HANDBOOK FOR EXHIBITORS, DRIVERS AND STAND CONSTRUCTORS

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1 HANDBOOK FOR EXHIBITORS, DRIVERS AND STAND CONSTRUCTORS

2 CONTENTS 1. Introduction 2 2. Exhibitions and fairs at the Kursaal Bern General Conditions 2 3. Contact 2 4. How to reach us 3 5. Delivery plan 4 6. Delivery and collection of material 4 7. Empty packaging / Storage of material 5 8. The Kursaal Bern ground plan 5 9. Parking Stand plan Overview "Forum" exhibition area / Room heights Opening times, construction and dismantling times Pallet trucks Stand construction / Set-up Stand accessories Catering Stand cleaning / Waste disposal Safety Protection / Insurance / Liability The Kursaal Bern our range of services Cancellation 10 Annex 1: Order Form Furniture and Technical Infrastructure, Kursaal Bern Annex 2: Order Form Furniture from Top Events company (available in German only) Annex 3: Order Form Catering

3 1. INTRODUCTION The Kursaal Bern is one of Switzerland s most modern event and congress venues. It enjoys a central but scenic location in the heart of our captivating capital. And we are proud and privileged to host events of excellence. One lifestyle hotel, four speciality restaurants, a Grand Casino and a state-of-the-art congress centre at the Kursaal Bern all these outstanding attractions are conveniently to be found under one roof. Every day some 2000 guests pass through our doors to meet, celebrate, dine and wine; taking advantage of the excellent amenities while enjoying fine views extending over Bern s historic old town to the distant Alps. The past few years have seen extensive renovation of our 171-room 4-star superior lifestyle Hotel Allegro. Our meeting and event facilities have been modernized and expanded. And 2012 saw the opening of a new congress centre, equipped with the most advanced technology. The Kursaal Bern the perfect Swiss venue for events of national and international importance! 2. EXHIBITIONS AND FAIRS AT THE KURSAAL BERN GENERAL CONDITIONS The Kursaal Bern contractually rents out the requested event surface area to exhibition and congress organizers. This surface area is then allocated to stand holders by the event organizer, taking into account the Kursaal Bern s own safety requirements. The Stand Plan supplied by the event organizer to the Kursaal Bern is considered binding. Any subsequent changes by the event organizer are subject to the agreement of the Kursaal Bern and the authorities responsible. The delivery of live animals and easily-inflammable material in particular requires advance authorization by the Kursaal Bern; upon request a fire safety certificate must be produced. The safety regulations of the Kursaal Bern apply. The weight of delivery vehicles must by notified to the Kursaal Bern in advance. Wheels must be equipped with floor-protection covering. Smoking is strictly forbidden in all areas of the Kursaal Bern. 3. CONTACT Kongress + Kursaal Bern AG Telephone: Events Department Fax: Kornhausstrasse 3 kongress@kursaal-bern.ch CH-3000 Bern 25 Internet: 2

4 4. HOW TO REACH US By public transport Bern is located in the heart of Switzerland and easily accessible by public transport. From Bern main railway station the No. 9 tram departs at approximately 10-minute intervals in the direction of "Wankdorf Bahnhof". Travel time to the "Kursaal" stop is approximately 5 minutes. By car Motorway exit Bern-Wankdorf, then straight ahead direction "Zentrum". In Papiermühlestrasse take the right lane. At the third crossroads turn right into Viktoriastrasse, and at Viktoriaplatz turn left into Kornhausstrasse. The Kursaal Bern is located 100 metres further on the right (under the bridge). Auto Motorway A1 - direction Geneva, Lausanne and Freiburg Motorway exit Wankdorf Motorway A6 - direction Thun Stade de Suisse BERNEXPO Papiermühlestrasse Viktoriaplatz Viktoriastrasse P Tram stop Kursaal Kornhaus Bridge River Aare Station Zytglogge - Tram line 9 Direction Wankdorf Bahnhof Houses of Parliament Cathedral 3

5 5. DELIVERY PLAN P 1 hotel driveway / main entrance 2 Schänzlistrasse entrance 3 Kursaal goods delivery/collection (maximum 40 tons, no articulated vehicles) 4 tunnel (maximum height 4 metres); barrier in place delivery times must be notified in advance 5 access Sopra 3 Schänzlihalde 1 Schänzlistrasse 2 Goods for Kursaal permitted Tram stop Kursaal Viktoriarain Viktoriaplatz Optingenstrasse Kornhausstrasse West Kornhausstrasse Kornhausstrasse 10 T 6 deliveries Szenario/Forum/Arena (3.5 ons, tno possibility to turn) 7 Hotel Allegro parking (maximum height 2.05 metres) Note: access to No. 6 measures 2.65 metres at its narrowest point. 6. DELIVERY AND COLLECTION OF MATERIAL Exhibitors are responsible for the construction and dismantling of their own stands and the delivery and collection of their own stand material. The schedule for stand construction and dismantling is drawn up by the event organizer and must be coordinated with the Kursaal Bern. All Kursaal Bern entrances and exits must be kept free at all times. After unloading and loading, vehicles must leave the goods loading areas immediately. Unloading at the main entrance of the Kursaal Bern or in the Hotel Allegro driveway is not permitted. It is essential that instructions concerning delivery areas and the time slots for unloading/ loading (as communicated by the exhibition organizer) are strictly observed. Delivery or collection of material is not permitted before hrs or later than hrs on weekdays. Any exception to this regulation requires explicit written authorisation from the Kursaal Bern and must be duly requested by the exhibition organizer at least forty working days in advance of the event. Any additional costs involved (for example, the obtaining of special permits from the local authorities) will be charged in full to the exhibition organizer. 4

6 7. EMPTY PACKAGING / STORAGE OF MATERIAL Due to its inner-city location, the Kursaal Bern is unable to provide storage facilities for empty packaging other than the stand area rented by exhibitors. Such packaging must therefore be stored at a separate location at the expense of the event organizer/exhibitor. On request, however, the Kursaal Bern is able to offer assistance in seeking a cost-effective solution. Material may be delivered no earlier than two days before the event. Storage space at the Kursaal Bern is very limited. Deliveries must be coordinated with the Kursaal. In the case of postal deliveries, please use our package label so that the items can be allocated accordingly. For deliveries from abroad, the exhibitor is responsible for any costs involved and for ensuring due compliance with all transportation and customs documents and formalities. The Kursaal Bern accepts no payment-on-delivery consignments; and no liability for goods, material and property brought in to the venue. For goods and material not collected as agreed, a storage fee of CHF 100 per day will be charged. 8. THE KURSAAL BERN GROUND PLAN 10 G A P B C J D H I F E Schänzlihalde Kursaalstrasse Schänzlistrasse Optingenstrasse Kornhausstrasse West Kornhausstrasse Arrêt de tram Kursaal GROUND FLOOR 1 Vivace 2 Vivace Nobile 3 Primo 4 Restaurant Yù 5 Restaurant Atrium 6 Restaurant Giardino 7 Allegro Bar 8 Business Center 9 Zino Platinum Cigar Lounge 4TH FLOOR 10 Sopra 5TH FLOOR A Szenario B Grand Casino Bern C K Bar & Lounge D Forum West E Forum Ost F Kursaal Arena 6TH FLOOR G Bellavista H Luna I Orione J Restaurant Meridiano 5

7 9. PARKING Due to its inner-city location, the Kursaal Bern is not able to provide parking facilities for large trucks. Parking facilities are available, however, at the P&R Neufeld, subject to a charge. Reservation is the responsibility of the exhibitor. For cars, the Kursaal Bern has its own underground parking area (payable) for 240 vehicles. 10. STAND PLAN The event organizer is responsible for allocation of the stands, including technical connections and by agreement with the Kursaal Bern. The Stand Plan provided by the event organizer must be approved by the Kursaal Bern; it is binding and may subsequently be modified only with the agreement of the Kursaal Bern. The Kursaal Bern accepts no liability for the measurements supplied by the event organizer and stated in the Stand Plan. The Stand Plan must be submitted in a dimensioned scale ground-plan or as a 3-D visualisation. 11. OVERVIEW 'FORUM' EXHIBITION AREA / ROOM HEIGHTS Concerning the main "Forum" exhibition area, it is strongly recommended that stand constructors make an appointment with the Kursaal Bern to view stand locations in advance of the event. The height of the "Forum" can vary from stand location to stand location. 6

8 12. OPENING TIMES, CONSTRUCTION AND DISMANTLING TIMES The opening times of the exhibition and the stand construction and dismantling times will be contractually agreed between the exhibition organizer and the Kursaal Bern. The times agreed on will be binding and communicated to exhibitors by the event organizer. Any unauthorised prolongation of these times will be charged to the exhibitor per hour or part thereof as follows Kursaal staff CHF 55 / CHF 77 per person. 13. PALLET TRUCKS The Kursaal Bern is not able to provide pallet trucks. Delivery trucks must therefore be equipped with a tail-lift or other appropriate mechanism. If pallet trucks are required, these must be provided by the stand constructor/exhibitor. These vehicles must be fitted with light-coloured rubber or solid-rubber wheels; pallet trucks fitted with polyamide, hard plastic, cast or metal wheels are not permitted within the Kursaal Bern. Any damage resulting from non-compliance with these instructions will be charged to the stand constructor/exhibitor. 14. STAND CONSTRUCTION It is forbidden to affix any objects with adhesives, nails, screws, staples, etc. to walls, doors, flooring, pillars, glass panes, ceilings and any furnishings provided by the Kursaal Bern. Carpets may be affixed to the floor only with special carpet tape free of any residue, namely 3M Scotch tapes 389 and Any damage caused by the use of unsuitable adhesives will be charged to the exhibitor. Permission is required for the laying of floor material exceeding a thickness of 8 mm. The side and back walls of stands facing neighbouring stands must be of neutral (white) design and must not feature logos, wording or other inscriptions. Ceiling suspensions and sub-structures are possible on request, but only at certain stand locations. Maximum load capacity per square metre is 400 kg. 7

9 15. STAND ACCESSORIES Exhibitors may (through the event organizer) order technical infrastructure and furniture provided by the Kursaal Bern. Special furniture can also be ordered from the Top Events company in Bern, by using the Kursaal Bern order form. Annex Accessories Order Annex 1 Kursaal Bern furniture + Must be received by event organizer 4 weeks technical infrastructure at the latest before opening of exhibition. Annex 2 Top Events furniture Must be received by Kursaal Bern 4 weeks at the latest before opening of exhibition. For individual and special strand construction, we also recommend our partner company: Frey & Frey Telephone: Weyermannsstrasse 34 Fax: CH-3008 Bern info@freyfrey.ch Internet: CATERING All food and drinks on offer at stands must be supplied by the Kursaal Bern. Outside catering and deliveries as well as food preparation at stands are not permitted. Exhibitors not complying with these instructions will be required to remove such goods immediately. Give-away snacks bearing the exhibitor s logo may be handed out at the exhibitor s own stand without incurring any charge. Coffee machines are obtainable on loan from the Kursaal Bern. Exhibitors bringing their own coffee machines will be charged a service fee of CHF 100 per day. Event organizers and exhibitors wishing to order from the catering service of Kursaal Bern are requested to use the "Catering" order form (Annex 3). Annex Accessories Order Annex 3 Kursaal Bern Catering To be received by Kursaal Bern 3 weeks at the latest before commencement of event. Catering orders received by the Kursaal Bern less than three weeks before the exhibition will be subject to a 25% surcharge. 8

10 17. STAND CLEANING / WASTE DISPOSAL It is the exhibitor s responsibility to clean the stand. The stand price includes basic cleaning of the public spaces and passageways. However, waste disposal during the construction and dismantling of stands is in principle the responsibility of the construction personnel. In the event of material and waste not being disposed of in accordance with Kursaal Bern requirements, the exhibitor will be charged a waste disposal fee of CHF 140 (when dismantling the stand, waste matter must be left in a pile). Exhibitors can also order a separate stand cleaning service (dusting, removal of finger prints from glass panes, vacuum cleaning of carpets). Cost per hour/per person: CHF SAFETY Safety is ensured by the Kursaal Bern safety regulations, which must be strictly observed. Emergency exits, passageways and safety installations (fire alarms, hydrants, extinguishers, etc.) must at no time be concealed, restricted in their use or hindered in their effectiveness. Access roads for rescue teams, medical personnel and fire teams must be kept free at all times. First aid boxes are located throughout the Kursaal Bern and must be visible and accessible at all times. In case of emergency, the instructions of Kursaal Bern staff are to be followed; in the event of non-compliance the instigator will be held responsible. 19. PROTECTION / INSURANCE / LIABILITY Insurance of property, goods and merchandise brought into the Kursaal Bern is the responsibility of the exhibitor. For the duration of the event, exhibitors are recommended to take out insurance against theft, burglary and damage to property (covering also construction and dismantling operations). The "Forum" the main exhibition area of the Kursaal Bern is partly accessible to the public. The event organizer is therefore responsible for protection measures during and outside the opening times. We recommend that any such measures should be assigned to partner companies familiar with the security requirements and arrangements of the Kursaal Bern. The Kursaal Bern accepts no liability for property and merchandise brought into the venue; and for any related claims by exhibitors for compensation in respect of injury to persons, damages to property or financial loss. The same applies to any claims for damages caused by exhibitors in relation to third parties. It is recommended that an appropriate insurance agreement is concluded. 9

11 20. THE KURSAAL BERN OUR RANGE OF SERVICES The Kursaal Bern comprises a wide range of hospitality services and attractions under one roof. These include the 4-star superior lifestyle business Hotel Allegro (171 rooms and exclusive Penthouse floor), four speciality restaurants, terraces, bars, the Grand Casino Bern and underground parking for 240 vehicles. For reservations and further information, please do not hesitate to contact us: Kongress + Kursaal Bern AG Telephone: Hotel Allegro Bern AG Fax: Kornhausstrasse 3 kongress@kursaal-bern.ch CH-3000 Bern 25 Internet: CANCELLATION Any agreements concerning cancellation of booked stand areas and resulting costs and/ or compensation are to be concluded separately between the event organizer and exhibitors. 10

EUROPEAN SOCIETY FOR BIOMEDICAL RESEARCH ON ALCOHOLISM

EUROPEAN SOCIETY FOR BIOMEDICAL RESEARCH ON ALCOHOLISM 13 th Congress of ESBRA Exhibitors Manual V i e n n a, A u s t r i a S e p t e m b e r 4 7, 2 0 1 1 Please note that all information in this manual