Welcome to DATE 2017

Transcription

1 EXHIBITOR MANUAL

2 Welcome to DATE 2017 Dear Industry Partner, This Exhibitor Manual contains all relevant information regarding your participation in the accompanying exhibition of DATE 2017, such as important dates and times, contacts and order forms. In case of any other requests, please contact the Conference Organization by at Our aim is to make your participation in DATE 2017 and your stay in Lausanne as effective and worthwhile as possible. We wish you a very successful conference! With best regards, The DATE 2017 Conference Organization Content General Information and Contacts 3 Venue and Access How to get there. 4-6 Dates & Deadlines. 7 Description of Booth Furniture 8 Furniture and Service Orders 9 Delivery of Material Meeting Room Reservation 12 Company Profile & Exhibition Guide 13 Registration and Accommodation Useful Information from A to Z Appendices: 20 DATE 2017 SwissTech Delivery Form DATE 2017 Meeting Room Order Form DATE 2017 General Terms and Conditions for Exhibition & Sponsoring 25 2

3 General Information and Contacts Title of the event DATE 2017 Design, Automation and Test in Europe Conference March 27 to 31, 2017 Exhibition March 28 to 30, 2017 Venue Participants General Chair Programme Chair SwissTech Convention Center Quartier Nord de l EPFL Route Louis-Favre Ecublens, CH about 2,000 delegates from Europe and abroad David Atienza EPFL Lausanne, CH david.atienza@epfl.ch Giorgio Di Natale LIRMM, FR giorgio.dinatale@lirmm.fr Exhibition Co-Chairs Fabien Clermidy Andrea Acquaviva CEA Leti, FR Politecnico di Torino, IT fabien.clermidy@cea.fr andrea.acquaviva@polito.it Exhibition Theatre Co-Chairs Juergen Haase Marisa Lopez-Vallejos edacentrum GmbH, DE UPM, ES haase@edacentrum.de marisa@die.upm.es Conference Organization & Exhibition Management Franziska Röhrig & Eva Smejkal K.I.T. Group GmbH Dresden Bautzner Str Dresden, DE Phone: date@kitdresden.de Mobile on-site (March 27 31, 2017): Local Arrangements/ICT Conference Website Homeira Salimi EPFL Lausanne, CH homeira.salimi@epfl.ch Social Media 3

4 SwissTech Convention Center Venue and Access How to get there The SwissTech Convention Center is favourably located in the centre of the EPFL campus. With numerous institutions, laboratories and start-ups, over 24,000 students and more than 100 nationalities represented, the campus states a major global centre of science, culture and economy. SwissTech is located in walking distance to hotels and shopping facilities, and conveniently connected to public transport and downtown Lausanne. It is characterized by its spectacular architecture, innovative design and flexible modular structure capable of adapting to any size of group and event. As the main meeting venue for visitors and business partners from all over the world, the convention centre offers a stimulating environment and a perfect venue for hosting the DATE conference, at the very heart of innovation in Europe. Venue Map: 4

5 How to get there By plane and by train The airport Genève-Cointrin is the nearest airport (40-60 minutes). The train from Zürich Airport takes approximately 2h 30 to go to Lausanne. From these airports, you can take a train to Lausanne, then the Lausanne metro to EPFL (two step): 'Gare CFF' to 'Gare du Flon' with Line M2 direction Croisettes 'Gare du Flon' to 'EPFL' with Line M1 direction Renens SWISS Official Carrier Travel Arrangement Best booking flexibility with Swiss product and service quality at an attractive discount offered to you by Swiss International Air Lines as Official Carrier for DATE 2017 in Lausanne. As the Swiss national airline, we offer all participants up to 10% discount on the standard fares. Your stay in Switzerland starts on board our aircraft. 5

6 The reduced conference fares are specially marked with a white triangle and, depending on the chosen fare, allow you to change or cancel your flight with complete ease. All reductions depend on the type of fare, route and availability. They are valid on the entire SWISS route network for flights to Switzerland (flight numbers LX and LX ), including flights that are operated by our partner airlines under an LX flight number (LX ). Thanks to the new fare options, you now have even more choice on SWISS European flights, and only pay for what you really need. The conference fares can be booked now for the travel period 14 days before to 14 days after your event. In order to benefit from this offer, you need to be registered for the conference. Your confirmation of registration contains all the information required to book your flight easily and without complications through swiss.com. By public transportation (metro, M1) The SwissTech Convention Center is reachable (less than 15 minutes) from the center of Lausanne through the Metro M1 Line (stop EPFL, direction Renens ). Line M1 of the TL (Transports lausannois) takes you from the centre of Lausanne (Flon) or from Renens station to the EPFL. Bus lines TL (Public Transports of Lausanne area) and MBC (Transport Region Morges) run in western Lausanne: MBC bus 701 (Echichens, Morges, Préverenges, EPFL, Bourdonnette-Lausanne) MBC bus 705 (Lonay, Prévrenges, Denges, Echandens, Ecublens, EPFL) TL bus 31 (Renens-Gare, EPFL-UNIL, Saint-Sulpice, Venoges) Recommendation: Take the Express Network Vaudois (trains) or SBB long-distance trains to Renens (VD), and then TL-M1 line in Renens station. By car By car, on the motorway, follow direction "Lausanne-Sud", exit "EPFL"". Parking: parking places (paying) for visitors are available under l'esplanade, and along the Avenue Piccard. Car parks indicated by the green "P" symbol are reserved for holders of a special card. Dynamic map of area Parking locations SOURCE: Distances from Swiss Tech: - to downtown Lausanne: 7,0 km - to the airport: 8,7 km - to the motorway: 1,0 km - to public transportation: 0,1 km - to the SwissTech Hotel: 0 km 6

7 Dates & Deadlines Conference Dates Monday Tutorials: March 27, 2017 (afterwards: Welcome Reception & PhD Forum) Conference & Exhibition: March 28 30, 2017 Friday Workshops: March 31, 2017 Exhibition Time Schedule Booth Set-up (via cubicworx): March 26, 2017, whole day Booth Furnishing (exhibitors): March 27, 2017, from 14h00 18h00 Opening Hours Exhibition: March 28, 2017: 10h30 18h30 (afterwards: Exhibition Reception) March 29, 2017: 10h00 18h30 (afterwards: DATE Party) March 30, 2017: 10h00 16h00 Admission to the exhibition area is permitted starting from 07h30 (start of conference registration). Please ensure that you wear your badge when entering the conference venue. If you plan any activities at your booth outside the above-mentioned opening hours, please inform us immediately. Dismantling (exhibitors): Dismantling (cubicworx): March 30, 2017, 16h00 18h00 March 30, 2017, 18h00 -midnight THE EXHIBITION VISIT IS FREE OF CHARGE FOR EVERY INTERESTED VISITOR. Deadlines Company Profile Submission: Tuesday, January 31, 2017 Meeting Room Reservation: Tuesday, January 31, 2017 Furniture and Service Orders: Wednesday, February 15, 2017 Afterwards, a 25% surcharge will apply Final Deadline for all orders: February 28, 2017 Early Conference Registration Wednesday, February 15, 2017 Booth Personnel Registration: Tuesday, February 28, 2017 Catering Orders: Tuesday, February 28, 2017 Purchase of Lunch Vouchers (CHF 40.00): Tuesday, February 28, 2017 Purchase of Additional Party Tickets: Tuesday, February 28,

8 Description of Booth Furniture Depending on your booking, your booked booth space will be equipped as follows: Kindly note: The whole exhibition area is completely carpeted. All corner booths will have two open sides. Option 1: Table Top Display 1.5 x 2 m space 2 back wall panels (white), dimension of each panel: 1 m x 2.50 m 1 table (1.20 x 0.70 m) & 2 chairs 1kw electricity 1 waste basket Option 2: Standard Shell Scheme Booth Exhibition space for 6, 9 or 12 sqm Wall panels (white), dimension of each panel: 1 m x 2.50 m (number of panels depends on size & positioning of the booth) Fascia board on each open side with company name (max. 30 letters per booth) 1 table (0.80 x 0.80 m) & 2 chairs 1 brochure rack 1 waste basket 3 spotlights 1kw electricity Sample Table Top Display Sample Standard Shell Scheme Booth Option 3: Space only When having booked this option, no furnishing is included at all. Any furniture required must be requested on extra costs by means of the online ordering link by the exhibitor in due time. Exhibitors taking space only sites to build their own stands or using contractors are reminded that they must forward 2 copies of a booth plan including the intended design, height and any other stand equipment planned by January 31, 2017, the latest, to the Conference Organization. We must be informed about the contractor s full contact details. If you are using a pop-up stand or other temporary display stands, you need to ensure that you have a clean dividing wall between you and your neighbour to a minimum height of 2.50 m, preferably by ordering a standard shell scheme package. You are responsible for providing this wall. This does not include the back of a pop-up stand. Option 4: Start-Up Booth (2 x 3 m) Please refer to the description of option 2, for a 6 sqm booth Option 5: European Project Booth Small cubicle White hard-coated wall panels, on 2 sides (each 1 m x 2.50 m) 1 reception counter & 1 bar stool 1 white nameboard 1kw electricity Sample European Projects Cubicle 8

9 Furniture and Service Orders Additional Furniture Equipment Regarding any other requests for your booth such as (additional) furniture, our service partner cubicworx GmbH offers a comprehensive service package to make your presentation at DATE 2017 as successful as possible. The provided services include among others: audio-visual equipment, electric equipment, furniture, additional decoration, signs, plants and floral arrangements. Please kindly note: Object orders can solely be placed online via the online ordering system provided by cubicworx GmbH. To place an order, please click on the below-stated link, indicate your company name and booking option and follow the instructions given. Link to Online Order System: User: DATE Password: Lausanne2017 Deadline Furniture and Service Orders: Wednesday, February 15, 2017 Afterwards, a 25% surcharge will apply Final deadline for all booth orders: February 28, 2017 Regarding any questions related to the booth and/or extra furniture, please contact: cubicworx GmbH kongress@cubicworx.de Hermann-Mende-Straße 4 Phone: Dresden, DE Fax: Personnel You may contact the congress center directly regarding renting personnel such as security, hostesses or individual booth cleaning services on-site. SwissTech Convention Center Phone: Ms Tamara Richard tamara.richard@epfl.ch Catering For ordering catering on-site for your booth or for a meeting, please contact directly (after having received your room/booth confirmation from the Conference Organization K.I.T. Group): SwissTech Convention Center c/o ExpoGourmet SA Deadline Catering Orders: Tuesday, February 28, 2017 Mr Emmanuel Sailer emmanuel.sailer@expogourmet.ch Cleaning The cleaning of the exhibition area will be carried out before the official opening hour of each exhibition day. However, you are responsible for the cleaning of any stand exhibits and displays. Individual cleaning can be booked on extra costs, if required (please contact the congress center to request a quote). Please ensure that bins are placed in front of your stand at the end of each day and not left in a locked room. Please ensure that you remove all rubbish when dismantling your stand. You will be charged for any rubbish, material and/or exhibits left behind. 9

10 Delivery of Material For sending material to the SwissTech Convetion Center, please adhere to these guidelines and follow the procedure for parcels delivery described below. Deliveries to the congress center can only be accepted if the SwissTech has received and confirmed the corresponding delivery form first (attached to this Exhibitor Manual). Delivery Date: beginning from Monday, March 20, 2017 You may send your parcels one week prior to the conference, at the earliest stage (all week days between 7 a.m. and 5 p.m.). Any deliveries sent before this date will not be accepted! However, it is recommended to send any items during the official exhibitor set-up on Monday, March 27, 2017, and to have your staff on-site to receive any deliveries. The organizers cannot accept responsibility for signing consignment slips on behalf of exhibitors. Delivery Guidelines: 1 Fill out and print the provided labelling & clearly mark each parcel/item with this label The content of each parcel/package must be specified on the delivery slip of your shipping company/freight forwarder (e.g. DHL) Information for the customs 2 Fill out the provided SwissTech Delivery Form (attached to this Manual) and return it duly 3 signed by to the Swiss-Tech (accueil.stcc@epfl.ch) by March 10, 2017, the latest The SwissTech Convention Center does not support any expense related to shipping costs and customs duties. These various fees must be paid completely by the sender. You have to check the appropriate boxes on the delivery slip of your freight forwarder. 4 WARNING: Some shipping companies block packages when these fees have not been paid in advance. Any Invoices related to these costs that will be received by the SwissTech Convention Center will directly be returned to the company. Once delivered to the SwissTech Convention Center, your material will be stored in a prereserved room for the event and then can be picked up there by your booth staff upon arrival. 5 Please also arrange the pick-up of any remaining material through your freight forwarder early 6 in advance (Pick-up due date: Friday, March 31, 2017, by 18h00, the latest) In case of any questions regarding the delivery of material, please contact the SwissTech Convention Center directly: 7 Reception Contact: Phone: accueil.stcc@epfl.ch Kindly note, that the SwissTech Convention Center cannot be held responsible, if packages are lost or arrive late on-site due to incorrect labelling or disregarding any of these guidelines. 10

11 Delivery Address: Please use the provided labelling below (exactly as is) and clearly mark every parcel/item you send. Please also ensure that drivers/freight forwarding agencies delivering your exhibits are supplied with full information, e.g.: which event, company and stand the delivery is to be made to. SwissTech Convention Center Reference: Company name + booth number EPFL Quartier Nord Content: Description of item(s) Station 21 Event Number: 5770 CH-1024 ECUBLENS, SWITZERLAND Phone: DATE 2017: LABELLING Pickup: by Friday, March 31, 2017, 18h00, the latest Any material which has not been picked up by then will be disposed by the SwissTech on extra costs. Exhibitors should not leave any articles for collection unattended on their stand after the show closes. Please arrange for appropriate pick-up of all rental items or items to be taken by couriers immediately after the end of the exhibition. Neither the Congress Center nor the Conference Organization can be held responsible for any items in need of collection. Freight Forwarder For sending material for your booth from abroad, we advise working together with a freight forwarding agency, e.g. DHL, POSTE, DPD etc. 11

12 Meeting Room Reservation For meetings that are open to all DATE attendees (so called Fringe Meetings, i.e. technical open meetings), the following time slots are offered. They must take place outside the main conference hours: Monday, March 27, :00 18:00 Tuesday, March 28, :00 14:30 18:30 19:30 Wednesday, March 29, :30 14:30 Thursday, March 30, :30 14:00 17:30 18:30 Friday, March 31, :00 18:00 All available meeting rooms are equipped with standard furniture (tables and chairs) at no extra cost. Additional costs will incur for any AV equipment (e.g. projector, screen), telephone lines, internet access, poster boards, catering etc. Room reservations for private meetings can be made (depending on availability of rooms) during the DATE conference, but imply a room reservation fee (price on application). The meeting rooms are located in the conference area close to the exhibition area and next to the conference rooms. The minimum booking duration is 3 hours. Rental periods must always include time for set-up and cleaning. ONLY meetings that are open to DATE conference attendees and that take place outside the main conference hours (see above) will be published and advertised on the DATE website and in the printed programme booklet. The meeting rooms will only be equipped with furniture and electric power. Additional items can be provided on extra costs, such as projector, telephone and data lines, catering, poster boards, etc. Recommended Room Layout: BOARD ROOM STYLE For more details and a quotation, please send us your reservation request by means of the DATE 2017 Meeting Room Order Form (attached to this Exhibitor Manual). Deadline: Tuesday, January 31, 2017 All rooms are offered upon application and are subject to approval by the DATE General Chair. 12

13 Company Profile and Exhibition Guide All registered exhibitors and sponsors of DATE 2017 are entitled to submit their company profile including a short company description and logo. As an exhibitor, you are entitled to additionally enter your product finder keys. This is a tool where companies can specify the products and services offered. The company profile shall include: Exact company name (how you wish to be listed) Company contact details, incl. name & address (only one contact will be published) Company description (in English, max. 250 words, text document) Product key finders (if applicable) Official company logo This information will be published at the DATE website and allows conference delegates to research your company prior to DATE Furthermore, each company profile will be published in the Exhibition Guide (as part of the programme booklet) which will be available online shortly before the conference and will be distributed to every delegate/exhibition visitor on-site. If you are representing more than one company on your booth, you may also send multiple information. We kindly ask you to visit the DATE website and review your current company profile at the following link: In case of any change requests, please inform us in writing by Tuesday, January 31, 2017 If we do not receive any feedback/change requests before the given deadline, the company profile will be printed and published in the Exhibition Guide (as part of the programme booklet) as stated online. Registration and Accommodation Each exhibitor receives one complimentary conference delegate pass. This pass is valid for Tuesday to Thursday only and includes: Access to all sessions and to the exhibition area Conference bag incl. programme booklet Conference proceedings (available on memory stick on-site) Entrance to the Exhibition Reception (March 28, 2017) & DATE PARTY (March 29, 2017) Refreshments during coffee breaks, buffet lunch during lunch breaks It neither includes entrance to the Monday Tutorials nor to the Friday Workshops. Additional conference registrations If you want to register more than one person for the conference itself, the regular conference rates will apply. Please use the online registration platform: Additional booth personnel registrations Additional staff for your booth can be registered for free (as Exhibition Visitor ). Please note: The exhibition registration solely includes: Access the exhibition area (no session access, except for the Exhibition Theatre Sessions) Exhibition Guide (as part of the programme booklet) Entrance to the Exhibition Reception (March 28, 2017) It neither includes lunches nor entrance to the DATE Party or the Monday Tutorials & Friday Workshops. 13

14 Please send us the name(s) of your booth personnel via to as soon as possible; Deadline: Tuesday, February 28, 2017 Please collect the badge(s) upon arrival at the conference centre at the registration desk. The badge must be worn all time when being at the conference venue. Hotels In cooperation with the service provider HRS and two local hotels, the Conference Organization offers hotel rooms at favourable rates in Lausanne for all conference delegates. There are pre-reserved rooms at fixed rates in the two hotels, which are closest to the SwissTech Convention Center. Furthermore, rooms in other hotels can be booked through the HRS online reservation platform as described below. Kindly note that an overnight taxe de séjour of CHF 3.50 per person per night needs to be paid at the hotel additional to the below mentioned room rates. When paying the tax, you will receive the Lausanne Transport Card that allows free and unrestricted access to all public transport services in the city (bus, train, metro) and many other benefits please see the official Lausanne webpage for further information. SwissTech Hotel located next to the congress center - approx. 2 minutes walking Route Louis-Favre 10b Phone: Ecublens, CH sth@epfl.ch Price single business room including breakfast: CHF per night Price breakfast: CHF per person For conducting a booking, please visit and enter the Promo Code DATE2017 (Subject to availability) Starling Hotel Lausanne located 700 m from the congress centere approx. 10 minutes Route Cantonale 31 Phone: Saint-Sulpice, CH contact@shlausanne.ch Price single business room including breakfast: CHF per night Price single superior room including breakfast: CHF per night For conducting a booking, please visit and enter the code DATE2017 (Subject to availability) HRS Booking Platform Furthermore, rooms can be booked through the HRS online reservation platform, which is available via the following link: DATE 2017 Hotel Reservation For any questions regarding the HRS hotel reservation or telephone bookings, please contact the HRS Event Online Service Team: Phone: Event-Online@hrs.com WARNING: If you are contacted from any other hotel agency regarding hotel rooms for DATE 2017 (e.g. from Larry Ellison <larry@b2belists.net> or EHS <support@ehshousing.com>), please note that they are not operating on our behalf. We collaborate with HRS only. 14

15 Useful Information from A to Z ACCOMMODATION Rooms can be booked through the HRS online reservation platform, which is available on the website at following link For any questions regarding the HRS hotel reservation or telephone bookings, please contact the HRS Event Online Service Team: Phone: Event-Online@hrs.com Reservations are subject to availability. Please adhere to the booking deadlines. The General Terms and Conditions of the hotels apply, respectively. APP You may use the DATE Smartphone App (WHOVA) to navigate in the online programme, network with other attendees, exchange electronic business cards, or fill in the DATE survey to get one of the exclusive DATE collector mugs (for fully registered conference delegates only) The WHOVA App can be downloaded via the following link or in the Apple/Google stores for free: Microsoft users: Please install it and search for DATE 2017 BANNERS It is unfortunately not possible to hang banners from the wall of the SwissTech Convention Center. However, you may contact our service partner cubicworx to offer you alternative opportunities for effectively presenting your logo or lettering at your booth. BUSINESS CENTRE Exhibitors who require photocopying services may contact the Conference Organization on-site at the registration desk. Kindly note that this service is subject to a nominal fee & at the organiser s discretion. CATERING For ordering catering on-site for your booth or for a meeting, please contact directly (after having received your room/booth confirmation from the Conference Organization K.I.T. Group): SwissTech Convention Center, c/o ExpoGourmet SA: Mr Emmanuel Sailer emmanuel.sailer@expogourmet.ch Deadline Catering Orders: February 28, CATERING VOUCHERS As exhibition visitor and additional booth staff registrations do not include lunches, you may buy lunch vouchers (CHF 40.00) for your booth staff and/or clients through the Conference Organization K.I.T. Group in advance. Please place your order by date@kitdresden.de. Deadline: February 28, CLEANING The cleaning of the exhibition area will be carried out before the official opening hour of each exhibition day. However, exhibitors are responsible themselves for the cleaning of any stand exhibits and displays. Individual cleaning can be booked on extra costs, if required. Please ensure that bins are placed in front of your stand at the end of each day and not left in a locked room. Please ensure that you remove all rubbish when dismantling your stand. You will be charged for any rubbish, material and/or exhibits left behind. DATE HOMEPAGE The official DATE homepage is available at It is updated regularly and contains all relevant information regarding the conference, such as the full advance programme, the exhibitor and sponsor list, registration & hotel information as well as travel offers. Information regarding past DATE conferences can be found here as well. 15

16 DATE PARTY The DATE Party is scheduled on Wednesday, March 29, 2017, starting from 19h30. This year, it will take place in the remarkable Olympic Museum, situated in Lausanne s beautiful city centre. From the outdoor Terrace of the museum, delegates can enjoy the stunning view over the Lake Geneva and the Swiss- French Alps. During the evening, the exhibition areas of the museum will be opened for individual visits. The party will feature a buffet style dinner with various catering points and accompanying drinks as well as entertaining background music. Please kindly note that it is no seated dinner. All conference attendees, users, vendors and their guests are encouraged to join the DATE Party. It is open to everyone, subject to availability of tickets. Entrance is only possible for attendees with a valid party ticket, so please ensure that you have your ticket in advance. Each full conference registration includes a ticket for the DATE Party. Thus, each exhibitor receives one free ticket, which will be given to the person who collects the free conference delegate pass. If you wish to purchase an additional ticket, please contact the Conference Organizer in due time (in written form only). The price per ticket is CHF Deadline for purchase: February 28, 2017 (alternatively: on-site, subject to availability of tickets). DELIVERIES/COLLECTIONS Exhibitors should ensure that drivers delivering exhibits are supplied with full information, e.g.: which event, company and stand the delivery is to be made to. Deliveries can only be accepted one week prior to the conference, at the earliest stage. However, it is recommended to send any items during the official exhibition set-up on Monday, March 27, 2017, and to have staff on-site to receive deliveries. The organisers cannot accept responsibility for signing consignment slips on behalf of exhibitors. Exhibitors should not leave any items for collection unattended on their stand after the show closes. Please arrange for collection of all items by couriers immediately after the end of the exhibition. Neither the Congress Center nor the Conference Organization can be held responsible for any items in need of collection. ELECTRICAL MAIN POWER SUPPLY The offered exhibition stand packages (Option 1, Option 2, Option 4 and Option 5) will have electricity (1kW) at the booth. When having chosen Option 3 ( Space only ), exhibitors must order and pay for the electrical main power supply (if required). Please contact the Conference Organization in due time. Power to stands will be switched off one hour after the exhibition closes on Thursday, March 30, EXHIBITION MANAGER K.I.T. Group GmbH Dresden, DE, Franziska Röhrig roehrig@kitdresden.de Mobile on-site (March 27-31, 2017): EXHIBITION RECEPTION The Exhibition Reception will take place on Tuesday, March 28, 2017, from 18h30 to 19h30. The conference organizers will provide free drinks. In addition, exhibitors can order drinks and food for their stands and offer these to the delegates and exhibition visitors. EXHIBITOR BADGES Exhibitors are kindly asked to send in all the names of the both staff in due time, by February 28, 2017, the latest (in written form to the Conference Organization). The badges may be picked up upon arrival at the conference venue at the registration desk. The booth staff is obliged to wear the badge during the whole conference/exhibition opening hours. 16

17 FREIGHT FORWARDER For sending material for your booth from abroad, we advise working together with a freight forwarding agency, e.g. DHL, POSTE, DPD etc. HELP DESK An exhibitor help desk from cubicworx will be available during the official exhibitor set-up on Monday, 27 March, 2017 located in the exhibition area. INSURANCE Although the DATE Conference Organization takes every precaution to protect your property during the event, we cannot be held responsible for any loss or damage to your stand and its contents. Therefore, we recommend taking out insurance individually to cover these risks. MATERIAL DISTRIBUTION Promotional material may only be handed out on the ordered and contracted booth space in the exhibition area. Kindly note that it is not permitted to distribute flyers, leaflets etc. in the conference center. MEETING ROOM RESERVATION For renting a room for a commercial meeting on-site, please us the DATE 2017 Meeting Room Order Form (attached to this Exhibitor Manual). The reservation will be confirmed upon availability of meeting facilities and confirmation of the DATE General Chair. Deadline: January 31, NEIGHBOURING STANDS If you have any concerns regarding the position of equipment, for example lighting or sound equipment, it is possible to contact your neighbouring stand. Please contact the Conference Organization. OPENING HOURS The DATE 2017 exhibition will be opened for the public during the following time slots: March 28, 2017: 10h30 18h30 (afterwards: Exhibition Reception from 18h30 19h30) March 29, 2017: 10h00 18h30 (afterwards: DATE Party from 19h30 - midnight) March 30, 2017: 10h00 16h00 Admission to the exhibition area is permitted daily starting from 07h30 (start of conference registration). Exhibitors must ensure that they wear the badge when entering the conference venue. Regarding any planned activities at the booth outside the above-mentioned opening hours, exhibitors are kindly asked to inform the Conference Organization immediately. ORGANISERS CONTACT ON-SITE Exhibitors may contact the organisers on-site either personally at the registration desk (main entrance of the convention center) or via the following mobile phone number on-site: PARKING Parking places (paying) for visitors are available under l'esplanade, and along the Avenue Piccard. Car parks indicated by the green "P" symbol are reserved for holders of a special card. PHOTOGRAPHY Taking photos or recording within the exhibition area is prohibited without the permission of the company being recorded. The official DATE Photographer is exempt from this rule. 17

18 PRESS LIST A list of invited journalists is available on request one week before the conference. This information is only shared with exhibiting companies and will not be given to any PR agency. PRESS LOUNGE The Press Lounge is open throughout the conference opening hours and is located in the Conference area between offices F and G. It is available for having one-to-one meetings between press representatives and clients (by invitation only!). This open area is not meant to be used for discreet talks and space availability cannot be guaranteed. PRESS PACKS All Exhibitors are invited to supply 25 press packs to be distributed to the visiting press on-site. Please deliver those on Monday, March 27, 2017, to the Press Lounge. Check occasionally with the Press Chair that there are sufficient packs. Please collect any spare press packs from the Press Lounge on Thursday, March 30, 2017, after the exhibition has closed. PRESS PROMOTION The Conference Organization endeavours to promote the DATE conference to maximum potential. This includes a full advertising schedule in all major European & US Electronic Journals. Additionally, Press Releases have been distributed to all supporting journals starting from June, 2016 onwards. Editors will be invited from all relevant European and US Journals. Journals who supported DATE previously included: Markt & Technik (Germany), Elektronik (Germany), Electronics Weekly (UK), Embedded System Engineering (UK), E & E (Germany), Elektronik Praxis (Germany), Elektronik i Norden (Sweden), Components in Electronics (UK), EO News (Italy), IQ (USA), IET Engineering and Technology (UK), Chip Design (USA), Electronique (France) & Electronique International (France and EE Times (Europe). PROCEEDINGS The DATE proceedings will be available on memory stick on-site (distributed upon arrival and collection of the conference material on-site). PROGRAMME The full advance programme is available on the DATE website: REGISTRATION Each exhibitor receives one complimentary conference delegate pass. This pass is valid from Tuesday to Thursday only and includes: Access to all sessions and to the exhibition area, Conference bag including programme booklet, Conference proceedings, Entrance to the Exhibition Reception (Tuesday evening, March 28, 2017), Entrance to the DATE PARTY (Wednesday evening, March 29, 2017), Refreshments during coffee breaks, buffet lunch during lunch breaks. It neither includes entrance to the Monday Tutorials nor to the Friday Workshops. Exhibitors can register additional persons for the conference itself via the online registration platform. The regular conference rates apply. Additional booth staff can be registered for free ( Exhibition Visitor ). This registration includes: Access to the exhibition area & Exhibition Theatre sessions only (not to the regular conference sessions), Programme Booklet incl. Exhibition Guide, and Entrance to the Exhibition Reception. It neither includes lunches nor entrance to the DATE Party nor the Monday Tutorials and Friday Workshops. Deadline Booth Staff Registration: February 28, 2017 Please collect the badge(s) upon arrival at the conference centre at the registration desk. The badge must be worn all time when being at the conference venue. 18

19 REGISTRATION DESK The registration desk is located in the main entrance foyer of the convention center. SECURITY The convention center security service will be in operation throughout the DATE Opening hours. However, neither the SwissTech nor the conference organization can be held responsible for any loss or damage to exhibitor s property. If exhibitors are concerned about security, they are kindly asked to hire guards for their booth via the SwissTech directly. Exhibitors are warned not to leave any valuables unattended on their stands, during the exhibition setup, opening hours or breakdown periods. In case of any loss or damage, the organisers must be informed immediately. STORAGE There will be very limited storage facilities and space available on-site. Thus, we kindly ask you to inform the Conference Organization early in advance (1 month prior to the conference, the latest), in case you want to store any items during the conference period. Empty boxes or other storage items are not permitted to be stored within or behind the booth due to security reasons. TRAVEL ARRANGEMENTS In collaboration with Swiss International Air Lines - Official Carrier for DATE 2017 in Lausanne, best booking conditions with Swiss product and service quality are offered to all participants: up to 10% discount on the standard fares. Your stay in Switzerland starts on board the aircraft. Details can be found on the DATE website: VALUABLES Exhibitors are advised to not to leave valuables unattended on their stand during the day or overnight. The organiser cannot be held responsible for any losses or damages. It is advisable to lock any items of value in a lockable cupboard on the stand. Laptops, bags and mobile telephones are at risk at all times. WIRELESS INTERNET ACCESS The conference organizers will provide wireless internet access for all DATE delegates which is available in the entire congress centre throughout the whole DATE week. SAVE THE DATE Conference & Exhibition March 19 23, 2018 International Congress Center Dresden, Germany 19

20 APPENDICES DATE 2017 SwissTech Delivery Form DATE 2017 Meeting Room Order Form DATE 2017 General Terms and Conditions for Exhibition & Sponsoring 25 20

21 DATE 2017 SwissTech Delivery Form, page 1 21

22 DATE 2017 SwissTech Delivery Form, page 2 22

23 DATE 2017 Meeting Room Order Form, page 1 Please fill in and sign this application form and hand it in via attachment or fax by January 31, All room reservations are pending availability and approval by the General Chair. DATE Conference Organization date@kitdresden.de c/o K.I.T. Group GmbH Dresden Fax: Company Details Company name:* Contact person:* Phone: * Address:* Zip/City/Country:* Invoicing Address:* Sales Tax ID No.: *mandatory Name of the Meeting... Type of Meeting Technical OR Commercial Open OR Private Open technical meetings are offered a conference room for a 3 hour timeslot, free of charge during the DATE week at determined time slots (an open technical meeting is defined as a meeting related to academic or research projects, or managed by non-profit organizations). Additional rooms for non-profit organizations and rooms for open technical meetings managed by commercial enterprises are available for hire with prices starting from CHF VAT (if applicable). Furthermore, commercial enterprises may hire rooms for private meetings. Price on application + VAT (if applicable). Rooms will include furniture (tables and chairs) and electricity at no extra cost. Additional costs will incur for any AV equipment (e.g. projector, screen), telephone lines, internet access, poster boards, catering etc. Room Rental Costs Open technical meeting (as per explanation above) CHF 0.00 Open technical meeting (managed by commercial enterprises).. CHF Private commercial meeting. CHF To be specified and invoiced (if applicable) by the DATE Conference Organization. 23

24 Meeting Room Requirements DATE 2017 Meeting Room Order Form, page 2 Date: 1 st choice Time: 1 st choice 2 nd choice: 2 nd choice: Time of start: Time of finish: (Rental periods must always make allowances for set-up and clean-up time) Expected number of attendees: Room set-up (i.e. theatre, class, board room): Additional Requirements AV and Catering Requests For ordering additional AV equipment and/or catering for the meeting, please contact directly (after having received your room confirmation from the Conference Organization): AV Requirements: SwissTech Convention Center, Ms Tamara Richard Phone: tamara.richard@epfl.ch Catering Requirements: SwissTech, c/o ExpoGourmet SA, Mr Emmanuel Sailer Phone: emmanuel.sailer@expogourmet.ch Marketing Description (ONLY for open technical meetings; upto 50 words to be published on the DATE web page and in the Programme Booklet): On-site Contact *mandatory On-site contact person:* On-site mobile phone number:* Room allocated: To be assigned by the Conference Organization Date: Time: Date: Signature Company 24

25 DATE 2017 General Terms and Conditions for Exhibition & Sponsoring The exhibition contract is binding. The permission to exhibit at the mentioned conference is given by means of the contract and the subsequent invoice. The exhibitor/ sponsor has to pay the total amount due to the congress account within 14 days after having received the invoice, at the latest until the mentioned term of payment in the invoice. If the payment has not been realised in due time, the organiser has the right to reverse the permission and to distribute the exhibition space otherwise. Only after having received the payment, the booking will be officially accepted and the exhibition area will be considered reserved. A cancellation of the permission can also be made if the exhibits of the exhibitor are not conformable with the conference. There will be NO REFUND in case of cancellation from the exhibitor/sponsor, i.e. neither for booked exhibition space or other ordered furniture/exhibition material nor for booked sponsoring items. By signing the contract, the exhibitor/ sponsor accepts the safety regulations of the organiser. An own company stand may only be assembled and designed according to the handed-in description which must be accepted by the organiser. The exhibitor accepts the safety regulations from the local authorities (police), the fire brigade, the Technical Inspection Agency and similar organisations. Aisles, emergency exits, emergency lighting and fire extinguishing equipment may not be blocked or screened in any way. It is prohibited to hang stand constructions from the roof of the exhibition area, to drive nails or other fastenings in the walls or in rented stand walls, to bore or to pass own cables. All extra furniture has to be approved and confirmed in a written way from the organiser. Furthermore, the organiser has to be informed about additional requirements in sufficient time. The exhibitor/sponsor is requested to deal carefully with the rented booth and all additionally rented furniture, and to hand it back in proper condition. Concerning the distribution of product samples, refreshments, food or other samples, the exhibitor has to possess the written confirmation of the organiser. The assembling and dismantling of the booth have to be realised during the predetermined dates and times. If the exhibitor/sponsor does not comply with the times, the organiser has the right to charge possibly resulting extra costs to the exhibitor s/sponsor s account. The booth has to be occupied during the whole conference. The exhibition costs do not include insurances of any kind. The exhibitor/sponsor takes the full liability for all damages caused by him or his employees. The organisers do not take any responsibility or liability for damages or losses at the booths or of the exhibits. All exhibitors are advised to arrange appropriate insurances for their exhibits. The General Terms and Conditions of the congress center/conference venue as well as of all service partners apply additionally. Place of performance and court of jurisdiction is Leuven. The Law of the Kingdom of Belgium applies. 25