EPO Patent Information Conference 2018 Brussels, Belgium November 2018 Exhibitors manual
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1 EPO Patent Information Conference Page
2 Content 1 Exhibition information Name board 8 3 Your stand 9 4 Additional stand equipment A/V equipment 12 6 Sponsorship 13 7 Conference registration for exhibitors 14 Important deadlines Sponsorship 28 September 2018 Orders for additional stand equipment 12 October 2018 Orders for A/V equipment 5 October 2018 Order for name board 12 October P age
3 Access The exhibition area is located on the ground and first floor of the Crown Plaza Brussels Hotel. Access for deliveries during set-up is from to hrs on Sunday, 11 November Access for collection during breakdown is from to hrs on Wednesday, 14 November Please inform freight forwarders that all goods must be collected from the venue by hrs on 14 November Please make sure that your stand is empty and that your goods are picked up on the last conference day. The conference centre accepts no responsibility for loss of or damage to goods remaining on-site after that time. Please note that it is not allowed to leave or empty your stand before hrs on Wednesday, 14 November Venue address: Crown Plaza Brussels Le Palace Rue Gineste Brussels Belgium tel: fax: ophelie.mathieu@cpbxl.be website: How to get there The Crown Plaza Brussels Hotel is easily accessible by all means of transport. Getting to and from the Brussels Airport By train: The Brussels Airport - Zaventem train station is located below the terminal (level -1), a small distance from the arrival hall (2nd floor) and departure floor (3rd floor). Up to four trains an hour connect the airport to Brussels North (Gare du Nord). Leave the Brussels North train station and walk down the Rue du Progrès and you will see the hotel on your left side of the square when you reach Place Rogier metro station. If you arrive at Brussels South (Gare du Midi) train station with international train services, you have to take another train direction Brussels North (Gare du Nord). By tram: Take tram lines 3, 4, 25, 31, 32, 55 from the Brussels North train station until Rogier station. By taxi: A taxi from the airport to the conference venue Crowne Plaza Brussels costs about EUR 50. Licensed taxis can be recognised by the blue and yellow emblem. 3 P age
4 By car: It is a 13 km drive from the airport to the conference hotel, taking approximately minutes. Parking: The hotel itself has no parking space, but you can park the car at the InterParking Rogier, located next to the hotel. Special rates apply for guests of Crowne Plaza Hotel. Please contact the hotel reception for further details. For further details about parking, please have a look at this map. The following interactive maps might also be very useful: Badges Your exhibitor's badge and documents will be waiting for you at the conference registration desk on arrival. Your badge will give you free access to lunches, the welcome drink on Sunday, 11 November, the conference reception on Monday, 12 November, and the conference dinner on Tuesday, 13 November. Please note that you need to register your stand personnel separately and individually using the online registration tool at Breakdown Stand dismantling may not start before hrs on Wednesday, 14 November All stand material is to be removed between and hrs. Please advise freight forwarders collecting your goods of these deadlines. Build-up Your stand will be available from hrs on Sunday, 11 November Please make sure that your stand is ready by hrs, when the exhibition will open for the welcome drink. Catering A welcome drink will be served in the exhibition area of the conference venue Crown Plaza Brussels Hotel from to hrs on Sunday, 11 November. On conference days, refreshments will be served on site. Lunch will be provided on 12 and 13 November (not for accompanying persons), but not on 11 or 14 November. 4 P age
5 Cleaning The exhibition area will be cleaned after set up on Sunday, 11 November and after every conference day. A/V equipment hire Should you need A/V equipment, please complete the order form # 3. Deadline: 5 October 2018 Conference registration The conference registration form is available online at: An exhibition stand booking does not include any participant registrations. All exhibition stand staff must register for the conference individually and will be invoiced as conference delegates. Deliveries Deliveries must be addressed to Attn. Ms Ophelie Mathieu Crown Plaza Brussels Le Palace Rue Gineste Brussels, Belgium tel: EPO 2018 stand number:.. Company:.. Please note that goods should not arrive at the conference centre before Wednesday, 7 November Electricity One electrical power socket with three power outlets will be provided per stand (standard European). 5 P age
6 Floral decoration Please mark your requirement(s) on order form 2 Additional stand equipment Deadline: 12 October 2018 Furniture Please mark your requirement(s) on order form 2 Additional stand equipment Deadline: 12 October 2018 Insurance The organiser cannot accept responsibility for the loss of, or damage to, equipment and exhibits during the transportation to and from the venue or whilst on site. Please ensure that all your equipment is covered by insurance. Hotel accommodation The European Patent Office has negotiated a very attractive room rate at the Crown Plaza Brussels Hotel for conference delegates. Crown Plaza Brussels Le Palace: Prices and conditions for hotel room reservation at the Crown Plaza Brussels can be found at: You can complete the order form in order to book your hotel room by following the link: IMPORTANT ADDITIONAL INFORMATION Furthermore, the EPO is not working with a booking agency or broker for hotel reservations. If you are approached by a hotel booking agency claiming that they are acting on our behalf, please refuse their services. Name boards Please complete the order form # 1 and return it to Wolfgang Fraundörfer at fraundorfer@admicos.com Deadline: 12 October P age
7 Opening hours Exhibition opening hours: Sunday, 11 November 2018 Monday, 12 November 2018 Tuesday, 13 November 2018 Wednesday, 14 November hrs hrs hrs hrs Registration desk The registration desk will be open on Sunday, 11 November from until hrs and from hrs onwards on Monday, 12 November. Security The venue provides security at night. The usual precautions nevertheless still apply. Sponsorship Do you want to place your company more in the spotlight? Then take advantage of our "sponsorship packages"! Several opportunities are available to profile your company to all delegates during the conference. Please complete order form 4 and return it to Wolfgang Fraundörfer at fraundorfer@admicos.com. Deadline: 28 September 2018 Storage of empties You will find in the exhibition area storage of your empties free of charge. Please make sure that all stored packages bear the name of your company and the name of the event. Useful contacts Wolfgang Fraundörfer Martin Noé admicos.congress Incentive European Patent Office Skodagasse Rennweg 12, 1080 Vienna, Austria 1030 Vienna, Austria tel: tel: fax: mwnoe@epo.org fraundorfer@admicos.com 7 P age
8 Order form 1 Name board Please send this form to Wolfgang Fraundörfer at fraundorfer@admicos.com Deadline: 12 October 2018 Company Ordered by (name) Stand number Name to appear on the fascia board Date: / /2018 Signature: 8 P age
9 Your stand Standard stand equipment Shell walls (2.5 m height), fascia board including your name, 2-3 spotlights, 1 electrical outlet with 3 sockets (1000W), 1 round table (h72 x d80 cm), 2 chairs, 1 brochure holder, 1 dust bin, 1 lockable cupboard, carpet, cleaning and WIFI Internet access. 6 sqm stand (example) 4 sqm stand (example) 9 P age
10 Order form 2 Additional stand equipment Please send this form to Wolfgang Fraundörfer at fraundorfer@admicos.com Deadline: 12 October 2018 Company Ordered by (name) Stand number CHAIRS C001 White chair 8.00 C002 C003 Grey or Black chair 7.00 C004 C005 White or Black stool C006 C007 Black or Grey stool TABLES T001 T002 White or Wood colour table (Ø 80 x H 75 cm) T003 White high table (Ø 70 x H 105 cm) P age
11 FURNITURE Nbr. Description Pcs Price/unit Total F001 Lockable cupboard, white (L 100 x W 50 x H 80 cm) F002 Showcase (L 100 x W 50 x H 110 cm) F002 Flyer holder stand (3 x DIN A4) symbolic image SHELVES S001 Shelf (variable height) (L 100 x W 30 cm 60 ) S002 Shelf (variable height) (L 100 x W 30 cm horizontal) FLORAL DECORATION D001 D002 D003 Flower arrangement white red purple symbolic image SUBTOTAL, NET + 21 % VAT TOTAL IN EURO All prices are in Euro excluding statutory VAT and per unit for the duration of the event. Date: / /2018 Signature: By placing the order I agree that the EPO provides our partner Rox-Expo PGmbH/Sprlu with my company details. It will be invoiced directly by Rox-Expo PGmbH/Sprlu. 11 P age
12 Order form 3 Audio visual equipment Please send this form to Wolfgang Fraundörfer at fraundorfer@admicos.com Deadline: 5 October 2018 Company Ordered by (name) Stand number SCREENS Nbr. Description Pcs Price/unit Total L LCD screen & support (wall) SUBTOTAL, NET +21 % VAT TOTAL IN EURO All prices are in Euro excluding statutory VAT and per unit for the duration of the event. Date: / /2018 Signature: By placing the order I agree that the EPO provides our partner Rox-Expo PGmbH/Sprlu with my company details. It will be invoiced directly by Rox-Expo PGmbH/Sprlu. 12 P age
13 Order form 4 Sponsorship Please send this form to Wolfgang Fraundörfer at fraundorfer@admicos.com Deadline: 28 September 2018 Several opportunities are available to profile your company to all delegates during the conference: Level 1 sponsorship 500 includes Identification and recognition (company logo small) at the Welcome drink for all participants in the exhibition area on Sunday, 11 November 2018, hrs hrs. Level 2 sponsorship 1,000 includes Identification and recognition (company logo medium) at the Welcome drink for all participants in the exhibition area on Sunday, 11 November 2018, hrs hrs. Identification in coffee breaks which will take place in high traffic areas (company logo medium). Level 3 sponsorship 1,500 includes Identification and recognition (company logo large) at the Welcome drink for all participants in the exhibition area on Sunday, 11 November 2016, hrs hrs. Identification in coffee breaks which will take place in high traffic areas (company logo large). Company Ordered by (name) Stand number Amount of sponsorship Signature 13 P age
14 Conference registration The conference registration form is available online at: An exhibition stand booking does not include any participant registrations. All exhibition stand staff must register for the conference individually and will be invoiced as conference delegate. 14 P age
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