GEO-X and 2014 Ministerial Summit January 2014, Geneva, Switzerland. Second Announcement for the Exhibition 22 October 2013

Transcription

1 GEO-X and 2014 Ministerial Summit January 2014, Geneva, Switzerland Second Announcement for the Exhibition 22 October 2013 For more information please contact: GEO Secretariat 7 bis, avenue de la Paix, CP 2300, CH-1211 Geneva 2 Switzerland Tel.: secretariat@geosec.org

2 1. Introduction The GEO-X and GEO 2014 Ministerial Summit, as well as all the associated meeting and events will take place at the International Conference Center in Geneva CICG from 13 to 17 January The Exhibition represents a key component of a successful week and Summit, providing tangible examples of GEO achievements, and informed decision-making. Potential exhibitors are asked to provide summary information on the content of their booth and any plans for associated Side-Events, presentations, etc. 2. Exhibition Area within the CICG The Ground floor (level 0) will be the Exhibit area (see layout below). The Main Hall and the polyvalent space constitute the initial baseline allocation. If necessary, this area will be expanded by progressively using Meeting Rooms 2, 3 and 4 and by removing the panels delimitating meeting rooms will be removed; one exhibition area will be maintained. The GEO-X Plenary meeting and the GEO 2014 Ministerial Summit will take place in room 1, the amphitheater, on the First floor (level 1). 1

3 3. Exhibition Provisional Timeline Opening period and hours The exhibition will open the morning of Tuesday, 14 January, and will close the afternoon of Friday, 17 January at 14:00. Nominal operating hours will be 09:00 to 18:00 daily. Ministers will visit the Exhibition in the morning of Friday, 17 January. The Exhibition will be open to the public to the extent possible taking into account constraints associated to the GEO official meetings. Set-up and disassembling Exhibitors using standard booths will have access to the area during the following periods: Monday, 13 January, from 14:00 to 20:00, for the set up of the booths. Friday, 17 January, from 14:00 to 18:00, for disassembling. Disassembling will not be permitted before the official closing of the Exhibition. Timing and specific arrangements for custom booths are to be agreed with the company Mathys SA in charge of the Exhibition coordination and buildup (please refer to the following point NN). 4. Modular Stand As indicated in the first announcement modular stands (3x2 m.) will be made available. Their characteristics as well as price and ordering details are described in the enclosed GEO-X Exhibitor Manual. The Manual contains descriptions, prices and order forms for accessories, audio-visual, graphics, banners and displays you may want to order to personalize your stand. The manual also includes the order form for the rental furniture, listed in the enclosed Furniture Catalogue, to be consulted with the Furniture rental price list. Concerning the Items not included in the basic package, indicated at the bottom of page 3 of the Manual, we are glad to inform you that they are being dealt directly by the Exhibition organizers with the CICG, so you don t need to place any order. 2

4 5. Custom booths In case you plan to bring your own stand and/or you need support for its design and realization on site, you should contact the company in charge of the Exhibition coordination and buildup. Contact point: Mrs. Caroline Bouchard Phone: In addition, Exhibitors are asked to identify, in the registration form, the overall dimensions of their stand. 5. Exhibitor checklist You find also enclosed the Exhibitor checklist which contains detailed logistic instructions and provisions applicable for the Conference Center CICG. The reference you shall mention in all the communications with the CICG is the following: GEO Summit ref Please disregard the point about cleaning, which is being dealt directly by the Exhibition organizers with the CICG. 5. Badges The GEO Secretariat will issue exhibitors badges. Please indicate in the registration form the list of people to be registered. 5. Deadlines While the requests from exhibitors which have pre-registered in response to the first call are confirmed, new proposals for exhibits will be dealt on the basis of first come-first served. The deadline for new proposals is 31 October 2013, with return confirmation regarding availability by November 13th. Pre registered exhibitors are invited to make without delay the necessary steps to secure the booth and the requested services. 3

5 New exhibitors are requested to start the same process after the reception of the confirmation from our side. 6 Prices We would like to draw the exhibitors attention on the fact that, as indicated in the Exhibitor Manual, the prices vary as a function of the time of when the order is placed. In particular: Orders by 22nd November: discount prices Orders by 6 December: standard prices Orders after 6 December: subject to availability and 30% surcharge 4