EPO Patent Information Conference 2018 1 Page
Content 1 Exhibition information 3-7 2 Name board 8 3 Your stand 9 4 Additional stand equipment 10-11 5 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 2018 2 P age
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 09.00 to 17.00 hrs on Sunday, 11 November 2018. Access for collection during breakdown is from 13.00 to 17.00 hrs on Wednesday, 14 November 2018. Please inform freight forwarders that all goods must be collected from the venue by 17.00 hrs on 14 November 2018. 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 13.00 hrs on Wednesday, 14 November 2018. Venue address: Crown Plaza Brussels Le Palace Rue Gineste 3 1210 Brussels Belgium tel: +32 2 274 58 21 fax: +32 2 274 58 69 e-mail: ophelie.mathieu@cpbxl.be website: www.cpbxl.be 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
By car: It is a 13 km drive from the airport to the conference hotel, taking approximately 20-25 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: http://crowneplazabrusselspalace.h-rez.com/location.htm https://goo.gl/maps/6hz7f8grd552 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 http://www.epo.org/learningevents/events/conferences/pi-conference/registration.html Breakdown Stand dismantling may not start before 13.00 hrs on Wednesday, 14 November 2018. All stand material is to be removed between 13.00 and 17.00 hrs. Please advise freight forwarders collecting your goods of these deadlines. Build-up Your stand will be available from 14.00 hrs on Sunday, 11 November 2018. Please make sure that your stand is ready by 17.00 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 17.00 to 19.00 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
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: http://www.epo.org/about-us/events/pi-conference/registration.html 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 3 1210 Brussels, Belgium tel: +32 2 274 58 21 EPO 2018 stand number:.. Company:.. Please note that goods should not arrive at the conference centre before Wednesday, 7 November 2018. Electricity One electrical power socket with three power outlets will be provided per stand (standard European). 5 P age
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: http://www.epo.org/learning-events/events/conferences/pi-conference/hotels.html You can complete the order form in order to book your hotel room by following the link: https://book.passkey.com/event/49705005/owner/7604429/home 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 2018 6 P age
Opening hours Exhibition opening hours: Sunday, 11 November 2018 Monday, 12 November 2018 Tuesday, 13 November 2018 Wednesday, 14 November 2018 17.00-19.00 hrs 09.00-18.00 hrs 09.00-18.00 hrs 09.00-13.00 hrs Registration desk The registration desk will be open on Sunday, 11 November from 17.00 until 19.00 hrs and from 08.00 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 14-16 Rennweg 12, 1080 Vienna, Austria 1030 Vienna, Austria tel: +43 1 512 80 91-17 tel: +43 1 521 26-303 fax: +43 1 512 80 91-80 e-mail: mwnoe@epo.org e-mail: fraundorfer@admicos.com 7 P age
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
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
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 30.00 C006 C007 Black or Grey stool 22.00 TABLES T001 T002 White or Wood colour table (Ø 80 x H 75 cm) 30.00 T003 White high table (Ø 70 x H 105 cm) 30.00 10 P age
FURNITURE Nbr. Description Pcs Price/unit Total F001 Lockable cupboard, white (L 100 x W 50 x H 80 cm) 25.00 F002 Showcase (L 100 x W 50 x H 110 cm) 85.00 F002 Flyer holder stand (3 x DIN A4) 12.00 symbolic image SHELVES S001 Shelf (variable height) (L 100 x W 30 cm 60 ) 18.00 S002 Shelf (variable height) (L 100 x W 30 cm horizontal) 16.00 FLORAL DECORATION D001 D002 D003 Flower arrangement white red purple symbolic image 25.00 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
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 L001 43 LCD screen & support (wall) 190.00 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
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, 17.00 hrs 19.00 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, 17.00 hrs 19.00 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, 17.00 hrs 19.00 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
Conference registration The conference registration form is available online at: http://www.epo.org/about-us/events/pi-conference/registration.html 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