Sponsors & Exhibitors Manual

Transcription

1 Sponsors & Exhibitors Manual Website France Dates Cannes-Mandelieu September Centre Expo Congrès 2018

2 Table of Contents Introduction... 3 Sponsor Check List... 4 Exhibition Schedule for ISC Technical information for sponsoring... 5 Programme Overview... 6 Registration and Badges... 6 Accommodation... 7 Symposium Venue... 7 Venue Location Map... 8 How to get there... 9 Exhibition Space Details Free Build Stands Exhibition Floor Plan Delivery and Collection at CEC Freight Forwarding Deliveries of Inserts for Delegates Bags Parking Facilites Building Height Cleaning Ligitation State of the material, damages Security Animals Furniture, Electrics, Lighting & Carpet Regulated Activities Display and access to fire safety equipment Electrical equipment Forbidden Forklifts Mandatory Insurance Note for exhibitors

3 Introduction The 32 nd International Symposium on Chromatography (ISC2018) will take place from 23 rd of September to the 27 th of September 2017 in Cannes-Mandelieu, France. The purpose of this document is to provide detailed information for sponsors and exhibitors on logistical and organizational issues relating to their participation at ISC2018. Sponsors and Exhibitors will find the links to the online registration and accommodation form and to the online additional order booking forms, which must be submitted along with payment before the deadlines specified. Sponsors and Exhibitors are requested to read this manual carefully and become fully familiar with the rules and regulations of the exhibition. FOR ANY QUERIES ABOUT THE SET-UP OF THE EXHIBITION OR THE CONTENT OF THIS MANUAL, PLEASE CONTACT OUR SPONSORSHIP & EXHIBITION TEAM: Contact details Symporg SA Bertrand Joehr Tiffany Desruelles Rue Rousseau Geneva / Switzerland Tel Mail sponsoring@isc2018.fr 3

4 Sponsor Check List TASK DEADLINE SUBMIT TO Logo, hyperlink and Immediately company profile for ISC 2018 website Submission of company Immediately name as you wish it to be displayed on your stand name plate Exhibitor names for Immediately registration Plans for free build stands Adverts for the programme Delivery inserts for See page 14 delegates bags Delivery of goods to the venues See page 12 Exhibition Schedule for ISC2018 DAY DATE DESCRIPTION FROM TO Friday Free build stand 08:00 18:00 move in Saturday Exhibitor buildup 08:00 17:00 Saturday ISC organizers 17:00 18:00 walk through Sunday Exhibition open 09:30 16:30 Monday Exhibition open 09:30 16:30 Tuesday Exhibition open 09:30 16:30 Wednesday Exhibition open 09:30 16:30 Thursday Exhibition open 09:30 11:00 Friday Exhibition break down 11:00 18:00 This timetable is subject to change at any time without notice. B IMPORTANT NOTICE: The Symposium Organisers and the venue request that a company representative be present during the exhibition stand move in and move out to supervise the safe delivery, construction, removal and collection of all exhibits. The Organisers will not be held responsible for theft of an exhibitor s goods or damage to property or lost shipments. The Sponsors & Exhibitors are responsible for maintaining and keeping in good order the exhibition stand that they have contracted during the opening hours of the exhibition. 4

5 Technical information for sponsoring Sponsoring features Advertising in Final Programme Technical information A4 vertical /210 x 297 mm + 3 mm bleed edge PDF high resolution Provided by the company Design upon approval by ISC 2018 Addressee Yes Yes Must be send to: sponsoring@isc2018.fr Deadline Before TBD Conference bags With name and logo of the company Yes Yes Must be send to: sponsoring@isc2018.fr Before TBD Notepad and pens With name and logo of the company Yes Yes Must be send to: see page 12 Before TBD Leaflet in conference bag A5 or A4 Format Yes Yes Must be send to: see page 12 Before TBD Company Lanyards for badge holders Staff t-shirt With name and logo of the company With name and logo of the company Yes Yes Must be send to: TBD Before TBD Yes Yes Must be send to: TBD Before TBD

6 Programme Overview Programme overview is now available on the website Click to see the programme Registration and Badges Pre-registration of sponsors and exhibitors is mandatory in order to attend the symposium and can be submitted via our online Sponsor & Exhibitor Registration Form. The last day to register is TBD. The names of the people that you wish to register as exhibitors should be ed to the Registration Team by the TBD. If you require additional staff at your exhibition space, they must register as an additional exhibitor. Please contact the Exhibition and Sponsorship Team. Exhibition registration includes access to the exhibition area and posters, welcome reception, tea/coffee breaks and lunch. Sponsor & Exhibitor badges will show the name of the exhibiting company and the personal name. Badges will not be sent to exhibitors in advance and must be collected at the exhibition desk, which will be located in the Forum on the ground floor of the Conference centre. Badges must be visible at all times. In case you mislaid your badge a new badge can be created on-site at an additional cost of 75 per badge. Link to the Registration Form

7 Accommodation ISC 2018 is offering a wide selection of hotels and accommodation, all within easy travelling distance from the symposium venue. You can book your accommodation through the online registration system. For information on hotel accommodation, please check the link below. Link to the Accommodation Beware of Housing Pirates & Poachers WBC 2018 cannot validate hotel reservations via sources other than those presented by Symporg SA as Symporg SA is the only official mandated housing bureau for this symposium. With careful research and dedicated negotiations, Symporg SA works on your behalf to provide hotel room blocks of a high-quality standard at a discounted rate. For the best customer service and guaranteed hotel rooms, attendees and exhibitors should make their reservation through the official housing bureau offer provided in this registration system. It is important to be aware that you may be contacted by phone, fax, or by third party companies that act as travel agencies, wholesalers or destination management companies to solicit you with aggressive or deceptive tactics for room reservations. Room poachers and pirates may also misrepresent themselves as the official symposium housing bureau and may illegally use the symposium name or logo. If you are contacted by someone asking if you need a room or if they represent themselves as the official housing bureau, please obtain as much information as you can, such as the name of the company, the person calling and their telephone number then contact Symporg SA at info@isc2018.fr. The 32nd International Symposium on Chromatography (ISC2018) will take place from 23th of September to the 27th of September in France. As the Symposium will take place in Cannes-Mandelieu, Côte d Azur, a fabulous setting in the French Riviera, we hope that the charm and sweetness of the region in September will be conducive to give the ISC 2018 meeting a special flavor. Symposium Venue 7

8 Venue Location Map 8

9 How to get there By Air Nice Côte d Azur International Airport : There are 40 daily flights to Paris, and 85 destinations. Mandelieu-La Napoule can be reached from the airport in just 30 minutes by bus or by car. Information at General information telephone : Cannes Mandelieu Airport : Situated 2 minutes from the town centre, open to tourist and business flights. Cannes Mandelieu, the 2nd most important general aviation airport in France, is a dynamic platform that is highly attentive to customer needs and offers every convenience: high safety standards, rapid passenger handling, free parking in the immediate vicinity of the terminal, tailored services, and a polished welcome that is both friendly and professional. Information at General information telephone : By Train Several TGV serve the Cannes Station, 7 km away from Mandelieu-La Napoule. You can then choose between a taxi or a bus for quick access. To view train timetables and prices: Cannes Bus Station: Mandelieu Bus Station: (100 metres from the town centre) Lines serving the Centre of Mandelieu-La Napoule : Line 20 (TGV - SNCF Cannes train station Centre of Mandelieu-La Napoule) Approx. 1 bus every 30 minutes Timetables and map: By Car Parking There is a free car park with 600 spaces at 50 meters from the Congress and Exhibition Centre, the Parking des écureuils. Free indoor car park with 530 spaces situated 50 metres away from the Congress and Exhibition Centre. Taxi STEEN Denis (0) Taxi David (0) PICCIAU Pascal (0) POLICARO Sébastien (0)

10 Exhibition Space Details Platinum, Gold and Silver Sponsors The rate of the floor space includes: - Shell scheme - 2 exhibitor badges - Coffee breaks and lunches - Logo, short description and link on website exhibition page Please note that all booths have an open angle and are rented naked surface. Free Build Stands Please be advised that if a custom designed stand is to be constructed, contact the Sponsorship and Exhibition Team immediately and no later than Friday, 29th July with a diagram of the proposed stand including details and dimensions all display constructions require the approval of the Symposium Organisers. EACH EXHIBITING COMPANY IS RESPONSIBLE FOR MANNING THE EXHIBITION SPACE PURCHASED FROM SUNDAY 28TH OF AUGUST UNTIL THURSDAY 1ST OF SEPTEMBER IF AN EXHIBITION SPACE IS NOT MANNED FROM THE VERY FISRT DAY UNTIL THE LAST DAY OF ISC 2018, ORGANISERS RESERVE THE RIGHT TO REALLOCATE THE SPACE. 10

11 Exhibition Floor Plan 11

12 Deliveries will be accepted from TBD. All materials can be sent to: CENTRE EXPO CONGRES ISC Avenue Marcel Pagnol Mandelieu-La Napoule - FRANCE Delivery and Collection at CEC Please be aware to mention this information on the postal packet. - Name of the responsive person onsite - Name of the company - Phone number of the responsive person onsite - Name of Stand Please use the label below for shipping Your Company Name ISC 2018 Your contact name Your mobile phone number Attention Number of boxes CENTRE EXPO CONGRES ISC2018 Avenue Marcel Pagnol Mandelieu-La Napoule FRANCE Removal All goods must be removed from the Symposium venue no later than CEC is not responsible for any loss or damage caused to the different sended postal packet or forgotten after the Symposium. It is the responsibility of the exhibitors to insure the goods. Storage The CEC doesn t have any storage space to keep empty boxes or pallets at the time of the event. They must, therefore, be removed immediately after. Removal of the remaining packages (boxes, pallets,...), posters and other material, documents is the responsibility of the exhibitor. All this material will be automatically thrown if the exhibitor does not leave with it at the end of the event. Logistics can be provided by 12

13 Freight Forwarding There is no official freight forwarding provider for ISC Deliveries of Inserts for Delegates Bags Deliveries of inserts for delegate bags must be send to: CENTRE EXPO CONGRES ISC Avenue Marcel Pagnol Mandelieu-La Napoule FRANCE Please use the label below for shipping Your Company Name ISC 2018 Delegate Bag Inserts Your contact name Your mobile phone number Attention Number of boxes CENTRE EXPO CONGRES ISC2018 Avenue Marcel Pagnol Mandelieu-La Napoule FRANCE Deliveries will be accepted from Inserts must arrive no later than in order to be packed in the delegate bags. Any inserts arriving after this date will not be included in delegate bags. It is important that your company name for labels is the same as the company name listed in your agreement and application form. This will help prevent misplaced inserts or delayed deliveries. Failure to deliver inserts by and/or not labeling the boxes correctly may result in inserts not being placed in delegate bags. 13

14 Parking Facilites A technical parking can welcome up to 50 vehicles and is situated at the back of the building. The parking will be handled by the organizers. The exhibitors will have the possibility to park during the symposium, within the limit of the number of places available. Building Height Please note that a stand height of 5 meters must not be exceeded at the CEC. A copy of the stand drawing, showing full specifications for construction, must be sent to the exhibition & Sponsoring Team by TBD in order to be approved by the safety officer in the venue. Construction of stands with a height over 5 meters arriving on site without prior approval will not be permitted, or may subject to onsite assessment with extra charges passed onto sponsors. Cleaning The CEC is in charge of the cleaning of the sharing spaces of the exhibition before the opening of the Symposium. The CEC will also take care of the cleaning during the Symposium, paths, hall, and toilets. Ligitation The present contract is governed by the laws of France. Only the court of justice of Grasse will be competent in case of disputes, which would not be solved by common agreement. State of the material, damages Exhibitors accept the furniture and materials as provided to them and note their general condition and functioning. They must return them under the same as when they received them by following the following recommendations: it is strictly forbidden to fix or hang any furniture on tables, walls, pillars or stands. If CEC equipment (made available or paid for) disappears or is damaged, it must be replaced or repaired by the exhibitor. Exhibitors will be financially responsible for the damage they may cause to the floor, so they must take all necessary precautions to ensure the protection of the floor in case of risk. 14

15 Security A private supervision of the stands can be ordered by each exhibitor, at his charge. The CEC cannot be held responsible for any loss, damages or theft of goods, which have occurred on the stands of the exhibitors. The CEC is not guarded at night, but it is equipped with alarms. The CEC gives itself the right to refuse any person whose behavior or attire would be considered incompatible with his image or who refuses to comply with the rules of safety. Pets are not allowed in the exhibition areas Animals Furniture, Electrics, Lighting & Carpet New Loc is the official contractor for ISC TBD Regulated Activities The following activities are prohibited without the prior written consent of the CEC. - Any photograph, sound recording, films, total or partial reproduction of documents without authorization of the CEC. - The projection of any film or other visual document without the necessary authorizations. - Use by exhibitors of their own equipment to: * Technical services: audiovisual, electricity and telephone... * Cleaning of spaces * Security services Display and access to fire safety equipment The layout of the stands shall not obscure the safety signs indicating the location of exits and emergency exits. Emergency and fire-fighting equipment should not be hidden or obstructed. Any exhibitor whose activity or location does not fulfill this obligation will be forced to reconfigure his space to be compliant. Electrical equipment All electrical equipment on the stand must be installed by professionals. The exhibitor is responsible for the electrical equipment of his stand and the enclosure supplied. The exhibitor must: - Equipped with adapters - Verify that all its equipment complies with European safety laws Forbidden 15

16 - Any modification of the technical characteristics of the electrical box - Cables including wires with a cross-section of less than 1.5 mm - Uninsulated cables - Unprotected electrical connections through the housing - Bipolar plugs and connections S multiple - Batteries and rechargeable lamps not conforming to the NFC standard. Forklifts Please be aware that there is no forklift available in the CEC. Mandatory Permanent access to electrical boxes for CEC technicians. - Switch off all electrical components during closing periods if they do not Need to be constantly ON. - Class 1 equipment must have a ground connection. - Lighting containing halogen lamps shall be at a minimum height of 2.40 Mounts securely - Removal of all flammable materials immediately after use Combustible materials - Any storage of this type of material is strictly forbidden in the exhibition spaces, in the stands, in the back spaces... - The use of flammable liquids is prohibited. Protection of the public: Exhibitors are fully responsible for all demonstrations. Machines with removable parts, hot surfaces or other hazards to the public must comply with all safety standards and the CEC Safety Service must be notified before use. All dangerous parts must be out of reach of the public. The Security Committee: Decisions taken by the administrative authorities according to the recommendations of the safety committee may go as far as closing a stand and are applicable immediately. The CEC cannot be held responsible if an authority decides to close a stand. Smoking is prohibited Insurance Exhibitors must take out civil liability insurance to ensure the financial consequences of physical, material and immaterial damage caused to others during their participation in the event. 16

17 Ladies and Gentlemen, Dear Exhibitors, Note for exhibitors The Tourist Office is committed to an eco-responsible approach aimed at reducing the impact of its activities on the environment. In this framework, it obtained on 8 April 2014 the ISO standard. An organization is therefore set up in order to manage as closely as possible the organization of exhibitions organized within the Center Expo Congrès, in particular: Regarding the collection and sorting of waste, specific equipment and means are at your disposal: - A Tri-Ambassador will be present at the important moments of the show, at the beginning and at the end of the day to advise you and help you sort your waste, he will give you our "Sorting Guide". - Garbage bags will be put on your stand every morning to collect and sort OD and recyclable packaging. You will deposit them in the evening in the containers placed at your disposal in the technical parking lot at the back of the building. - This container park also includes OM containers and recyclable packaging: a container for the collection of your cartons (please open and fold them before putting them in) One column for glass bottles A container for white paper We will also be able to collect separately: - Piles, wooden pallets... ask the Ambassador of the Tri who will tell you the procedure. Your contribution is essential so that we are all respectful of the Environment, we count on you! The Management of the Tourist and Convention Bureau 17