ESTRO 33 EXHIBITORS MANUAL. Venue Reed Messe Vienna GmbH Congress Center Messeplatz 1 A-1021 Vienna Austria

Transcription

1 ESTRO 33 EXHIBITORS MANUAL Venue Reed Messe Vienna GmbH Congress Center Messeplatz 1 A-1021 Vienna Austria

2 1 INTRODUCTORY LETTER p.3 2 EVENT AT A GLANCE p.4 3 HOW TO GET THERE p.4 4 ESTRO RULES & REGULATIONS p.5 5 SET-UP AND DISMANTLING p Access to exhibition hall p Set-up p Dismantling p.11 6 ONSITE SCHEDULE p Set-up p Exhibition timings p Dismantling p.12 7 EXHIBITORS FACILITIES p Exhibitor profile p Exhibitor registration p Pre-registration p Onsite registration p Exhibitor badge p Complimentary exhibitor badge p Regular exhibitor badge p Full access exhibitor badge p Non personal full exhibitor badge p Non exhibitor badge p Visitor badge p Other badges p Rental space p Architectural guidelines p Overall height of display p Overall weight of display p Visibility p Decoration arrangement of booth p Types of booths p Modular shell scheme p General guidelines Messe Wien Congress Centre p Exhibitors facilities p Registration desk p Lost and Found p OFFICIAL CONTRACTORS/SUPPLIERS p Customs, warehouse mailing, shipping of stand material, airfreight, seafreight and land transport p Accommodation p.15 9 ESTRO BOOKINGS FORMS p.15 a. Rules and Regulations p.15 b.space rental p.15 c.sponsoring / Advertising p.15 d.satellite symposium p.15 e.meeting rooms p.16 f. Booth construction p IMPORTANT DEADLINES p FREQUENTLY ASKED QUESTIONS p ANY OTHER INFORMATION p.18 2

3 1 INTRODUCTORY LETTER Dear Exhibitor, Welcome to the ESTRO 33 Congress! The purpose of the following manual is to make your exhibit at this ESTRO annual Congress, a wholesome, memorable and fruitful exercise. The manual will provide you with an overview of the event exhibition and all basic practicalities involved in your exhibit display. It covers the rules and regulations, the set-up process; the facilities offered; the forms needed. A full list of providers and services with corresponding order forms can be found in the exhibition manual annex. We look forward to make your participation in this next Congress both successful and enjoyable. For any further queries, please contact us directly. Warm regards, On behalf of the ESTRO team, Valérie Cremades Industry and Exhibition coordinator vcremades@estro.org Direct tel.:

4 2 EVENT AT A GLANCE Title : ESTRO 33 Dates : 4-8April 2014 Venue : Reed Messe Vienna GmbH Congress Center Messeplatz 1 A-1021 Vienna Austria 3 HOW TO GET THERE One of the big advantages of the Messe Wien Exhibition & Congress Center is its inner city location, which is certainly unusual but could hardly be bettered. The venue is served by two underground stations, a stone s throw from the three main entrances. The Center also has excellent links with the airport, the motorway and rail networks. Just 20 minutes by taxi from Vienna International Airport, it is sandwiched between the Prater park and the nearby Danube. The historic city centre is only a few minutes away by underground. BY CAR GPS: 1020 Vienna, Ausstellungsstraße or Trabrennstraße From the south: Südautobahn A2 - Südosttangente A23 in the direction of Praha/Brno exit Handelskai/Messezentrum From the east (Wien-Schwechat Airport): Ostautobahn A4 Südosttangente A23 in the direction of Praha/Brno - exit Handelskai/Messezentrum From the west: Westautobahn A1 until the motorway junction at Steinhäusl Außenringautobahn A21 until the motorway junction at Vösendorf Südosttangente A23 in the direction of Praha/Brno - exit Handelskai/Messezentrum From the north: Donauuferautobahn A22 until the exit for Reichsbrücke (direction Zentrum) after the bridge turn left at the first traffic light into Vorgartenstraße and drive to the junction to Ausstellungsstraße BY AIR With public transport systems from Vienna Airport (VIE) to Messe Wien Exhibition & Congress Center CAT CITY AIRPORT TRAIN to Wien Mitte/Landstraße take the U4 line in direction Heiligenstadt get out at Schottenring take the U2 line in direction Aspernstraße SCHNELLBAHN S7 in direction Südbahnhof get out at Praterstern take the U2 line in direction Aspernstraße BUS VIENNA AIRPORT LINES to Morzinplatz take the tramway 1 in direction Stefan-Fadinger-Platz - get out at Schottenring take the U2 line in direction Aspernstraße BY RAIL With public transport systems from the Vienna Railway Stations to Messe Wien Exhibition & Congress Center SÜD/OSTBAHNHOF (under construction) Replacement: Meidling/Philadelphiabrücke: UNDERGROUND U6 in direction Floridsdorf to Längenfeldgasse U4 line in direction Heiligenstadt to Schottenring U2 line in direction Aspernstraße SCHNELLBAHN to Praterstern - U2 line in direction Aspernstraße WESTBAHNHOF UNDERGROUND U3 in direction Simmering to Volkstheater - U2 line in direction Aspernstraße FRANZ-JOSEFS-BAHNHOF TRAMWAY line 5 in direction Praterstern to Praterstern U2 line in direction Aspernstraße line D in direction Südbahnhof to Schottentor - U2 line in direction Aspernstraße line 33 in direction Friedrich-Engels-Platz to Friedensbrücke U4 line in direction Hütteldorf to Schottenring - U2 line in direction Aspernstraße BAHNHOF PRATERSTERN (ehem. Bahnhof Wien Nord) UNDERGROUND U2 in direction Aspernstraße BY PUBLIC TRANSPORT U2 UNDERGROUND LINE Karlsplatz Aspernstraße The ideal exit to entrances A and Congress Center: station Messe-Prater BUS line 11A Heiligenstadt - Krieau exit to all entrances: station Krieau BUS line 80B Kaiserebersdorf - Krieau exit to all entrances: station Krieau 4

5 4 ESTRO RULES & REGULATIONS The European Society for Radiotherapy and Oncology, hereinafter referred to as ESTRO, has established the following ESTRO Annual Congress - Exhibitors Rules and Regulations, hereinafter referred to as the Rules and Regulations to ensure compliance with laws, rules and contracts related to the participation of Industry to the ESTRO events. These Rules and Regulations form a bona fide part of all contracts signed between Exhibitors and ESTRO. ESTRO reserves the sole right to render all interpretations, amend and enforce these regulations, and to establish any and all further regulations not specifically covered below to assure the general success and well being of the Event. Each Exhibitor, his employees, and his contractors agree to abide by these regulations and any amendments or additions hereafter made by ESTRO. 1. Purpose The purpose of the ESTRO Annual Congress, hereinafter referred to as «the Event», is to further ESTRO s objectives by providing a supportive forum bringing together exhibition, educational and social networking opportunities. 2. Eligibility ESTRO has the sole right to determine the final eligibility and qualification of any company, organisation, agency or product for inclusion in the Exhibition Hall. Only the Exhibitor, as identified on the Application for Exhibition Space that has been approved by ESTRO, may exhibit at the Event in the Exhibition Hall. ESTRO reserves the right to decline, prohibit, deny access or remove any display which, in its sole judgment, is contrary to the character, objectives, and best interests of the Event or unsuitable for its audience. This reservation includes, but is not limited to, any violation of any public policy of these Rules and Regulations and extends to persons, objects, printed matter, products, and conduct. Admittance to the Event and the Exhibition Hall shall remain, at all times, the prerogative of ESTRO, and may be revised or amended to suit unforeseen conditions as solely determined by ESTRO. ESTRO s decision and interpretation of these conditions shall be accepted as final in all cases. 3. Booking procedure The schedule for bookings is as follows: 1rst round bookings (open to ESTRO Gold Corporate members only): as of Oct. 8 th, 2013, 15:00 CET 2nd round bookings (open to all ESTRO Corporate members): as of Oct. 10 th, 2013, 15:00 CET 3 rd round bookings (open to the whole Industry): as of Oct. 15 th, 2013, 15:00 CET Exhibition space booking: Applications for booth space should be made via to vcremades@estro.org by indicating option 1 (1st preference), option 2 (2nd preference), option 3 (3rd preference), followed by the number of the corresponding booth. These preferences serve as guidance only and the decision between these 3 options will be the sole responsibility of ESTRO. In case all three of these options are already booked, ESTRO will contact the Exhibitor for an alternative solution. All bookings will be treated on a first-come, first-served basis. Bookings can only be made by using the corresponding booking form. Applications received without the booking form duly completed will not be accepted (with exception with Corporate members). 4. Confirmation of booking Once ESTRO has received full payment (see point 9 for Terms of payment of this Rules and Regulations) and the Exhibitor has received written confirmation from ESTRO, Exhibitors bookings are officially confirmed and the Exhibitor is legally bound by the Rules and Regulations and the General Terms of Sales and Services as set out in this document. 5. Exhibition space allocation Every effort will be made to preserve the published floor plan of the exhibition. However, ESTRO reserves the right to rearrange the floor plan or relocate any booth at any time, in the best interests of the exhibition. The Exhibitor shall have no claim against ESTRO in respect of any change of lay-out. While every effort will be made to assign the Exhibitor the best space according to his request, ESTRO cannot guarantee that the Exhibitor will not be placed next to or near a competitor. 5

6 6. Cancellation policy a. Cancellation by the Exhibitor 50% of the total amount of the booking will be invoiced by ESTRO in case of any cancellation before December 16 th, For any cancellation dated after December 16 th, 2013, the total amount of the booking will be invoiced. ESTRO must receive written notification of any booking cancellation made by the Exhibitor. ESTRO shall not be responsible for any costs incurred by the Exhibitor which relate to the cancellation and reserves the right to reallocate the cancelled space. b. Cancellation by ESTRO ESTRO reserves the right to discontinue any booking not complying with the Terms of payment. ESTRO shall not be responsible for any costs related to the cancellation due to non respect of the payment procedure and reserves the right to reallocate the cancelled space. 7. Reduction of exhibition space by Exhibitor Once the application has been confirmed to the Exhibitor by ESTRO, no refund will be made for reduction of exhibition space. 8. Subletting and sharing of exhibition space Exhibitors may not assign, sublet or apportion to others the whole or any part of the exhibition space allocated, and may not display goods, advertisements or services other than those manufactured or regularly distributed by them and approved by ESTRO. 9. Payments and general Terms and Conditions of Sales and Services a. General Terms and Conditions of Sales and Services See Annex. b. Payment Terms ESTRO will determine the currency accepted for each event. For the ESTRO 33, the currency used will be the Euro. Payments can only be made by wire transfer or credit card. Cheques or cash will not be accepted. For payments made by credit card, an additional amount of 2,5% of the total amount invoiced for payments via AMEX and 2,00% will be added to cover the commission fees charged by the payment service company. Unless otherwise agreed in writing and in advance, all invoices are payable within 30 days of the invoice date. By non-payment of an invoice upon its due date, the immediate payment of any outstanding invoices shall be due. ESTRO reserves the right, after prior written notice, to suspend the provision of services, in case of non payment of an invoice, without prejudice to any other right of action. All outstanding unpaid invoices may be subject to a penalty of 15% of the outstanding amount, without prior written notice, and with a minimum of 125. Moreover, the legal interest rate as published by the FPS Finance + 1,5 % may be applied without prior notice to all sums remaining unpaid 30 days from the due date. ESTRO Terms of payment will prevail in any conflict between ESTRO and the terms of any Exhibitor acceptance. 10. Use of Space The Exhibition Hall atmosphere must always match the educational mission of ESTRO. All booth activities and content must be professional and provide educational information related to the field of (radiation) oncology. Each Exhibitor is provided with an official Exhibitor Manual and corresponding Annexes. All booth space must be arranged and constructed in accordance with the guidelines, provisions and limitations contained in the Exhibitor Manual and Annexes. Booth decorations must be professional. Nothing may be taped, posted, nailed, screwed or otherwise attached to columns, walls, drape, floor or any interior or exterior surface of the Exhibition Hall. Booths are not permitted to span an aisle with ceiling or floor covering. Signs, parts of booths, supplemental lighting or any other exhibition material suspended from or attached to the ceiling of the Exhibition Hall must be approved by ESTRO. 6

7 ESTRO reserves the right to restrict the operation of, or evict completely, any booth or display which, in its sole op inion, detracts from the general character of the exhibition. This includes, but is not limited to, any item which, because of noise, flashing lights, method of operation, display of unsuitable material, is determined by ESTRO to be objectionable to the successful purpose of the exhibition. All demonstrations or other promotional activities must be confined to the limits of the booth and require the written acceptance of ESTRO. Sufficient space must be provided within the booth for the comfort and safety of persons watching demonstrations and other promotional activities. Each Exhibitor is responsible for keeping the aisles near its exhibition space free of congestion. Any obstacles found in the outside of the booth perimeter will be remove d at the Exhibitor expenses. Displays and product/service demonstrations are limited to the perimeter of the Exhibitor s own booth, as is the distribution of appropriate literature or other approved items. ESTRO shall have full authority for approval of arrangement and appearance of items displayed. ESTRO may, at its discretion, require replacement, rearrangement or redecoration of any item or any Exhibitor booth, and ESTRO will not be held liable for any costs that may be incurred by the Exhibitor. Violation of one of these rules may be subjected to a 10,000 penalty and reiteration may result in the eviction from the Exhibition Hall at the Exhibitor s cost and with no eligibility for refund. 11. Audio and visual activities The production of music and/or sound, the use of lighting, computer monitors and television screens is acceptable as long as no disturbance is caused and only within the confines of the stands. Sound and lighting must be directed towards the interior of the stand and not outside. The noise level at the perimeter of the stand may not exceed 40 db(a). Neighbouring stands must not suffer visual or acoustic interference. If ESTRO judges that a disturbance is being caused, the exhibitor is to halt the activity immediately. If this is not done, ESTRO reserves the right to make the necessary arrangements at the expense of the exhibitor. A refusal to lower the sound level or halt an activity will be considered a violation of these regulations and may result in the eviction from the Exhibition Hall at the Exhibitor s cost and with no eligibility for refund. Licensing for copyrighted work is the sole responsibility of the exhibitor. 12. Booth specifications The minimum exhibition space allowed is 9sqm. Bare floors in booths are not permitted. All exhibition space must be carpeted or covered with an ESTRO approved material. Booth designs must be approved by ESTRO and the Conference Centre. Exhibitors or their stand builder representatives must provide full dimensional plans + lay-out of their booth to vcremades@estro.org no later than February 28 th, 2014 (this does not apply to modular shell schemes ordered from ESTRO). No pop-up booth only (meaning without surrounding walls) will be allowed without the approval of ESTRO. Exposed or unfinished sides and/or backs of booths and displays must include clean sides and/or back walls so as to present an attractive appearance when viewed from aisles or adjoining booths. All booths will be inspected during set-up. At the direction of ESTRO, the decorator will install clean sides and/or back walls at the Exhibitor s expense to any part of th e booth deemed objectionable by ESTRO. 13. Types of booths a. Island booth An island booth is an exhibition space with aisles on all sides. An island booth is usually minimum 100 sqm. Full use of the space is permitted, but the design of the booth must allow for see-through visibility and accessibility from all adjacent aisles. b. Corner booth A corner booth is an exhibition space with aisles on three sides. This booth must have a back wall. The design of the booth must allow for see-through visibility and accessibility from all adjacent aisles. c. Two-walled booth A two-walled booth is an exhibition space with aisles on two sides. This booth must have either one back and one side wall, or two side walls. d. Three-walled booth A three-walled booth is an exhibition space with an aisle on only one side. This booth must have one back and two side walls. 7

8 14. Height and Non-blocking Display Regulations The maximum height of a booth construction (including rigging, light trusses and hanging banners) is 7 meters. Booths higher than 4 m (excluding rigging, light trusses and hanging banners) and double deckers must be checked by a civil engineer. Plans and calculation must be submitted for approval to the Technical Services department of the Congress Centre. For booth constructions higher than 5 m (excluding rigging, light trusses and hanging banners), a surcharge of 20% of the total amount for the space rental will apply. In case of double deckers, a surcharge of 60% of the official price per sqm will apply for the additional level. The height of any part of the booth or related objects located up to 1 meter away from the side of an aisle must not exceed 2,5 meters. 15. See-through visibility Placement of exhibition equipment must ensure visibility to neighbouring booths in order not to block the view of other Exhibitors. ESTRO reserves the right to refuse any booth design that fails to conform to this requirement. For any constructions with walls facing other Exhibitors booths, the outline of the booth should be submitted for approval to ESTRO together with the application form for space rental. ESTRO reserves the right to relocate any booth not complying with see-through regulations in order to ensure maximum visibility for all exhibitors. 16. Floor Loading / Maximum weight The maximum weight per sqm is 5000 kg. Under no circumstances may the weight of any equipment or exhibition material exceed the specified floor load limit of any part of the exhibition area. The Exhibitor accepts full and sole responsibility for injury or damage to property or persons resulting from non compliance with the maximum floor load specifications of the Conference Centre. 17. Waste It is the responsibility of the Exhibitor to ensure that all debris and waste material, including boxes for packaging, arising from his booth construction is completely removed from the Exhibition Hall prior to the opening of the Exhibition Hall to Exhibito rs and their staff on April 4 th, 2014 at 12:00. All goods not cleared by then will be collected by the official handling company. All costs incurred will be charged to the Exhibitor. 18. Booth occupancy All booths must be fully operational and staffed during the official exhibition hours, as specified by ESTRO. An Exhibitor shall not dismantle any part of his booth before the specified conclusion of the Exhibition set by ESTRO. Any Exhibitor closing his booth or removing exhibition material before the official closing time without written permission of ESTRO will be liable for an early closing fee of 25 % of the total of the exhibition space cost. Any Exhibitor failing to occupy his contracted exhibition space will not be eligible for refund. If said exhibition space has not been occupied by April 4 th, 2014 at 17:00, it will be taken by ESTRO, and reallocated or reassigned for any such purpose or use as ESTRO may see fit, with no possibility for refund to the Exhibitor. 19. Congress Centre/Venue regulations (see in annex): Exhibitors must comply with the regulations of the Congress Centre/Venue (see annex of the Exhibitor s Manual) 20. Set-up Exhibition Dismantling - Hours and dates corresponding to the exhibition set-up, opening times and dismantling will be those specified by ESTRO in the Exhibitor Manual. Any request for additional time for set-up, dismantling and/or additional time in the Exhibition Hall after the exhibiting hours must be made by the Exhibitor or their representatives in writing and requires the written acceptance of ESTRO. Additional costs will be specified by ESTRO. - Set-up and dismantling should be completed and all boxes and waste removed according to the schedule given in the Exhibitor Manual. All goods not cleared by then will be collected by the official handling company. All costs incurred will be charged to the Exhibitor. 8

9 - Only stand builders (any person taking part in the booth build-up/dismantling) will be allowed to access the Exhibition Hall during set-up and dismantling. Stand builders shall wear official identification provided by ESTRO at all times while they are in the Exhibition Hall. The name of the stand building company must be confirmed to ESTRO by February 28 th, Minors (persons under the age of 18) will not be allowed in the Exhibition Hall during set-up and dismantling times, even if accompanied by a parent or legal guardian. - Any aisle labelled/marked as FREIGHT ONLY AISLES must remain clear and unobstructed at all times during move-in and move-out. 21. Booth representatives All staff and auxiliary staff must wear badges at all times while they are in the Exhibition Hall and must be appropriately dressed. Exhibitor badges can only be worn by the company exhibiting staff and are not to be issued to anyone else. Anyone found to be wearing an inappropriate badge will be immediately expelled from the Conference Centre premises without refund or other appeal. The Exhibitor is entitled to 3 complimentary badges per 9 sqm as follows: Regular Exhibitor badge Full Exhibitor badges Access to Exhibition hall Scientific sessions Exhibition hall Scientific sessions Yes No Yes yes ESTRO Gold members 1 2 ESTRO Corporate members 2 1 Non members 3 - Full Exhibitor badges give access to the Exhibition Hall and scientific sessions. However, full Exhibitor badges do not include the right to receive continuing medical education credits for sessions attended or the conference material. Exhibitors who would like to receive continuing medical education credits and/or conference material must register as participants. 22. Liability & Public Policy Each Exhibitor must be familiar with all local laws, ordinances and regulations pertaining to health, fire prevention and pub lic safety, while participating in the exhibition. Compliance with such laws is mandatory for all Exhibitors and sole responsibility rests with the Exhibitor. All booth decorations including carpeting must be flame proof and all hangings must clear the floor. All exits, hallways, aisles and fire control apparatus must remain clear and unobstructed at all times. Electrical equipment and wiring must conform to local and Conference Centre laws and regulations. If inspection indicates that any Exhibitor has neglected to comply with these regulations, ESTRO reserves the right to remove all or such part of the booth as may be irregular, at the Exhibitor s expense. If unusual equipment or machinery is to be installed, or if appliances that may be subjected to fire regulations are to be used, the Exhibitor should inform ESTRO about procedures concerning facilities or regulations. Cylinders containing oxygen, compressed air or other medical gas must be secured by strap, booth or cart in an upright position to prevent tipping. X-ray equipment may be displayed but not operated. Use or storage of flammable liquids, gasses or solids is strictly prohibited. No part of the building shall be defaced in any manner, nor shall signs or other articles be posted, nailed, taped or otherwise affixed to any pillars, doors, walls or other parts of the building. Any and all damages, losses, expenses, and/or costs resulting from failure to observe this notice shall be payable by the Exhibitor, who will be required to indemnify ESTRO and his contractors against any claim arising from such damage. The Exhibitor must, at his expense, maintain and keep in good order his booth and the space for which he has contracted. ESTRO and service contractors have no responsibility pertaining to the compliance with laws as to public policy as far as Exhibitor s space, materials, operation or staff is concerned. Should an Exhibitor have any questions as to the application of such laws, ordinances and regulations regarding his booth or display, they should communicate directly with ESTRO. Neither ESTRO nor their subcontractors shall be responsible for the safety of the Exhibitor, his staff, temporary staff or booth. The Exhibitor is therefore required to take out his own insurance against loss, damage, injury and third party liability. 23. Cancellation of technical exhibition In the event that the premises in which the Exhibition Hall is to be conducted should become unfit for occupancy or substantially interfered with by reason of any cause or causes not reasonably within the control of ESTRO or its agents, the Event and/or Exhibition Hall may be cancelled or moved to another appropriate location, at the sole discretion of ESTRO. 9

10 ESTRO shall not be responsible for delays, damage, loss, increased costs, or other unfavourable conditions arising by virtue of cause or causes not reasonably within the control of ESTRO. Causes for such action beyond the control of ESTRO shall include, but are not limited to: fire, casualty, flood, epidemic, earthquake, explosion, accident, blockage, embargo, incleme nt weather, governmental restraints, act of a public enemy, riot or civil disturbance, impairment or lack of adequate transportation, inability to secure sufficient labour, technical or other personnel, labour union disputes, loss of lease or other termination by the Conference Centre, or act of God. Should ESTRO terminate any confirmed booking with any Exhibitor pursuant to the provisions of this section, the Exhibitor waives claims for damage arising from such termination. Refunds of Paid Fees, in the event of Exhibition termination or cancellation, shall be made to Exhibitors at the sole discretion of ESTRO. 24. Security A 24-hour security service is provided to prevent entry to the Exhibition Hall by anyone not wearing a proper badge or not authorised by ESTRO or the Conference Centre. The security service supplied does not guarantee Exhibitors against loss. Neither does it imply an assumption of liability fo r Exhibitor s property by ESTRO. In general, security will work as follows: - Access to the Exhibition Hall is strictly prohibited outside exhibition opening hours. - Badges must be worn at all times to access the Exhibition Hall. - Protection of Exhibitor s property is the responsibility of the Exhibitor. - Set-up and dismantling are vulnerable times which can result in the loss of Exhibitor s property. It is recommended that exhibition material is carefully safeguarded and that Exhibitors have adequate insurance against losses. 25. Catering The official catering company has strict exclusivity on all kind of food and beverage provision at the Venue. The Exhibitor may provide participants to the Event with food and beverage as long as it is offered inside the perimeter of the Exhibitor s own booth and with prior approval of ESTRO. ESTRO reserves the right to prohibit or remove any food or beverage which, in its sole judgment, is not appropriate to the overall character of the Congress. Exhibitors who wish to bring their own catering and/or related equipment must require the written approval of the official Catering company. The official Catering company reserves the right to remove any catering and/or related equipment not complying with this rule. Possibility will be given to the Exhibitor to buy lunch vouchers. Lunch vouchers can either be used by the exhibitor himself, or offered by the Exhibitor to any participant to the Event. Restrictions for vouchers: 1. Vouchers are valid for the duration of the Event for food and beverage offered in the Exhibition Hall only and during official lunchtimes. 2. Vouchers cannot be replaced if lost, stolen or destroyed. 3. Vouchers cannot be refunded or exchanged for cash. 4. In case the voucher value is lower than the price of the lunch, the difference can be paid directly onsite. 5. If a purchase is for a lower amount than the voucher value, no change will be given. Exhibitors who order lunch vouchers will have the possibility of purchasing official Congress envelopes to ESTRO for distribution of the vouchers together with promotional material (previously approved by ESTRO). Any oth er distribution of promotional material is strictly limited to the Exhibitor s booth. 26. Distribution of printed material The distribution of any printed or promotional material without prior approval of ESTRO is strictly limited to the Exhibitor s booth. Exhibitors distributing material away from their booth without prior consent from ESTRO may be subjected to a 10,000 penalty and reiteration may result in eviction from the Exhibition Hall at the Exhibitor s cost. 27. ESTRO logo use Use of the ESTRO logo and/or the Event brand in conjunction with advertisements, promotional materials, endorsements, statements, contents and/or awards of any kind without the expressed written consent of ESTRO is strictly prohibited. Exhibitors using the ESTRO logo without authorisation may be subjected to a 10,000 penalty and reiteration may result in the expulsion from the Exhibition Hall at the Exhibitor s cost. 28. Image rights 10

11 No pictures can be taken in the exhibition hall without the express prior written consent of ESTRO. 29. Social activities Meetings, social functions or any special event planned by the Exhibitor to take place during the ESTRO Event: - require the written acceptance of ESTRO - must not take place during the scientific programme of the ESTRO Event or during ESTRO activities The date and place of any social event planned by the Exhibitor must be approved by ESTRO. ESTRO shall have full authority to discontinue any function not approved by ESTRO and will not be held liable for any costs incurred by the Exhibitor. 30. Satellite symposium Advertising - Sponsoring Applications should be made via to vcremades@estro.org Applications received without the corresponding booking form duly completed will not be accepted. Bookings will be treated on a first-come, first-served basis. The deadline for first and second round assignments (respectively for ESTRO Gold Corporate members and ESTRO Corporate members) will be communicated by ESTRO. The third round booking will be open to the whole Industry. Bookings will be completed as soon as corresponding payment in full has been received by ESTRO (see point 9 for Terms of payment). Satellite symposium: The programme must match the scientific mission of ESTRO and requires the written acceptance of ESTRO before the deadline specified by ESTRO. ESTRO will ensure that satellite symposia are clearly distinguished from the Event scientific program and will require Exhibitors organizing a Satellite Symposia to use appropriate disclaimers in Symposia advertising and programme materials in order to distinguish the Symposia from the Event programmes. Advertising: Any kind of advertising inside the Congress Centre and/or, for any activity related to the ESTRO Event, outside the Congress Centre requires the written approval of ESTRO and might result in addit ional visibility costs for the Exhibitor/Advertiser. Violation of this rule may be subjected to a 10,000 penalty. 31. Exhibitor manual Each Exhibitor is provided with an official Exhibitor Manual and corresponding Annexes. By signing any application/contract in connection with the Event, with ESTRO or any of their subcontractors, the Exhibitor agrees to be bound by the content of the Exhibition Manual + Annexes. 32. Other regulations All exhibition matters and questions not covered by the ESTRO Annual Congress - Exhibitors Rules and Regulations are subject to the decision of ESTRO. The ESTRO Annual Congress - Exhibitors Rules and Regulations may be amended at any time by ESTRO, and all amendments shall be equally binding for all parties. In case of a dispute, the ESTRO Rules and Regulations take priorit 5 SET-UP and DISMANTLING Any aisle labelled/marked as FREIGHT ONLY AISLES must remain clear and unobstructed at all times during move-in and move-out. 5.1 Access to exhibition hall Stand builders (meaning stand builders / exhibitor personnel assigned to duty during installation and dismantling) need to get a temporary check-in pass. Ensure to send the name of your stand building company by March 3 rd, Only stand builders may have access to the exhibition hall for set-up and dismantling. 5.2 Set-up Exhibitors with booth = or > 100sqm can apply for early build-up on Monday 31 st March, Early build-up is complimentary for ESTRO Corporate members only. Shipments can arrive for unloading and delivery to booth only during scheduled exhibition move-in period. All booth build-up can start on Tuesday 1 st April Installation must be completed, and all aisle ways clear by Friday 4 th April, 2014 at 12: Dismantling No exhibition material, in whole or part, may be removed from the assigned space during the period of exhibition. No stand builder will be allowed into the Exhibition hall prior to Monday 7 th April, 2014 at 17:00 11

12 All packing must be complete and removed from the Exhibition floor by Wednesday 9 th April, 2014 at 20:00 6 ONSITE SCHEDULE 6.1 Set-up Monday, 31 st March, :00 22:00 Early build-up day only for booths = or > 100sqm Tuesday, 1 st April, :00 22:00 Wednesday, 2 nd April, :00 22:00 Thursday, 3 rd April, :00 22:00 Friday, 4 th April, :00 12:00 At 12:00, all crates and cartons must be removed from the aisles and booth construction must be completed. Exhibitors are allowed to enter the exhibition area. Friday, 4 th April, 2014 at 19:30 (time TBC) Official opening of the exhibition with the Welcome reception. Exhibitors are requested to be on their booth half an hour before the opening of the Welcome reception. 6.2 Exhibition timings Friday, 4 th April, :30 20:30 (time TBC) Official opening of the exhibition with the Welcome reception. Saturday, 5 th April, :30 17:00 Sunday, 6 th April, :30 17:00 Monday, 7 th April, :30 17:00 Exhibitor staff are allowed in the exhibition hall from 8:30 to 18: Dismantling Monday, 7 th April, :00 22:00 Around 17:00 (end of last coffee break), exhibition closes for public. Boxes and crates can enter the exhibition area. Tuesday, 8 th April, :00 22:00 Wednesday, 9 th April, :00 22:00 7 EXHIBITORS FACILITIES 7.1 Exhibitor Profile To register someone as an exhibitor, he or she must be a bona fide employee of the exhibiting company and possess a business card with the exhibiting company s name. Exhibitor registration is not available for any other professionals. Exhibitors requesting exhibitor badges for persons other than their employees will be asked to pay a desk rate full registration. Exhibitor badges entitle the holder to admittance into the exhibition hall and the access to coffee breaks. It does not give access to the scientific sessions and social events. No exhibitors will be allowed in the Exhibition hall without wearing the appropriate exhibitor badge. 7.2 Exhibitor registration Pre-registration Exhibitors pre-registrations can be made as of March 10 th, An of information regarding the procedure will be sent by ESTRO on due time Onsite registration Exhibitors can register onsite, at the exhibitor desk. Exhibitors can collect their badges at the Exhibitors desk as follows: Wednesday, 2 nd April, :00 18:00 ESTRO Corporate members appointments ONLY Thursday, 3 rd April, :00 18:00 Friday, 4 th April, :00 18:00 Saturday, 5 th April, :00 18:00 Sunday, 6 th April, :00 18:00 Monday, 7 th April, :00 12:00 12

13 7.3 Exhibitor badge Complimentary exhibitor badge Registrations availing complimentary registrations can be made as of March 10 th, An of information regarding the procedure will be sent to you on due time. Companies exhibiting are entitled to complimentary registration as per the booth sizes. The number of complimentary badges per 9 sqm is: Free exhibitor badge exhibition only Free exhibitor badge Full access ** * ESTRO Gold members 1 2 ESTRO Corporate members 2 1 Non members 3 - *Access to exhibition hall only ** Access to exhibition hall + scientific sessions Each company exhibition is entitled to 1 conference bag per booth Regular exhibitor badge The regular exhibitor badge gives access to the exhibition hall and the coffee breaks. No access to scientific sessions and social events. Validity: duration of the conference Cost per badge (excl. VAT): 50 for ESTRO corporate members 75 for non-corporate members Full access exhibitor badge The full access exhibitor badge gives access to the exhibition hall and coffee breaks + access scientific sessions and social events. Validity: duration of the conference Cost per badge (excl. VAT): 355 for ESTRO corporate members and 600 for non corporate members Non personal full exhibitor badge The non personal full exhibitor badge gives access to the exhibition hall and coffee breaks + access scientific sessions and social events. The non personal full exhibitor badge can be worn by any exhibitor of the same company and is transferable from one exhibitor to another. This badge gives access to one person at a time. Exhibitors must belong to the same company. Validity: duration of the conference Cost per badge (excl. VAT): 690 for ESTRO corporate members 960 for non corporate members 7.4 Non exhibitor badge Visitor badge A visitor is a person NOT working for a company or a subsidiary of a company participating in the exhibition. The visitor badge gives access to the exhibition hall and coffee breaks. No access to scientific sessions and social events. Validity: 1 day Cost: 80 per badge per day. Visitor badge can be renewed from day to day Other badges For any other badge, please refer to our website 33-registration 7.5 Rental Space: The cost for rental space is: /sqm for space only /sqm for space + modular shell scheme (for further details on modular shell scheme, refer to point of this manual) 13

14 7.6 Architectural guidelines Overall height of display The maximum height of a booth construction (including rigging, light trusses and hanging banners) is 7 meters. Booths higher than 4 m (excluding rigging, light trusses and hanging banners) and double deckers must be checked by a civil engineer. Plans and calculation must be submitted for approval to the Technical Services department of the Congress Centre. For booth constructions higher than 5 m (excluding rigging, light trusses and hanging banners), a surcharge of 20% of the total amount for the space rental will apply. In case of double deckers, a surcharge of 60% of the official price per sqm will apply for the additional level. The height of any part of the booth or related objects located up to 1 meter away from the side of an aisle must not exceed 2,5 meters Overall weight of display The maximum weight per sqm in the exhibition hall is 5000 kg Visibility Exhibits must be displayed in such a way as not to obstruct the view of the exhibition area or of adjacent stands and they must be kept within the stand perimeter. Exhibits may not be covered, without the consent of the organiser, during exhibition opening hours; the organisers are entitled to remove any such covers without incurring any liability. Unsightly objects should not be placed in public view. Exhibitors may not remove exhibits from the stand during the course of the exhibition without written permission from the organisers. Should it prove necessary to remove a small item (for urgent repair, for instance) exhibitors should contact the organisation. Exposed ends : The side of any display or structure which is visible from the aisle or adjacent exhibitor s booth must be finished or suitably decorated at the expense of the exhibitor erecting or installing such display. Those unsatisfactory displays in the opinion of the organisers will be made correct at the discretion of the organiser with all expenses for such work being charged directly to the exhibitor Decoration arrangement of booth ESTRO shall have full authority for approval of arrangement and appearance of items displayed. ESTRO may, at its discretion, require replacement, rearrangement or redecoration of any item or any Exhibitor booth, and ESTRO will not be held liable for any costs that may be incurred by the Exhibitor. Booths with special backgrounds or side dividers must make sure that such material is decorated and placed in such a manner as not to be unsightly to neighbouring booths or any person attending the exhibition. If such surfaces remain unfinished at the published end of the setup time of the Exhibition Hall, ESTRO shall authorise the Official Service Contractor to make the necessary finishing adjustments and the Exhibitor will be liable for all costs incurred. In any case, placement of exhibition equipment must ensure visibility to neighbouring booths in order not to block the view of other Exhibitors. The Organiser reserves the right to refuse any project that fails to conform to this requirement Types of booths a. Island booth An island booth is an exhibition space with aisles on all sides. An island booth is usually minimum 100 sqm. Full use of the space is permitted, but the design of the booth must allow for see-through visibility and accessibility from all adjacent aisles. b. Corner booth A corner booth is an exhibition space with aisles on three sides. This booth must have a back wall. The design of the booth must allow for see-through visibility and accessibility from all adjacent aisles. c. Two-walled booth A two-walled booth is an exhibition space with aisles on two sides. This booth must have either one back and one side wall, or two side walls. d. Three-walled booth 14

15 A three-walled booth is an exhibition space with an aisle on only one side. This booth must have one back and two side walls Modular shell scheme The modular shell scheme offered by the organizer includes: Carpet tiles grey, blue, green, black or red Wall elements white H= 250cm Fascia H= 38cm-lettering field 194x28cm (lettering max. 20 letters) 1 table 80 x 80 cm, 2 chairs Tosca 1 spotlight 100W pers 4 sqm, 1 triple socket outlet Electric main connection up to 1,0KW and power consumption 7.7 General Guidelines Messe Wien Congress Centre See Annexes 7.8 Exhibitors facilities Registration desk For any kind of assistance, exhibitors can refer to the exhibitor desk at the registration area. A special desk will be available for ESTRO Corporate members Lost and Found During Exhibition, the registration desk serves as a lost and found. You will need to identify or describe your lost item to the staff member at the registration desk to claim your item. 8 OFFICIAL CONTRACTORS/SUPPLIERS 8.1 Customs, Warehouse mailing, Shipping of stand material, Airfreight, Seafreight and Land transport KRISTAL bvba is the official freight forwarder, customs clearance agent and sole official drayage contractor. Further information available in the Annexes of the Exhibitor Manual. 8.2 Accommodation Mondial Congress & Events is the appointed official housing agent for ESTRO 33 and has blocked a variety of hotel rooms at attractive rates. Make sure you secure a room at your preferred hotel as soon as possible as availability is limited. Bookings can be made online starting. All room prices are stated in EUR incl. breakfast, service charges and taxes. For hotel list, contacts and booking, please visit our website on 9 ESTRO BOOKING FORMS The following forms are available on our website under Technical Exhibition on a. Rules and Regulations b. Space Rental c. Sponsoring/Advertising d. Satellite Symposium Companies may order satellite symposia in the time slots indicated in the corresponding form. Lunch or satellite symposia cannot be organised without approval by the organiser. Please note that we have informed the members of the Scientific Committee that they should not accept positions at industry-related satellite symposia or other public scientific activities organised by the industry within the framework, or in connection with the ESTRO 33, unless it is to present their own data. 15

16 e. Meeting Rooms booking Meeting rooms for private functions may be booked during ESTRO 33. Your company is responsible for any charges for meeting space, catering, audio visual, etc. Note: No meeting or events can be organized by companies parallel to the ESTRO 33 official programme without the prior written approval of ESTRO f. Booth Construction 10 IMPORTANT DEADLINES Deadline 1 st round booking (Gold Corporate members only) October 8 th, 2013 as of 15:00 CET 2 nd round booking (Corporate members only) October 10 th, 2013 as of 15:00 CET 3 rd round booking (open to who Industry) October 15 th, 2013 as of 15:00 CET Deadline for booth cancellation with 50% refund Until December 16 th, 2013 Submit artwork for advertising to ESTRO February 14 th, 2014 Submit full dimensional plans to ESTRO February 28th, 2014 Submit name of stand building company February 28th, 2014 Exhibitors pre-registrations AS OF March 10 th, 2014 Return Material handling AND freight information form to Kristal March 4 th, 2014 Return Unloading/ Reloading schedule form to Kristal March 24 th, FREQUENTLY ASKED QUESTIONS When can an exhibitor with an exhibitor badge have access to the Exhibition Hall? Exhibitors are allowed to enter the exhibition area on Friday, 4 April, 2014 at 12:00. May an exhibitor enter the Exhibition Hall during the stand-building? Only stand builders / exhibitor personnel assigned to duty during installation and dismantling and with a temporary check-in pass may have access to the exhibition hall for mantling and dismantling. What time can an exhibitor enter the Exhibition Hall in the morning on exhibition days? Exhibitors may enter the Exhibition Hall 1 hour prior to the exhibition opening each day. When can I (stand builder) set up my booth? Monday, 31 March :00 22:00 Early build-up day only for booths = or > 100sqm Tuesday, 1 April :00 22:00 Wednesday, 2 April :00 22:00 Thursday, 3 April :00 22:00 Friday, 4 April :00 12:00 Who has access to the early build up day (Monday, 31 March 2014)? Is it free of charge? The early build-up day is organized only for booths = or > 100sqm This service is free of charge for ESTRO Corporate members. When can I (stand builder) dismantle my booth? Nothing can be removed from your booth prior to the closing of the exhibition on Monday, 7 April, 2014 after the last coffee break (around 17:00). Stand builders will not be permitted in the exhibition area until that time. What comes with a standard modular shell scheme? Carpet tiles grey, blue, green, black or red Wall elements white H= 250cm Fascia H= 38cm-lettering field 194x28cm (lettering max. 20 letters) 1 table 80 x 80 cm, 2 chairs Tosca 16

17 1 spotlight 100W pers 4 sqm, 1 triple socket outlet Electric main connection up to 1,0KW and power consumption Is carpet/floor covering required? Yes, all exhibition space must be carpeted or covered with an ESTRO approved material. Is a pop-up booth allowed? Pop-up booth are allowed only if they are surrounded by a rigid structure (panels) approved by ESTRO. Are exhibitors required to register all individuals who will staff the booth? Yes, all personnel working on the booth during exhibition days must have an official accreditation. How many complimentary exhibitor badges does a company receive with a booth space? The number of complimentary badges per 9 sqm booth is: Free exhibitor badge exhibition only * Free exhibitor badge Full access ** ESTRO Gold members 1 2 ESTRO Corporate members 2 1 Non members 3 - *Access to exhibition hall only ** Access to exhibition hall + scientific sessions Does an exhibitor badge give access to the scientific sessions? Only full access exhibitor badges give access to the scientific sessions. Does a full access exhibitor badge allow the holder to receive continuing medical education credits for the sessions attended? No. What is the height restriction of a booth? The maximum height of a booth construction (including rigging, light trusses and hanging banners) is 7 meters. Booths higher than 4 m (excluding rigging, light trusses and hanging banners) and double deckers must be checked by a civil engineer. Plans and calculation must be submitted for approval to the Technical Services department of the Congress Centre. For booth constructions higher than 5 m (excluding rigging, light trusses and hanging banners), a surcharge of 20% of the total amount for the space rental will apply. In case of double deckers, a surcharge of 60% of the official price per sqm will apply for the additional level. The height of any part of the booth or related objects located up to 1 meter away from the side of an aisle must not exceed 2,5 meters. What is the weight restriction in the exhibition hall? The maximum weight per sqm in the exhibition hall is 5000 kg Is the use of the ESTRO logo allowed for promotional and marketing material? The use of the ESTRO logo is strictly forbidden. Exhibitors may be able to use the ESTRO Annual Conference logo provided that advance written permission is received from ESTRO. How do I pre-register my company personnel? Exhibitors pre-registrations can be made as of March 10 th, An of information regarding the procedure will be sent to you on due time. For pre-registration of non exhibitors, please contact Jill Barnard jill.barnard@estro.org How do I secure hotel accommodation? Bookings can be made online. For hotel list, contacts and booking, please visit our website on We would like to advise you to book your accommodation as soon as possible as the rooms are available only on first come first served basis. How can we order equipments and/or services for our booth? Kindly refer to the Exhibitor manual annexes. 17