EASD Guide. Vienna. Austria. 50 th Annual Meeting of the European Association for the Study of Diabetes

Transcription

1 EASD th Annual Meeting of the European Association for the Study of Diabetes Vienna. Austria September 2014 Industry Meeting Room Guide

2 CONTENTS HALL OVERVIEW...3 EXHIBITION STAFF/MEETING ROOMS...4 GALLERY MEETING ROOMS...5 LOUNGES...6 ORGANISATIONAL DETAILS...7 KEY PICKUP / KEY RETURN...7 IMPORTANT CONTACT DETAILS...8 2/8

3 Hall Overview 3/8

4 EXHIBITION STAFF/MEETING ROOMS Exhibition Staff Room A limited number of staff rooms (16 82 m²) will be built up within the exhibition hall. These rooms can be used by exhibitors from Sunday, 14 September until Friday, 19 September. Kindly note that during the exhibition setup on Sunday, 14 September and Monday, 19 September, the following rules apply: - It s not allowed to welcome clients during the exhibition setup and dismantling - It s your responsibility to guarantee safety for your staff During the time the exhibition is closed exhibitor badges are obligatory to enter the hall/rooms. The times to be considered: Sunday, 14 September 08:30 20:00 Monday, 15 September 08:30 15:00 Tuesday, 16 September 07:30 09:30 and 17:30 19:00 Wednesday, 17 September 08:30 09:30 and 17:30 19:00 Thursday, 18 September 08:30 09:30 and 17:30 19:00 Friday, 19 September 08:30 09:30 and 12:00 19:00 Exhibition Meeting Room Meeting Rooms (< 24 PAX) in the Exhibition can be hired, during exhibition opening times for the purpose of staff briefings, meetings with associated professionals, such as speakers/investigators and for small private meetings. Please bear in mind that delegates will have access to the exhibition during the exhibition opening hours only: Tuesday, 16 September 09:30 17:30 Wednesday, 17 September 09:30 17:30 Thursday, 18 September 09:30 17:30 Friday, 19 September 09:30 12:00 Important information about Exhibition Staff/Meeting Room All rooms in the Exhibition will be provisionally setup. Therefore, we can t guarantee a 100% sound protection. Included in the rental price is the following: dustbin, coat chariots, electricity, electricity extensions with 3 connectors, daily cleaning, Wifi for standard usage (surfing, checking s...) and the below furniture. Any setup changes will be surcharged (250 ). AV or CATERING is not included in the rental fee. This will be provided only upon request and is to be surcharged. Room equipment: 10 Pax: Setup: boardroom (3 tables, 10 chairs) 12 Pax: Setup: boardroom (3 tables, 12 chairs) 16 Pax: Setup: boardroom (8 tables, 16 chairs) 20 Pax: Setup: boardroom (10 tables, 20 chairs) 4/8

5 GALLERY MEETING ROOMS The meeting rooms in the gallery are located in the first level of Hall B and therefore in a very short walking distance to the exhibition. These permanently installed rooms offering a capacity for up to 30 people and guarantee excellent meeting conditions and sound protection. During exhibition opening hours the rooms are accessible via the stairs in the passage between the main walkway and entrance to the exhibition. Sunday, Monday and before/after exhibition opening hours the rooms can be reached from the mall through the Atrium Cafe on the first floor only, like illustrated on the map below. Important information Included in the rental price is the following equipment: dustbin, coat chariots, electricity, electricity extensions with 3 connectors, air conditioning, Wifi for standard usage (surfing, checking s...), daily cleaning and the below furniture. Any setup changes will be surcharged ( ). Please bear in mind that it s prohibited to hang up any banners or posters on the window which can be seen from the exhibition hall or anywhere outside the meeting room. AV or CATERING is not included in the rental fee. This will be provided only upon request and is to be surcharged. Room equipment: 10 Pax: Setup: boardroom (4 tables, 10 chairs) 16 Pax: Setup: boardroom (8 tables, 16 chairs) 20 Pax: Setup: boardroom (10 tables, 20 chairs) 30 Pax: Setup: boardroom (14 tables, 30 chairs) 5/8

6 LOUNGES There are lounges or bigger rooms available to book as hospitality suites in the congress venue. These meeting rooms can be used to setup your individual lounge. You can bring your own furniture or order it from Expoxx, the official supplier. Important information Included in the rental price is the following equipment: electricity, air conditioning, daily cleaning, Wifi for standard usage (surfing, checking s...) Catering, AV and furniture will need to be discussed upon request and will be surcharged. Due to the fact that these rooms are very different more detailed information can be found in the individual offer for your hospitality suite. 6/8

7 ORGANISATIONAL DETAILS Access to the Meeting Rooms is only available during the booked rental period. Based on the fact that the Meeting Rooms are located within the official conference area, access can just be provided to persons wearing badges (during the whole congress period). The conference center will be open for delegates daily from hrs to hrs. Please consider this when inviting your participants. Promotional activities such as roll ups, posters or own provided signage is prohibited outside the meeting rooms. Meeting Rooms will be checked concerning the setup and conditions prior to and at the end of the meeting. Any problems will be dealt with on a request basis. The Meeting Room is only to be used for company internal meetings. Scientific related meetings are prohibited! Noise must be kept to a minimum in respect of other meetings taking place next door. INTERPLAN AG does not assume liability for any valuables left within the room. A key does not provide any security. We suggest taking all materials, ordered or brought by you with you or to provide security. All items brought in by companies must be removed when leaving the Meeting Room. Otherwise a cleaning fee will be charged. All additional technical items which are not mentioned in the Meeting Room description must be provided or ordered by the user. Orders for food arrangements and/or audiovisual services, additional services and extra equipment will be determined by the individual contractors. KEY PICKUP / KEY RETURN Keys for the Meeting Rooms can be picked up in front of your booked room where a hostess will be at your disposal during the meeting. Access to the rooms will only be given if the full invoice amount for the room rental has been paid prior to the EASD Meeting. An organisational sheet will be provided at a later stage on which the contact details of the person in charge of your Meeting Room will have to be indicated. The person in charge may pick up the key for your Meeting Room 30 minutes prior to the booked period. Please ensure to return it 30 minutes after the booked period ends at the latest. In case the key won t be returned or gets lost, we have to charge you plus statutory sales tax according to European regulations. Please have your credit card details ready onsite for guarantee. Of course we only would charge it in case of not returned or lost keys. We kindly ask for your understanding that on-site orders can be accepted only through the responsible person. This is to avoid any double orders or misunderstandings. 7/8

8 IMPORTANT CONTACT DETAILS 1) General Site Information, Site Inspection Reed Messe Wien Contact: Phone: Ms Verena Hanisch AV equipment: please fill out the attached order sheet Deadline: 15 July 2014 (afterwards late order charge of 20%) Steiner Contact: Phone: Web: Catering: Deadline: 22 August 2014 Mr Mischa Volavsek Gallery B, Exhibition Meetingrooms: please fill out the attached order sheet Contact: Ms Andrea Jann Gerstner Phone: jann@gerstner.at VIP Lounge Hall C, VIP Lounge Hall D: Contact: Ms Caroline Pell Gourmet Group Phone: caroline.pell@gourmet.at Web: Internet, Telephone: Deadline: 5 September 2014 Wifi is available in all meeting rooms. This service is for standard internet usage (surfing, checking s ). If you have special requirements please contact: Contact: Mr Willibald Jaeckl Kapsch Phone: willi.jeckel@kapsch.net Additional Furniture: Deadline: 8 August 2014 EXPOXX Contact: Phone: Web: Ms Karin Beuchert karin.beuchert@expoxx.at Freight forwarding (INTERPLAN AG service partner): PLEASE NOTE: NO DELIVERY POSSIBLE TO THIS ADDRESS! Schenker Deutschland AG Paul-Henri-Spaak-Str. 8, Tor Munich Germany Contact: Phone: Fax: Mr Jordi Ilinas interplan@dbschenker.com Please contact Schenker directly to get the delivery address which always depends on the kind of transportation. 8/8