data. 6.3 Booth floor plan for approval Every exhibitor must submit: * a Ground plan and elevation of the booth: and a render: This information has to be sent by before 15 January 2016 to: Congress Consultants B.V., Ms. Henriet Wieringa h.wieringa@congressconsultants.com In case your booth: - is 100sqm or - has a building height > 3m or - has a horizontal cover you also have to send the stand design plans by to: Messe München, Ms. Julia Krabbes tas3@messe-muenchen.de The drawings should clearly indicate the planned layout, equipment and furnishing of the stand, as well as the transparency concept. Also indicated must be the location of power outlets, electricity cables, water and compressed air connections as well as telephone and ventilation installations. A three-dimensional drawing or photograph of the model, a top and a side view drawing indicating the various heights and the open/transparent parts must be submitted. If special constructions are planned (information towers, moving parts, etc.), additional information will have to be submitted. All designs will be judged on transparency, size, location, volume and technical aspects. No approval from Congress Consultants ánd, if applicable, from Messe München means no permission to construct the stand! Please note that if you construct a booth deviating from the approved design, you will have to tear it down and rebuild as approved. If time is too short to do so, a penalty will be stipulated, depending on the extend of the deviation. 6.4 Separation wall All peninsula, corner and in-line stands must be separated from the neighbouring stand(s) by means of a separation wall. This separation wall must be 2.5 metres high and finished on all sides (white on the back). Neighbours can agree upon a higher separation wall with a maximum of 3 m The separation wall is considered as part of the stand design and should be indicated on the stand drawings.

18 6.5 Sides 70% open and transparency 50% Stands should be fully accessible on all open sides. This also applies to the open sides of peninsula, corner and in-line booths. At least 70% of the sides facing the isles must be open. In addition, booths should have transparency and the openness of sight lines around and through the design, so that the surrounding area can be viewed through the booth and that neighbouring booths are not inappropriately obstructed. From all sides, the view through the booth must be at least 50%. Please note that not just walls have to be calculated, but also all other items in the booth that obstruct the view through the booth, like graphic panels, etc. Walls of more than 4 m. high will always also be reviewed with respect to hindrance for neighbouring stands. 6.6 Maximum building height / Double-storey stands The maximum building height in general is 6 m. Exceptions: 1. the rows of booths against the walls on the left and right hand side of the Hall, so the booth numbers A01- A65 (odd numbers) and G02 G66 (even numbers): max. building height is 5,7 m. 2. Separation walls must be 2.5 metres high. Neighbours can agree upon a higher separation wall with a maximum of 3 m. Double-storey stands will not be allowed. 6.7 Suspension In general suspension is possible. The rows of booths against the walls on the left and right hand side of the Hall can have limited suspension. If desired, please check the possibilities with Messe München (tas3@messe-muenchen.de). You can arrange suspension via the Order Forms of Messe München. Please note that the maximum building height is including any suspension! If you plan to have a non-transparent banner above/near all boundaries of your stand, please note the max. allowed height of the banner is 1,5 m. Besides, suspended items are seen as part of the design and thus have to be approved by Congress Consultants. 6.8 Meeting rooms on the stand Completely walled meeting rooms on the stand will not be allowed. Meeting rooms on the stand can, if desired, be surrounded by a wall of max m. high. Above 1,20 m. height just transparent glass partitions will be allowed. 6.9 Non-occupation of aisles Aisles, as escape routes, must remain, at all times, passable, including during set-up and dismantling periods. All material must be kept within the limits of the assembly area or the stand, leaving aisles and other common areas completely free. The cleaning services of Messe München will remove any object deposited in these areas, with the exhibitor having no right to claim for damages Extended building times If you require additional building-up hours, please proceed to the Exhibitor Services Center (Atrium, in front of hall B2) during opening hours in order to arrange this.

19 6.11 Exhibitor Services Center Messe München/Meplan/Fairexx The Exhibitor Services Center of Messe München, Meplan and Fairexx is located in the Atrium in front of Hall B2. The opening hours of the Exhibitor Services Center are: Wednesday 9 March : Thursday 10 March : Friday 11 March : Saturday 12 March : Sunday 13 March : Monday 14 March : Tuesday 15 March : Labour badges Labour badges have to be requested in advance by means of the order form in chapter 9.1 of this Manual. The labour badges have to be picked up in the Delivery area or at the Exhibitor Services Center in front of Hall B2. Labour badges are not valid on exhibition days! Exhibitor badges allow access during the building-up days as well Alcohol and drugs Drinking of alcohol onsite during the build-up and breakdown phase is forbidden. The taking of illegal drugs on site is strictly forbidden at all times.

20 7. ORDERING OF BOOTH EQUIPMENT AND SERVICES 7.1 Ordering of shell schemes, other equipment and services Especially for the EAU, a Shell scheme package will be offered for just 50 per sqm (excl. VAT). This can be ordered via the special Order Form here or via the Meplan Webshop. Other equipment and services like furniture, carpet, lighting, AV, graphic service, floral service can also be ordered via the Meplan Webshop. The deadline for ordering booth equipment and services with Meplan against the normal rate is 19 February. Orders received after that date are subject to a 20% surcharge For any questions, please contact Meplan directly: Meplan GmbH Exhibitor Services Ms. Pia Ruffer Tel. : Fax : ruffer@meplan.de Webshop : click here 7.2 Ordering of technical facilities, stand security, cleaning, waste disposal, etc. You can order electricity, water, suspension, telephone, internet, stand security, cleaning, waste disposal, etc. via the Order Forms of Messe München. The deadline for ordering booth equipment and services with Messe München against the normal rate is 15 January. Orders received after that date are subject to a surcharge For any questions please contact Messe München directly: Messe München, Technical Exhibition Services Division Ms. Julia Krabbes Tel : Fax : tas3@messe-muenchen.de Order Forms : click here 7.3 Exhibitor Services Center Messe München/Meplan The Exhibitor Services Center of Messe München, Meplan and Fairexx is located in the Atrium in front of Hall B2. The opening hours of the Exhibitor Services Center are: Wednesday 9 March : Thursday 10 March : Friday 11 March : Saturday 12 March : Sunday 13 March : Monday 14 March : Tuesday 15 March :

21 7.4 Rules & Regulations of Messe München Please make sure to read and obey the Technical Guidelines, the General Terms of Contract for Exhibitor Services of Messe München GmbH, the registration and application forms as well as the notice sheets here. If you do allow a stand builder or another company to order in your name and on your account you need to fill out and sign the form 1.1 (Contractor Authorization Stand Construction Registration). Please note Messe München does not accept invoice splitting for a booth but you can name an alternative invoice recipient for all services invoiced by Messe München when you fill out the form Alternative invoice address for services of Messe München GmbH.

22 8. TRANSPORTATION / FREIGHT 8.1 Official freight forwarder The EAU appointed as official freight forwarder Fairexx Logistics for Exhibitions BV. All freight forwarders are allowed to transport and unload the booth material by taillift and manual palletjack into the exhibition grounds of Messe München, but we strongly recommend Fairexx, since they are very experienced with exhibition logistics. On-site we will exclusively allow Fairexx to do the on-site handling with mechanical equipment, storage, etc. You can contact Fairexx Logistics for Exhibitions BV with respect to transportation, unloading, storage, customs, etc. and ask for an offer free of engagement: Contact : Mr. Paul van Zijl Tel : Fax : info@fairexx.nl Website : On-site Fairexx desk and office To order any services onsite, exhibitors will find our desk also conveniently located at the Exhibitor Services Center in front of Hall B2. The on-site Fairexx office will be located near the exhibition hall. 8.3 Unloading/reloading timeslot required To avoid traffic congestion at IFEMA, an unloading/reloading timeslot will be required. Please fill in the TIMESLOT REQUEST FORM EAU 2016 (appendix C) on page 14 of the Fairexx - Shipping manual and tariffs EAU 2016 to request an unloading / reloading timeslot. Please note the deadline for submission of the form is 2 March 2016! 8.4 Important timings for vehicle allowance during building-up and dismantling *On Friday 11 March, vehicles are allowed in the loading yards until hrs! As of hrs. there will be set-up covered passages in between halls. The consequence of this is that no vehicle can access or leave the loadings yards next to Hall B1 anymore! *On Monday 14 March at hours Fairexx will start delivering the empties to the booths. Due to security reasons, vehicles will have access to the loading yards on Monday evening 14 March according to the size: access vehicles < 3,5 ton: as of hrs! access vehicles > 3,5 ton: as of hrs!

23 8.5 Courier shipments We strongly recommend exhibitors NOT to send their goods via courier companies. When inevitable do not send shipments directly to your stand unless you have a member of your staff present during the building-up days to receive them. Please note that Messe München and the congress organiser will not accept any deliveries. If you do send goods by a courier company we suggest that you consign the courier airwaybill to the Fairexx warehouse address: FAIREXX Logistics for Exhibitions GmbH Kesselbodenstrasse Allershausen Germany Notify: EAU16 / Exhibiting Company / Hall B1 / Booth Nr.: All packages must be labeled as described in the Fairexx shipping manual. Reception & storage of courier shipment up to 5 kg. sent to this address (only EU goods in free circulation NO bonded goods) and which will be picked up at the on-site Fairexx office (in the loading yards) by the client, are free of charge. For shipments not consigned as described above, but directly to the exhibitor and stand, no liability is accepted. If you do send a shipment directly to the stand, the address to me mentioned is : EAU16 Exhibiting Company / Hall B1 / Booth Nr.: Am Messesee München Germany Please note that Messe München and the congress organiser will not accept any deliveries. 8.6 Parking Trucks can park on the parking areas P3 and P4, accessible via gate 19.

24 9. EAU ORDER FORMS 9.1 ORDER FORM LABOUR BADGES Each staff member of a stand building company who will be present in the exhibition halls during building-up and dismantling is required to wear a LABOUR BADGE. The labour badges will be issued only with the exhibiting company name (no personal names needed) and have to be requested by means of this form. In order to prepare the necessary quantities in advance and to reduce on-site waiting times for you and your team, please indicate the QUANTITY of labour badges that you will need for your stand building team. Upon arrival, before entering the exhibition halls, the labour badges have to be picked up in the Delivery area or at the Exhibitor Services Desk of IFEMA. Labour badges are free of charge. Labour badges are not valid on exhibition days! Exhibitor badges allow access during the building-up days as well. Number of required LABOUR BADGES:... Contact details Stand Builder: Company name Contact person Address City + code Country Tel. nr. Fax nr. -address Exhibiting company Booth nr. Please return before 22 February, 2016 to: Congress Consultants B.V., Ms. Henriet Wieringa h.wieringa@congressconsultants.com

25 9.2 ORDER FORM INSERT IN CONGRESS BAGS We hereby confirm that we would like to have our leaflet inserted in congress bags for the price of 8,225 (excl. VAT). We will deliver inserts for the congress bags between 20 February till 26 February Inserts must not exceed an A4 format (210 x 297 mm) and a max. weight of 50 grams. Please note the following conditions and deadlines: Company will be responsible for the shipping costs of the bag inserts to the Netherlands; EAU will cover the warehouse storage costs 20 February till 26 February 2016; costs for earlier warehousing will be not be covered; EAU will take care of shipping the bag inserts to the congress venue; In case the delivery deadline cannot be met, additional costs may be involved. Company Contact person Address Country Tel Fax Date: Signature: After receiving this reply form, we will send you a confirmation with further information regarding the bag inserts, the address where and when to send them, etc. Please return before 15 February 2016 to: Congress Consultants B.V., EAU16, Mrs. Lisette Schreuder P.O. Box 30016, 6803 AA Arnhem, The Netherlands Fax: or l.schreuder@uroweb.org

26 9.3 DELEGATES LIST The European Association of Urology rents lists (in excel) of the delegates attending our upcoming EAU Congress in Munich, March The lists contain postal addresses (no ) and are for single use only. Two lists are available: 1) Pre-registered delegates. This list will be available as of 19 February, 2016 only preregistrations received by 12 February, 2016 will be processed. Use the pre-registration list to promote your booth ahead of the annual meeting. 2) The final delegates list. This list will be available as of 4 April, Delegates List Available as of Exhibitors price Pre-registered delegates list (estimated names) 19 February, * Final delegates list (estimated names) 4 April, * * excl. VAT The EAU requires pre-payment in full on this special offer (just for exhibitors!). Please find enclosed the order form for the delegates lists and mail or fax it to Congress Consultants, Ms. Emma van Os. CONDITIONS OF USE The delegates lists are the property of the European Association of Urology (EAU) as to which full copyright protection is asserted. Each recipient or licensed user of these lists is therefore bound to proceed strictly in accordance with the following conditions of use: 1. The delegates lists are licensed for a single use, solely for the authorized purpose indicated on the request for the list(s). 2. The licensed user agrees not to copy, resell, or otherwise distribute the list(s), nor to maintain them in a computerized database or file. 3. It is understood and agreed that EAU does not warrant the accuracy, nor completeness of the information contained herein, but expressly disclaims all warranties of sale or subsequent use. 4. The data is not to be used until payment in full is made to EAU. 5. Provision of the lists with names and addresses is not to be considered an endorsement of a service or product by the European Association of Urology. 6. By breaking one of the rules listed above, the European Association of Urology (EAU) has the right to charge the amount of

27 ORDER FORM DELEGATES LIST Company Contact person Address Country VAT nr. (Please note that companies with an address within the EU must fill in their VAT number.) Tel Fax I would like to receive (tick appropriate box): Pre-registered delegates list to promote my booth before the start of the congress for the amount of 825 (excl. VAT). The final delegates list for sales follow-up after the congress for the amount of (excl. VAT). I herewith agree with the conditions of use regarding the delegates list(s). 1. The registration list(s) are licensed for a single use, solely for the authorized purpose indicated on the request for the list(s). 2. The licensed user agrees not to copy, resell, or otherwise distribute the list(s), nor to maintain them in a computerized database or file. 3. It is understood and agreed that EAU does not warrant the accuracy, nor completeness of the information contained herein, but expressly disclaims all warranties of sale or subsequent use. 4. The data is not to be used until payment in full is made to EAU. 5. Provision of the list(s) with names and addresses is not to be considered an endorsement of a service or product by the European Association of Urology. 6. By breaking one of the rules listed above, the European Association of Urology (EAU) has the right to charge the amount of 5,000. Date: Signature: Please return this form before 12 February 2016 (pre-registered list) / 28 March 2016 (final list) to: Congress Consultants B.V., EAU16, Ms. Emma van Os Fax: or exhibitorregistration@congressconsultants.com

28 9.4 BARCODE SCANNER How does it work? A barcode will be printed on the badges of all delegates. This barcode is related to the participant s record in the registration database. Exhibitors simply need to scan the barcode and if desired one or more of the qualifiers. The qualifiers are the details you would like to know from the delegates: i.e. product interest, follow up actions, status etc. At the end of each day, all scanners have to be returned to the exhibitor desk in the registration area, the data will be read and saved in Excel. Please note that if a delegate has not entered his/her address when registering for the Congress, you will not receive the address of this delegate! Benefits for the exhibitor Does it need to be said? In this area of mass information, direct marketing, customer relationship management, data warehousing, nothing is more important than correct profiling of your (potential) customers. Money and valuable time can be saved through an efficient use of your sales time and marketing budget. Secondly, it is very practical: no need to collect business cards, no need to ask visitors their profile information, no need for data entry after the conference. Cost You can benefit from our services by signing up for a lead retrieval package: *A complete package at 300 (excl. VAT) includes: - 1 Barcode scanner - 1 Customized qualifier sheet - Access to and assistance from our on-site exhibitor desk - Final download (Excel) will be sent by on Monday 4 April to the contact person mentioned on the order form. *Additional Scanners are available at 275 (excl. VAT). If you wish to rent additional scanners on-site, please check at the Exhibitor desk if the EAU has extra scanners available. Please note that on-site it is not possible anymore to rent extra scanners including qualifiers; only scanners excluding qualifiers are possible. How to order? If you would like to rent a barcode scanner you can fill out the order form. We have also included a qualifier sheet which allows you to record extra information from every visitor to your stand. This information can be customized to your own preferences. Simply complete the enclosed order form and send it by fax or . For further questions please send an to: Ms. Emma van Os: exhibitorregistration@congressconsultants.com

29 ORDER FORM BARCODE SCANNER Company Contact person Address Tel. Fax Booth number O We will rent complete package(s) at 300 (excl. VAT) each O O We will rent additional scanner(s) at 275 (excl. VAT) each. We wish to use qualifiers. We will include our list of qualifiers Charge credit card: O AMEX O VISA O Euro/Master Credit card number CVC code: (only for Euro/Mastercard holders; CVC consists of the last 3 digits in the signature box on the backside of your credit card) Full name on card Expiry date: / Send invoice: Y/N VAT nr.: (Please note that companies with an address within the EU must fill in their VAT number.) Date: Signature: Please return this form before 19 February, 2016 to: Congress Consultants B.V., EAU16, Ms. Emma van Os Fax: or exhibitorregistration@congressconsultants.com

30 LIST OF QUALIFIERS COMPANY NAME: BOOTH NUMBER: Please note that qualifiers need to be defined without any options: not correct is: -This delegate is interested in product correct is: -This delegate is interested in product X -This delegate is interested in product Y not correct is: correct is: -This delegate manages BPH patients in his practice each year -This delegate manages 0-35 BPH patients in his practice each year -This delegate manages > 35 BPH patients in his practice each year QUALIFIERS Please return this form before 19 February, 2016 to: Congress Consultants B.V., EAU16, Ms. Emma van Os Fax: or exhibitorregistration@congressconsultants.com

31 9.5 EXHIBITION GUIDE - ADVERTISING OPPORTUNITIES During the 31st Annual Congress an Exhibition Guide will be published as a supplement to the first edition of EUT Congress News. This A3 publication will list exhibitors contact details and company description. Inclusion in the Exhibition Guide is free of charge for all exhibitors. To make your profile stand out, it is possible to place your logo or a small advertisement underneath your company description. Specifications and rates for this promotional option are as follows: Two advertisement sizes are available: mm (W) x 20 mm (H) mm (W) x 30 mm (H) 1,100 If you would like to make use of this promotional opportunity, please confirm your booking by to the address mentioned below. The deadline for artwork is 8 February For bookings or questions, please do not hesitate to contact me. I look forward to hearing from you. Kind regards, Lisette Schreuder European Association of Urology PO Box AA Arnhem The Netherlands Tel : Fax : l.schreuder@uroweb.org