AOCOG The XXIst Asian and Oceanic Congress of Obstetrics and Gynaecology. in conjunction with the

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1 AOCOG 2009 The XXIst Asian and Oceanic Congress of Obstetrics and Gynaecology in conjunction with the RANZCOG 2009 ASM The Royal Australian and New Zealand College of Obstetricians and Gynaecologists 2009 Annual Scientific Meeting Sky City Convention Centre, Auckland, New Zealand Thursday 26 March to Monday 30 March 2009 Exhibitor Handbook Hosted by The Royal Australian and New Zealand College of Obstetricians and Gynaecologists Under the Auspices of the Asia and Oceania Federation of Obstetrics and Gynaecology

2 Handbook Important Exhibitor Information This document contains important information about the AOCOG 2009 / RANZCOG 2009 ASM Exhibition. It has been designed to answer your pre-event and on site enquiries about the event, including food and beverage, banners, handling equipment, stand cleaning, freight forwarding and return, claiming your exhibitor entitlements before the event, and your role as an exhibitor. Exhibition Builder A separate document will be sent to you direct from the exhibition build company, Peek Display. This document will contain information about your booth structure, custom booths and pre-ordering any equipment, plants or furniture you might wish to hire for your booth. Peek Display can also assist with enquiries in regard to telephone, data and facsimile lines, computer and audiovisual equipment. In addition, should you wish any side walls to be removed from your booth shell Peek Display can assist. Automated wireless internet access is available at SKYCITY Convention Centre. To obtain internet access, you simply need to access your internet browser, whilst wireless is switched on, this will automatically direct you to SKYCITY's internet service and then follow the instructions to purchase a password. Complete and Return the Relevant Forms Exhibitors are required to complete and return the following forms to the service providers: Booth Personnel Badge Order Form and Social Ticket form to be returned by 16 March 2009 Accommodation Application Form (if required) It is important that all requested forms are returned by the advised deadlines. Failure to meet these deadlines may result in the Meeting Managers inability to provide the appropriate services. Handbook Contents Contacts... 3 Exhibitor Entitlements... 4 Exhibition Location... 4 Exhibitor Schedule... 4 Deliveries and Storage... 5 Collection of Goods... 5 Services... 6 Rules and Regulations... 7 Relevant Forms Attached: Booth Personnel Badge Order Form and Social Ticket Order Form Accommodation Application Form Delivery Label Satchel Delivery Label 2 WOMEN WELL into the future

3 Contacts AOCOG 2009 / RANZCOG 2009 ASM Meeting Managers: Convention Management Services Limited Contact: Paul Walker Organisation: Convention Management Services Limited Address: PO Box Henderson 0650 Auckland New Zealand Telephone: Facsimile: aocogranzcog2009@cmsl.co.nz Website: Exhibition Builder: Peek Display Corporation Limited Contact: Tess Mason, Event Manager Organisation: Peek Display Address: PO Box 8534 Symonds Street Auckland New Zealand Telephone: / (mobile) Facsimile: tess.m@peek.co.nz Website: RANZCOG ASM Sponsorship Coordinator Contact: Organisation: Lee-Anne Harris The Royal Australian and New Zealand College of Obstetricians and Gynaecologists Address: Unit 22, Level 3 17 Bowen Bridge Road Herston Qld 4006 Australia Telephone: Facsimile: lharris@ranzcog.edu.au Website: 3

4 Exhibitor Entitlements Exhibitor entitlements are as follows: One standard 2.4m x 3m booth space*. Black, velcro compatible back and side walls, company fascia signage, two 150w spotlights and one 240 volt/1000 watt/4 amp general purpose outlet.** Booth location listed in the official Program Handbook together with an 80 word description of the company s products/services (exhibitor to supply to Lee-Anne Harris lharris@ranzcog.edu.au if not already provided). Meeting satchel, containing all meeting literature including the hard copy delegate list, program and proceedings for registered exhibition stand delegates. Exhibitor registration for two organisation representatives. This includes attendance to the Welcome Reception, access to the scientific program, morning and afternoon tea, as well as lunch for two representatives (additional social functions not included). All booths must be manned by organisation representatives.*** Special accommodation rates negotiated by the Meeting Managers with selected Auckland accommodation. Bookings must be made through the Meeting Managers. Please complete the Accommodation Application Form provided. * Unless a smaller 2.4m x 2.4m booth was purchased. ** Please note custom design stands will require approval by the Meeting Managers prior to build. Please ensure designs and information in relation to this is provided to the Meeting Managers by 27 February *** Please note all organisation representatives are required to be registered for the meeting as exhibition representatives. Additional company representatives (in excess of two per booth) will be required to register and pay the additional exhibitor fee. Please see attached Exhibitor Registration Form. Exhibition Location The AOCOG 2009 / RANZCOG 2009 ASM Exhibition will be held in the Exhibition Hall on level Four (4) of the SKYCITY Convention Centre, Auckland. Centrally located in Federal Street, the convention centre is the newest and most technically advanced convention centre in New Zealand, providing state-of-the-art technology and stunning exhibition space. Please refer to the meeting website for updated information on the booth floor plan. Exhibitor Schedule Installation and Dismantling Schedule The following schedule is applicable: Exhibition bump-in / set-up (shell scheme) Thursday 26 March * Exhibitor bump-out Monday 30 March Exhibition contractor bump-out Monday 30 March * The trade exhibition area will close at 1700 hours for cleaning and exhibitors will be required to vacate the area. For exhibition area access outside of these hours please contact the Meeting Managers. Access will not be granted unless a prior arrangment has been made. Please note: Exhibitors are required to remain at the exhibition until the conclusion of lunch on Monday 30 March 2009, and will not be permitted to pack up and vacate their booth until this time. Registration Desk and Meeting Office The registration desk and meeting office is located in the foyer on level four (4) opposite the entrance to the Exhibition Hall and will be staffed at the following times: Thursday 26 March Friday 27 March Saturday 28 March Sunday 29 March Monday 30 March WOMEN WELL into the future

5 Exhibition Hours The Exhibition opening hours are as follows: Thursday 26 March (Welcome Reception in the Exhibition Area) Friday 27 March Saturday 28 March Sunday 29 March Monday 30 March Deliveries and Storage Delivery Times The SKYCITY Convention Centre loading dock can be accessed from SKYCITY Convention Centre, Federal Street Loading Bay, Auckland. Goods will not be accepted at any other point. Loading Dock Hours Monday to Friday Please note: Arrangements outside these hours must be arranged via the Meeting Managers. A labour surcharge may apply. It is the responsibility of the exhibitor to ensure the supply of sufficient staff for unloading of the transport vehicles in the loading bay in a timely, safe and non-disruptive manner. Couriers into New Zealand and GST charges If you intend to courier items to Auckland please ensure that the courier company you are using is fully aware of the laws in New Zealand regarding importing products, their values and subsequent GST charges. As an example: If packing slips of couriered items show a value that equates to over NZ$900 then GST must be paid on these items before they are released for delivery to the meeting venue. GST must be paid by the sender and will not be paid on your behalf by the meeting managers. If you require more information on this, please contact the meeting managers. Delivery Label A delivery label must be affixed to each item sent to the SKYCITY Convention Centre. Please refer to the attached delivery label form. All labels must be marked with the name of the event and date of event. Please note this is the delivery label that must be used. Storage As the SKYCITY Convention Centre has limited storage facilities, delivery of items earlier than one (1) day prior to the event are not permitted. If deliveries are sent prior to this time, please be aware that they may be turned away. Exhibitors must arrange their own storage with a freight forwarding company based in Auckland and arrange an appropriate delivery time. Road case storage is not guaranteed and must be arranged prior to arrival. Specific details regarding dimensions and number of cases is required. Satchel Inserts Satchel inserts must be sent to the Meeting Managers three (3) weeks prior to the meeting. If you have selected to provide a satchel insert for the meeting, please provide 1,000 units and affix the attached Satchel Delivery Label to the package(s). Please ensure that any satchel inserts arrive at the Meeting Managers by Wednesday 4 March Satchel inserts must be paid for prior to the meeting to ensure inclusion in the satchel. Collection of Goods Completed consignment notes must be left with the boxes of materials at the SKYCITY Convention Centre loading bay, this will ensure that items left in the exhibition area are not mistaken for rubbish. Courier companies will not collect goods unless there is a complete and signed consignment note. It is the exhibitors responsibility to arrange for the pick-up of the goods. Please ensure the courier has all the relevant details with regard to items to be collected, such as the name of the meeting and number of boxes. For collection of goods, please ensure that all boxes are clearly labelled with your organisation name, contact details and number of boxes e.g. Box 1 of 5. Goods must be collected within one (1) working day from the conclusion of the event. 5

6 Services Banners Banners are not able to be hung from the ceiling at the SKYCITY Convention Centre and must be supported from below within the confines of your booth area. Car Parking SKYCITY Car Park is Auckland's largest commercial car park, with 1,960 car parks on six levels directly beneath SKYCITY Auckland. Three entries, on Hobson Street, Nelson Street and Federal Street, offers access for motorists feeding them almost directly to and from Auckland's motorway network. Discounted parking vouchers can be purchased from the registration desk located on Level 4 outside the exhibition area. Catering The SKYCITY Convention Centre has strict restrictions on provision of food and beverage within the venue. Catering will be provided to exhibitors. No food or beverage (including coffee) may be brought onto the premises. For enquiries regarding this please contact the Meeting Managers. Cleaning General cleaning of aisles and emptying of rubbish bins in the public area is covered by the SKYCITY Convention Centre. Additional charges apply to any exhibitors requesting stand cleaning. For further information, please contact the Meeting Managers. Custom Booths Options are available for exhibitors who wish to upgrade their standard shell scheme booth. Please contact the exhibition builder if you require this service. Furniture Hire & Lighting Furniture and additional lighting is available for hire from Peek Displays. Exhibitors will receive information concerning the hire of furniture directly from Peek Display during February Messages A message board will be located outside the Meeting Office in the foyer on level four (4). Please advise potential callers to contact the SKYCITY Convention Centre and ask for the AOCOG 2009 / RANZCOG 2009 ASM Meeting Office. All messages will be posted on the message board. No guarantee can be given to deliver messages personally. Power General electricity consumption is included for trade exhibitors. Electricity is supplied throughout New Zealand at 230/240 volts (50 hertz). An adapter/converter is necessary, unless the item has a multi-voltage option. Please note that power outlets only accept flat three or two-pin plugs, depending on whether an earth connection is fitted. It is each exhibitor's responsibility to bring their own adaptor to use throughout the meeting. You will need a RJ45 type plug to be able to connect your laptop into a computer socket in New Zealand, and an adaptor with a flat two or threepoint power plug to connect to the power supply. Again it is each exhibitors responsibility to bring their own adaptor to use throughout the meeting. Please refer to the travel information link on meeting website for further information. Exhibitors may wish to note the information provided in relation to the use of mobile phones in New Zealand. Security While the exhibition area will be securely locked overnight, exhibitors are strongly advised to remove any valuable material or equipment from their booths overnight. All exhibitors require insurance coverage. Additional security is the exhibitor s responsibility. Security is not being provided for the AOCOG 2009 / RANZCOG 2009 ASM. 6 WOMEN WELL into the future

7 Rules and Regulations The following rules and regulations become part of the contract between the exhibitor and the AOCOG 2009 / RANZCOG 2009 ASM organisers. They have been formulated in the best interests of exhibitors. The organisers respectfully ask for exhibitors' co-operation in observing these rules. Any areas not covered are subject to the organisers final decision. Dangerous Devices & Materials Exhibitors planning to display item(s) of an explosive or otherwise potentially dangerous nature must provide the Meeting Manager with details for the SKYCITY Convention Centre's consideration. If details are not provided, display of the item(s) may be prohibited at the discretion of the organisers or the venue management. Fire Protection All materials used in the exhibition area must be flameproof and all hangings must clear the floor. Electrical wiring must conform with statutory requirements. If inspection indicates that any exhibitor has neglected to comply with these regulations, or otherwise incurs fire hazards, the right is reserved to cancel all or such part of the exhibit or to direct the exhibitor to make any repairs at their own expense. Fixative/Adhesions No nails, screws, staples or pins are to be driven into walls, nor are holes to be bored into any wall, door or other part of the building. No gaffer, double sided tape, blue tack or other adhesives are to be used outside of booths unless approved by the SKYCITY Convention Centre. Any damage caused will be charged to the offender. Forfeiture If exhibitors or authorised representatives do not follow the rules and regulations set by the organisers, the exhibitor shall forfeit the amount paid for space rental, whether or not the exhibit space is subsequently leased. General Conduct Exhibits which impede access to the aisle or other exhibits will not be permitted. Booth personnel must confine their activities to within the booth space. Personnel must be attired to maintain the professional atmosphere of the conference. Displays in the exhibit area are limited to contracted exhibitors and the organisers. Noise Exhibitors creating excessive noise from operating exhibits or using audiovisual or other equipment which disturbs adjacent exhibitors may be asked to cease such activities in the interests of the overall exhibition. Exhibitors are reminded to ensure their booth does not emit excessive noise and disturb other exhibitors or delegates. Exhibitors wishing to use amplified noise in their booths will be required to contact the Meeting Managers for prior approval, and provide adequate sound-proofing. Exhibits Stand height is limited to 2.4 metres. Any exhibitor wishing to exceed this must apply to the organisers for approval. All exhibitor display equipment, banners and furniture etc must be contained within the confines of your allocated booth(s) area. Please note you may be asked to remove equipment should this point not be adhered to. Exhibitors will not be allowed into the building to erect trade displays after the advertised setup time. All tools, packing or other materials must be removed from the building, and stands must be completed by the end of the advertised setup time. Exhibitors should arrange with their couriers for goods to be transported to the venue. A limited number of porters have been arranged for goods to be transferred to the exhibition area by the SKYCITY Convention Centre. Entry for heavy or other exceptional loads (i.e. cranes to move large equipment) should be arranged with through the Meeting Managers at least 21 days prior to setup time. Vehicles must not be locked or left unattended while in any part of the loading area. Under no circumstances will the organisers accept or sign for anything on behalf of an exhibitor. 7

8 Clearance of Rubbish It is the responsibility of the exhibitor to see that all general rubbish and litter is cleared from the stand by the close of the advertised setup time and thereafter daily during the exhibition. Liability Each exhibitor, in making application for space, agrees to protect, indemnify and hold harmless the organising committee of the AOCOG 2009 / RANZCOG 2009 ASM and trade exhibition, Convention Management Services Limited from any and all claims, liability, damage or expenses asserted against them or incurred by them as a result of, or in connection with, the negligence or wrongful acts of the exhibitors or their agents, servants or employees, for any injury to persons or damage to property. The exhibiting company acknowledges that it is responsible for obtaining insurance coverage in such amounts as it deems appropriate to comply with its obligations herein and for its own protection. Reassignment Contracted exhibit space not occupied at the opening of the exhibit may be reassigned to another exhibitor by the organisers without refund of the rental paid. Soliciting Distribution of literature may be made only within the booth space assigned to the exhibitor and must relate to product or services on display or directly available from the exhibitor. No organisation without assigned space in the exhibit area will be permitted to solicit business within the meeting venue. Violation Violation of any of these regulations on the part of the exhibitor or authorised representatives shall annul the exhibitor's right to occupy space. Such exhibitor shall forfeit to the organiser all money paid. The organiser may reenter and take possession of the space and remove all persons and goods at the exhibitor's expense. Any damages incurred to the exhibit will be the responsibility of the exhibitor. The exhibitor expressly waives the service of written notice to re-enter and terminate. Subletting No subletting of exhibition space is permitted. Disclaimer Neither the SKYCITY Convention Centre, the AOCOG 2009 / RANZCOG 2009 ASM Organising Committee nor the AOCOG 2009 / RANZCOG 2009 ASM managers will take responsibility for the safety of any items on, delivered or despatched to the site in the absence of the exhibitor, his agent or contractor. Insurance You are strongly advised to insure goods during transit to and from the exhibition and while on display, against damage/loss, however caused, as well as for public liability. Please note public liability coverage is mandatory. If you have any questions, please contact the Meeting Managers and they will direct your enquiry. Name Badges Meeting Name badges myst be worn by exhibition peronnel at all times. Should your booth personnel change over the days of the meeting, please provide details of these changes PRIOR to the meeting so that appropriate namebadges can be produced by the Meeting Managers. For further enquiries, please contact the Meeting Managers who will direct your enquiry. 8 WOMEN WELL into the future

9 BOOTH PERSONNEL BADGE & SOCIAL TICKET ORDER FORM Company Name Complimentary Exhibitor Registration ( 2 per booth) Inclusions Admission to New Fellows Welcome Reception (Thursday 26 March 2009, in Exhibition Hall) Admission to the Annual Scientific Meeting sessions (not including breakfast sessions) Morning and Afternoon Teas and lunch daily (Friday 27 March Monday 30 March 2009) One delegate satchel 1 st Delegate Name (as it is to appear on name badge) 2 nd Delegate Name (as it is to appear on name badge) Additional Exhibitor $NZ 500 Additional personnel representing trade exhibitors are required to be registered as additional exhibitor representatives. Inclusions Admission to New Fellows Welcome Reception (Thursday 26 March 2009, in Exhibition Hall) Admission to the Annual Scientific Meeting sessions (not including breakfast sessions) Morning and Afternoon Teas and lunch daily (Friday 27 March Monday 30 March 2009) One delegate satchel Additional Exhibitor Registrations Cost $NZ (inc GST) No. Required Amount $NZ 3 rd Delegate Name (as it is to appear on name badge) 4 th Delegate Name (as it is to appear on name badge) 5 th Delegate (as it is to appear on name badge) 6 th Delegate Name (as it is to appear on name badge)

10 Additional Social Functions Meeting Dinner Saturday 28 March 2009 Langham Hotel, Auckland Cost $NZ (inc GST) No. Required Amount $NZ Payment Method Cheque / international bank draft Payable to AOCOG Payment must be made in New Zealand dollars payable on a New Zealand and free of all charges Credit Card Complete payment details below Charges as per this form are to be debited to: MasterCard Visa Amex Cardholder Name Cardholder Signature Credit Card Number Expiry Date TOTAL OWING $NZ Please complete all details above and forward to: Convention Management Services Limited P O Box Henderson 0650 Auckland New Zealand Tel: Fax: aocogranzcog2009@csml.co.nz by Monday 16 March

11 Special conference rates have been negotiated for meeting delegates at the listed hotels. Rates are Room Only for one night and do not include breakfast. Please note that these rates are only available if booked through the Meeting Managers. As the meeting is being held in New Zealand s peak tourist season it is strongly suggested that accommodation bookings be made as soon as possible. Please note that we are not able to guarantee accommodation availability within 45 days of the meeting beginning. Costs for accommodation include GST (Goods and Services Tax) of 12.5%. Sky City Grand Hotel Duxton Hotel Auckland Luxury King or Twin Room $NZ Executive Suite $NZ Located at the same site as the meeting venue, the Sky City Grand Hotel is an oasis of luxury at the heart of Auckland's vibrant city centre. Indulgent, restful, comfortable and stylish, guests will want for nothing in one of the 316 superbly appointed guest rooms. The range of room sizes and configurations ensures that, from a presidential entourage to a conference delegate, every requirement is amply accommodated for in the most perfect way. With award winning Sky City Auckland adjacent, there is easy access to a wide range of entertainment and leisure activities literally at the doorstep. This includes 18 restaurants and bars, the Sky City Theatre and the famous Sky Tower with its sensational views over Auckland Harbour and two popular adventure activities Sky Jump and the exciting, new Sky Walk. Also onsite is New Zealand's largest spa operation, the luxurious and serene East Day Spa, a Balinese style spa with 10 treatment rooms. For further information regarding hotel facilities and services and room features, please visit the hotel website: Deluxe Room $NZ Executive Suite $NZ Located approximately 500 metres from the Sky City Convention Centre, the Duxton Hotel Auckland is a luxury boutique style hotel with 152 rooms ranging from Deluxe Rooms to Executive Penthouse Suites. All rooms are classically styled and offer a laundry, kitchenette and private balcony, with views over the city or Myers Park. Hotel facilities include a business centre, daily newspaper, valet parking, in house restaurant and bar, outdoor heated swimming pool with hot tub and a gymnasium. Only 5 minutes from Queen Street and a short stroll to the fashionable shopping and dining areas of Ponsonby and Newmarket, Duxton Hotel Auckland is an ideal venue. For further information regarding hotel facilities and services and room features, please visit the hotel website: Rendezvous Hotel Sky City Hotel Auckland Deluxe King or Twin Room $NZ This Hotel is FULLY BOOKED Located at the same site as the meeting venue, along with the advantages of staying in a four-plus star hotel guests will find a vast array of entertainment options literally at your door. With two casinos, 10 restaurants and bars, and free live entertainment, Sky City Hotel has something for everyone. For further information regarding hotel facilities and services and room features, please visit the hotel website: New Zealand's largest premier hotel, the Rendezvous Hotel Auckland, is situated in the heart of Auckland approximately 200 metres from the Sky City Convention Centre. This stunning hotel is ideally positioned within walking distance of some of New Zealand's finest dining, shopping, culture and entertainment, including the Queen Street shopping precinct and Auckland's famous Viaduct Harbour. All 455 rooms are comfortably appointed and guests enjoy outstanding facilities such as business centre, health club with indoor heated swimming pool, male and female saunas, Japanese rooftop garden, and a variety of award-winning restaurants and bars. For further information regarding hotel facilities and services and room features, please visit the hotel website: Accommodation Cancellation Policy: Reservations will not be made unless a valid credit card (that expires after your arrival date) is provided when your booking details are received. Reservations cancelled within 30 days of arrival will incur a charge of one night s accommodation. Reservations that are cancelled within seven (7) days of arrival or failure to check in will incur a cancellation fee equivalent to the total number of nights reserved.

12 A. DELEGATE INFORMATION (Please print clearly in BLOCK letters) Given Name Title (e.g. Prof/Dr/Mr/Mrs/Miss/Ms) Family Name Organisation Postal Address Suburb/City State Telephone (work) Telephone (mobile) Postcode Country Facsimile (Required) B. TRAVEL DETAILS Check in:... /... / 2009 Estimated arrival time:... Check out:... /... / 2009 Estimated departure time:... I will be sharing with: C. HOTEL PREFERENCE Please indicate first, second and third (1, 2 and 3) hotel and room type preferences in appropriate box. Please note that accommodation availability is unable to be guaranteed within 45 days of the meeting beginning. Costs for accommodation include GST (Goods and Services Tax) of 12.5%. Hotel Room Type Rate Preference Sky City Grand Hotel Twin Room $NZ [ ] Sky City Hotel Auckland This Hotel is FULLY BOOKED Luxury King $NZ [ ] Executive Suite $NZ [ ] Duxton Hotel Auckland Deluxe Room $NZ [ ] Executive Suite $NZ [ ] Rendezvous Hotel Twin Room $NZ [ ] Deluxe King $NZ [ ] Room Preference: [ ] Smoking [ ] Non-Smoking (Where possible room preferences will be provided) D. PAYMENT METHOD Please note that credit card details are required to secure accommodation application. If no credit card details are provided, the Meeting Managers are unable to reserve accommodation. Please provide credit card details below: Card type: q MasterCard q Visa q Amex Cardholder name: Cardholder signature: Credit card number: WOMEN WELL into the future Expiry date:

13 Company Name EXHIBITOR DISPLAY DELIVERY LABEL Forward to: Organisation: Address: SKYCITY Convention Centre Federal Street Loading Bay Auckland, New Zealand Telephone: Facsimile: Display materials for AOCOG 2009 / RANZCOG 2009 ASM. Box Number of Contents (insert contents of boxes if desired) (insert total number of boxes in this consignment) From (insert Company Name, Address, Contact Person and Telephone Number) Company Address Tel Contact

14 Company Name SATCHEL INSERT DELIVERY LABEL Forward to: Contact: Paul Walker Organisation: Convention Management Services Limited Address: PO Box Henderson, Auckland 0650 New Zealand Courier Address 29 Roy Maloney Drive Henderson, Auckland 0612 New Zealand Telephone: Facsimile: Contents This package contains: (insert number and description of insert provided eg 1000 x 3 A4 collated sheets) From (insert Company Name, Address, Contact Person and Telephone Number) Company Address Tel Contact