Important Deadlines Exhibition Contract of Exhibit Space Exhibitors Service Kit June 2005 Early Registration (reduced fee) August 9, 2005 Stand plans of more than 20 m 2 / 2.50 m height to AKM Basel for general approval August 9, 2005 Order Forms for - Technical Installations - Exhibition Services August 19, 2005 - Modular Stands and Equipment etc. Stand plans showing the location of technical supplies to AKM Basel August 19, 2005 Order Forms for - VRS Visitors Recording System August 31, 2005 - Exhibitor Badges Advertisements Advertisement deadlines for - Abstract Book June 30, 2005 - Final Programme August 6, 2005 Submission deadline for printing material within seven days of space agreement within 2 weeks of advertisement deadlines included in the Exhibitors Service Kit included in the Exhibitors Service Kit Table of Contents Exhibit Prospectus Invitation Key Information Overview HELEXPO Thessaloniki Exhibition Hall Plan / Stand List Rules and Regulations Services and Facility Enclosures - Contract for Exhibit Space - Preliminary Programme Separate Folder Advertising in the Final Programme Advertising in the Abstract Book Banners on www.akm.ch/ectrims2005 Order Form for Advertisements / Banners
Invitation Dear Ladies and Gentlemen, It is our pleasure to invite you to the 21 st Congress of the European Committee for Treatment and Research in Multiple Sclerosis 10 st Annual Meeting of the Americas Committee for Treatment and Research in Multiple Sclerosis which will be jointly held from September 28 October 1, 2005 at the HELEXPO International Exhibition and Congress Center in Thessaloniki, Greece. Thessaloniki is the second largest city after Athens and the center of the region of Macedonia. Its beautiful location at the sea with its famous land marks, the White Tower, magnificent Byzantine churches etc., cosy restaurants, the rolling green hills keeping many historic treasures - all these make visiting Thessaloniki delightful. The HELEXPO International Exhibition and Congress Center is part of the HELEXPO fair ground which is located within walking distance to the heart of the city center. The ECTRIMS/ACTRIMS exhibition will be located in hall 13 close to all congress activities such as lecture halls, poster exhibition and recreation areas. The technical infrastructure is of high standard which enables sophisticated stand constructions. In the past years, the annual meeting of the ECTRIMS has become the most important gathering of specialists in the field of Multiple Sclerosis. The growing success as well as the big interest for the Thessaloniki meeting guarantee ECTRIMS / ACTRIMS 2005 to become yet another exciting and well-attended event to which we may again expect up to 3500 active participants from all over the world. In line with its predecessors, the congress will provide a valuable forum for review and discussions of recent advances and future trends as well as practical aspects of Multiple Sclerosis. The high targets of the ECTRIMS/ACTRIMS committees ensure a scientific programme of extraordinary quality. Traditionally, the scientific programme is divided into various Oral Sessions, Industry Symposia and Poster Sessions. For more information on the scientific aspects, please either consult the enclosed Preliminary Programme or alternatively visit the congress website www.akm.ch/ectrims2005 which will be updated on a regular basis. We are very pleased to invite you today to exhibit at the ECTRIMS / ACTRIMS 2005. May we kindly ask you to reserve your preferred exhibit space first by phone and then confirm it in writing using the enclosed 'Contract for Exhibit Space'.?or more information on the exhibition, please refer to the following pages, where you will also find a detailed exhibition hall plan in the centre of the booklet. Like the previous events, AKM Congress Service in Basel has been appointed as administrative organiser of the meeting and is your key contact for any reservations, correspondences and other services; for further information, please do not hesitate to contact the exhibition organiser, Ms Franziska Widmer. Should you be interested in supporting the meeting as a major sponsor, please refer to the respective form attached or contact Ms Astrid Dietschi or Ms Betty Meyer of the Administrative Secretariat, who will both be happy to discuss further sponsoring details with you. It would be a great pleasure for us to welcome you among the supporters of the forward to hearing from you soon. in Thessaloniki and we look The Organising Committees April 2005
Key Addresses Place of Exhibition HELEXPO International Exhibition and Congress Center 154 Egnatia Street GR 546 36 Thessaloniki / Greece General Organisation, Sponsoring, Registration, Abstracts Administrative Secretariat ECTRIMS / ACTRIMS 2005 c/o AKM Congress Service Clarastrasse 57, P.O. Box CH 4005 Basel / Switzerland Phone ++41 61 686 77 11 Fax ++41 61 686 77 88 E-mail info@akm.ch Congress Coordination: Satellite Symposia / Sponsoring: Registration: Ms Betty Meyer Ms Astrid Dietschi Ms Sabine Adam Exhibition Coordination AKM Congress Service Ms Franziska Widmer Clarastrasse 57, P.O. Box CH 4005 Basel / Switzerland Phone ++41 61 686 77 66 Fax ++41 61 686 77 88 E-mail exhibition@akm.ch Accommodation (groups of min. 10 persons) AKM Travel AG Ms Christa Denoth Messeplatz 10, P.O. Box CH 4016 Basel / Switzerland Phone ++41 61 690 94 11 Fax ++41 61 690 94 14 E-mail ectrims@akmtravel.ch Local Agency and Individual Hotel Reservation Frei S.A. Mr Manolis Gogas 24, Nikis Str. GR 10557 Athens / Greece Tel. ++30 210 32 15 600 Fax ++30 210 32 19 296 E-mail ectrims2005@frei.gr The Exhibitors' Service Kit containing detailed information and order forms for technical supplies and exhibition services, etc. will follow in June 2005.
Key Information Place of Exhibition HELEXPO International Exhibition and Congress Center 154 Egnatia Street GR 546 36 Thessaloniki / Greece Exhibition Coordination AKM Congress Service Ms Franziska Widmer Clarastrasse 57, P.O. Box CH 4005 Basel / Switzerland Phone ++41 61 686 77 66 Fax ++41 61 686 77 88 E-mail exhibition@akm.ch Installation of Booth Construction Sunday September 25, 2005 08.00 h 20.00 h Monday September 26, 2005 08.00 h 20.00 h Tuesday September 27, 2005 08.00 h 18.00 h All corridors must be free of crates and stand material on Tuesday evening for the major cleaning and the laying of aisle carpets. Exhibition Dates Wednesday September 28, 2005 08.00 h 17.30 h * Thursday September 29, 2005 08.00 h 17.00 h * Friday September 30, 2005 08.00 h 17.00 h * Saturday October 1, 2005 08.00 h 13.00 h * * The exhibition opening hours are subject to possible changes due to the scientific programme in the main lecture hall (hall 13). The organiser will keep you advised. Dismantling Saturday October 1, 2005 13.00 h 24.00 h no extension of dismantling time possible How to reserve an exhibit space Exhibitors are kindly requested to reserve their preferred space first by phone and confirm it in writing with the Contract for Exhibit Space within 7 days. Sponsors and pre-announced spaces are treated with priority and assigned on a first come first served basis. Welcome Reception All exhibitors are cordially invited to the Welcome Reception on Wednesday evening, September 28, at the premises of the Byzantine Museum. More information will follow in the Exhibitors Service Kit. ECTRIMS / ACTRIMS 2005 Website The latest information on the exhibition, scientific and social programme is available on the congress website. A regular update can be found under: www.akm.ch/ectrims2005
Overview of the HELEXPO Germanos Center 8 13 12 6 Vellidis Center Main Entrance possibly Hospitality Suites Parallel Session Rooms Hospitality Suites Main Lecture Hall Poster Exhibition Industrial Exhibition possibly Hospitality Suites Parallel Session Room Registration Secretariat Main Entrance
Exhibition Hall Plan Main Lecture Hall Posters 0 10 15m Scale 1:300 143 145 147 131 141 149 Cafeteria 151 115 121 123 125 127 113 128 111 101 103 105 107 109 Entrance Entrance Legend Open sides - max. 1/3 of the stand sides along corridors can be closed with elements of more than 1.50 m height Closed sides - walls to be built by the exhibitor
Stand List 101 5.00 m x 3.00 m = 15.00 m 2 125 22.00 m x 7.00 m = 154.00 m 2 103 3.00 m x 3.00 m = 9.00 m 2 127 16.00 m x 8.00 m = 128.00 m 2 105 3.00 m x 3.00 m = 9.00 m 2 128 8.00 m x 5.00 m 107 4.00 m x 3.00 m = 12.00 m 2-12.50 m 2 = 27.50 m 2 109 4.00 m x 3.00 m = 12.00 m 2 141 5.00 m x 2.00 m = 10.00 m 2 111 3.00 m x 2.00 m = 6.00 m 2 143 4.00 m x 2.00 m = 8.00 m 2 113 3.00 m x 2.00 m = 6.00 m 2 145 3.00 m x 2.00 m = 6.00 m 2 115 3.00 m x 2.00 m = 6.00 m 2 147 3.00 m x 2.00 m = 6.00 m 2 121 23.00 m x 7.00 m 149 3.00 m x 2.00 m = 6.00 m 2-8.00 m 2 = 153.00 m 2 151 14.00 m x 11.00 m = 154.00 m 2 123 19.00 m x 8.00 m = 152.00 m 2 List of Exhibitors ECTRIMS 2004 Biogen Idec - Elan Biogen Idec Bühlmann Laboratories AG DPC Bühlmann GmbH Edmus Project EFNS - European Federation of Neurological Societies European Charcot Foundation IHR - Institute of Health Care Research MSBase Foundation MSIF - Multiple Sclerosis International Federation Octapharma RIMS - Rehabilitation in Multiple Sclerosis Schering AG Serono International Serono Symposia International Foundation Teva-Aventis Wisepress Online Bookshop Ltd.
Rules and Regulations Exhibition Organiser AKM Congress Service in Basel / Switzerland has been appointed as administrative organiser of the industrial exhibition during the ECTRIMS / ACTRIMS 2005 congress in Thessaloniki, Greece. Conditions of Payment Conditions of payment mentioned on invoice / confirmation are valid. In any case payment has to be made before opening of the exhibition; if not, the participation cannot be guaranteed and the rental fee remains due. All prices for exhibit space and services are net and indicated in Euro ( ). Cancellation When an exhibit space confirmed in writing has to be cancelled, the rental fee still has to be paid before opening of the exhibition. In case the exhibit space can be let again, there is a cancellation fee of 20% to be paid. If only parts of the cancelled space can be let again, 20% cancellation fee is due for the part let again and full price for the rest. Assignment of Space / Eligibility for Exhibiting The booths may be used only for exhibiting and advertising the exhibitors own products in accordance with the host country s applicable laws and regulations. In addition, only products and services in direct connection to the topic of the congress are allowed to be presented. In order to make your reservation definite, the exhibit space assigned / reserved by phone has to be confirmed in writing within seven days using the Contract for Exhibit Space. The exhibition organiser reserves the right to make changes of exhibit space after consulting the exhibitor involved. Stand Construction The stand construction is the exhibitor's concern. It is only allowed to close maximum 1/3 of the stand sides along corridors with elements of more than 1.50 m height. Stand walls of more than 1/3 length and 1.50 m height should have a minimum distance of 1.50 m towards the edge of the exhibition surface unless otherwise approved by the organiser. Please ensure your back walls are covered on the reverse side (especially raw wooden constructions) even if there is another stand backing up to yours and more so when your stand construction exceeds 2.50 m. No ceiling suspensions are allowed. House Rules The rules of the HELEXPO International Exhibition and Congress Center Thessaloniki hereafter referred to as HELEXPO do apply and are binding to all exhibitors. Whoever does not follow these regulations will be excluded from the exhibition after a first warning. Damages / Safety / Insurance Exhibitors are entirely liable for damages to third parties' stands, properties, health (be injury or death). To this extent AKM Congress Service and the HELEXPO are to be considered third parties. Exhibitors' liabilities are extended to their personnel and/or other people working under their control. Neither ECTRIMS/ACTRIMS, AKM Congress Service and its staff nor the HELEXPO are liable for any damages and/or loss suffered by the exhibitors goods during the exhibition, including installation and dismantling - it is strongly recommended to take out insurance accordingly. There will be no guarding of the exhibition area during the official exhibition opening hours. At night, the conference rooms and the exhibition halls of HELEXPO will be locked - extra security service for the exhibition is not planned. Promotional Activities / Sound Restrictions Promotional activities within the exhibition surface are allowed as long as they do not interfere with the running of the conference nor disturb your fellow exhibitors. Electrical and other mechanical appliances must be muffled so that no noise disturbance is caused to other exhibitors. The exhibition organiser reserves the right to determine at what point sound constitutes interference with others and if it must be discontinued. Outside the stand surface promotional activities are not allowed. Neither is it allowed to affix any kind of promotional material to walls, columns or any other object of the exhibition hall. In case of non-compliance the exhibitor shall be liable for any damages. Company Events Exhibitors are not allowed to stage social activities parallel to the official ECTRIMS/ACTRIMS programme. Therefore, please foresee to organise the company event on Thursday evening, September 29, 2005. Force Major If the exhibition has to be cancelled or changed due to unforeseen events or general "force major, the organiser cannot be claimed for any compensation. Amendments to Rules Any matters not specifically covered by the preceding rules shall be subject solely to the decision of the organiser. These rules may be amended at any time by the organiser and all amendments so made shall be equally binding on exhibitors with the foregoing rules and regulations. Place of Legal Performance and Venue Should the parties involved disagree on any point, they are subject to the official court of Basel-Stadt, Switzerland, thus Swiss law will be applied. April 2005
Services and Facility Site Inspection For site inspections, please send your preferred date / time of your planned inspection to the exhibition organiser who will liaise between you and the HELEXPO in order to make further agreements directly. Access / Delivery / Forklift Service During mounting / dismantling the delivery zone alongside hall no. 13 is large enough to accommodate several trucks at the same time. The organiser will determine up to what point trucks may also enter the hall to unload next to the stand space. We like to point out that there is no forklift service available at the HELEXPO. Please contact the recommended transport agency Schenker for a respective offer (contact details see paragraph Stand Material Delivery ). Parking After unloading, all vehicles have to be removed immediately. Limited free of charge lorry parking spaces are available on the HELEXPO grounds. More information follows with the Exhibitors Service Kit. Private cars can be parked in the HELEXPO car park; the parking fee of approx. 9.- / day has to be paid directly at the coin machines. Further details follow in the Exhibitors Service Kit. Storage of Empties and Crates The organiser does not offer any storage area for empties and crates. For professional handling of your empties, please refer to the following paragraph 'Professional Material Handling'. Professional Material Handling (Transport, Delivery, Storage, Customs Clearance etc.) Please do not send any stand material and/or literature to HELEXPO in Thessaloniki. The exhibitors are free to work with any transport company of their choice. However, please ensure you pass on the following information: During build-up trucks can unload stand and promotional material directly to the stand. However, for deliveries arriving in Thessaloniki between September 12 and 24, for courier deliveries and post mailings arriving during build-up, as well as for all information regarding professional handling of stand material, empties, secured storage (before / during / after the congress), general transport, freight shipment and customs clearance, forklift service etc., please refer to the following address: Professional Material Handling (part 2) Administration Schenker Deutschland AG Ms Manuela Natzke Mr Andreas Herrmann Jaffestrasse 2 / Einfahrt Tor 25 Service Gebäude Süd D 14055 Berlin / Germany Tel. ++49 30 349 65 451 (Ms Natzke) Tel. ++49 30 349 65 453 (Mr Herrmann) Fax ++49 30 349 65 459 E-mail manuela.natzke@schenker.com a.herrmann@schenker.com Shipping address Schenker A.E. Protomagias & 9 Ekt. Kalochoriton Str. GR 570 09 Kalochori Thessaloniki / Greece Attn: ECTRIMS / ACTRIMS 2005 Exhibitor s name Hall 13 / Stand number Please make your arrangements with Ms Natzke or Mr Hermann prior to sending any material to Thessaloniki, as all services provided by Schenker have to be notified and charged separately. We like to point out that all shipments entering Greece from outside the EU are subject to customs clearance procedures. Neither the exhibition organiser nor HELEXPO will accept any customs charges. It is therefore vital that all your goods are being transported / customs cleared by a professional transport agency. A detailed manual of the different services provided by Schenker Transports will be supplied with the Exhibitors' Service Kit. AKM Congress Service, HELEXPO and the organising committees of ECTRIMS/ACTRIMS 2005 reject any liability for material which has not arrived or cannot be found due to incorrect addressees. Stand Planning / Building Height / Suspensions It is only allowed to close maximum 1/3 of the stand sides along corridors with elements of more than 1.50 m height. Stand walls longer than 1/3 of a stand side and higher than 1.50 m must have a minimum distance of 1.50 m towards the edge of the exhibition surface; exception may be approved if the view to neighbouring stands is not obstructed. The general building height is 2.50 m. Any stand constructions exceeding this height up to the maximum building height of 5.00 m must be approved by the organiser. Ceiling suspensions are not allowed. Transport co-ordination for Greece will be effected via Germany. The fire proof certificates of all stand materials used must be available for controls during build-up.
Services and Facility (part 2) Submission of Stand Plans Stand plans exceeding a surface of 20 m 2 and/or a total building height of 2.50 m have to be approved by the organiser. Deadline for submission of stand plans, if possible in scale 1:200, panoramic and birds-eye view. (PDF / high res. JPG / CDR) to AKM Congress Service August 9, 2005 'Technical plans' with the detailed location of technical supplies would be much appreciated as they simplify the preparation work. Deadline for submission of technical plans (bird s-eye view) to AKM Congress Service August 19, 2005 Stand Construction The stand construction and equipment must be organised by the exhibitor. The exhibition organiser does not supply any stand material. Furniture / Stand equipment Basic furniture and stand equipment can be ordered upon receipt of the Exhibitor Service Kit. Modular stand construction Together with the local partner, AKM Congress Service will be offering a modular stand construction. For more information, please await the respective forms in the Exhibitors Service Kit. Individual stand construction You may contact the following address for an individual stand offer: ExpoSystem Ms Nikoletta Tatari Ms Ioanna Georgiadou Industrial Area-Sindos GR 57022 Thessaloniki Tel. ++30 2310 25 31 79 (Mr Tatari) Tel. ++30 2310 25 31 66 (Ms Georgiadou) Fax ++30 2310 25 31 69 E-mail tatari@exposystem.gr georgiadou@exposystem.gr Of course you are free to bring your own stand or to choose any other stand constructor. Storage of Promotional material / Give-aways Lockable storage rooms for promotional material, give-aways etc. can be offered in one of the close-by halls - not to be used for empties. In the exhibition hall itself no storage area is available. More details will follow in the Exhibitors Service Kit. Floor Covering and Loading Capacity The floor in the exhibit area is made of beige mosaique. We recommend to lay carpet on your stand space; however, please ensure that specialised products for temporary fixation of carpet tiles is used only. The repair of any damages, respectively the cleaning of remains from any carpet fixations will be invoiced at cost. Waste Disposal Although there is no extra fee being charged for waste disposal at ECTRIMS/ACTRIMS in Thessaloniki we ask all exhibitors to reduce their waste to a minimum for ecologic reasons. Thank you. General / Stand Cleaning At the end of each day the corridors will be cleaned; the cleaning of the exhibition stand is the exhibitors' concern. A basic stand cleaning service including hovering, emptying of dustbins will be offered in the Exhibitors' Service Kit. Flowers / Foliage Plants Should you wish to order a flower bouquet or foliage plants for your stand, please refer to the order form in the Exhibitors Service Kit. Stand Catering Exhibitors are allowed to offer food and beverages at their stands. For stand deliveries you may either await the respective order forms in the Exhibitors Service Kit or contact directly: Sideris A.B.E. Ms Katerina Filanthidou Mr Dimitris Tazios HELEXPO Pavilion 8, 1 st Floor GR 54636 Thessaloniki Tel. / Fax ++30 2310 24 06 77 Email info@sideris-catering.gr Hostess Services Stand hostesses can be ordered through the organiser using the corresponding form in the Exhibitors Service Kit.
Services and Facility (part 3) Exhibitors Service Kit (Technical Installations / Services) An 'Exhibitors Service Kit' with more detailed information and order forms for: Electricity / Water supply Telecommunication connections Audio-visual & Computer equipment Modular stand construction Furniture for rent Stand catering service Flowers / Foliage plants Hostesses / Helpers VRS Visitors Recording System Name badges for stand staff etc. will be mailed to all exhibitors in June 2005. VRS-System The Visitor Recording System is a service offered by AKM Congress Service; benefit from the possibilities which this progressive appliance offers: Recording of all stand visitors through simple scanning of the badges using Palm SPT 1500 Individual programming of the Palm with your products and services Detailed visitor information for evaluation and postprocessing after the congress Overview of the customer contacts made at your booth For further details please consult the information sheets in the Exhibitors Service Kit. Deadline for ordering August 31, 2005 Hotel Accommodation (groups of min. 10 persons) For hotel accommodation please refer to the respective article in the Preliminary Programme or contact AKM Travel AG Ms Christa Denoth Messeplatz 10, P.O. Box CH 4016 Basel / Switzerland Phone ++41 61 690 94 11 Fax ++41 61 690 94 14 E-mail ectrims@akmtravel.ch Photographer Please contact the organiser for local contact addresses. Working Passes During build-up / dismantling no working passes will be needed for stand builders and other contractors working for exhibitors. Staffing of the Booth As a courtesy to those attending the ECTRIMS/ACTRIMS and to your fellow exhibitors, exhibitors must open their exhibit on time and staff it with at least one person throughout each day until the scheduled closing of the exhibition on Saturday. Compulsory Exhibitor Registration Exhibitor Badges (stand staff) Exhibitors do not have to register as a regular participant, but must order special name badges for all staff involved. The respective order form is part of the Exhibitors Service Kit. Deadline for ordering August 31, 2005 Transferable company badge One transferable company badge will be issued per stand; this badge gives entrance to the session rooms. Should further company representatives and exhibitors be interested in participating at the scientific programme, registration can be made at regular rates with the official registration form included in the Preliminary Programme (the Early Bird Registration may be of interest to you). Pick-up of the badges All badges are ready for pick-up on site at the exhibition desk of the congress secretariat as from September 26, 2005 Exhibitors Listings The list of exhibitors in alphabetical order will be published in the Final Programme of the ECTRIMS/ACTRIMS. Scientific and Social Programme For any further information on the scientific and social programme, hotel accommodation etc., please consult the Preliminary Programme or the congress website www.akm.ch/ectrims2005.