1. GENERAL INFORMATION The Exhibition Exhibition Period Venue The Organiser Official Contractor Official Freight Forwarder Build-up & Dismantle Schedule for Official Contractor, Non-official Contractor and Exhibitor I N D E X EXHIBITOR CHECKLIST STANDARD PROCEDURE FOR ORDER FORMS RULES & REGULATIONS 1. Admission 2. Exhibitor Badges 3. Failure to Exhibits 4. Limitation of Liability 5. Official Contractor - Commercial Conditions 6. The Authorities 7. Exhibitor s Insurance 8. Space Allocation 9. Subletting of Space 10.The Rules - When you exhibit at Bella Center 11. Force Majeure 12. Security 13. No Smoking 14. Custom Design Booth 15. Non-Official Contractor 16. Aisle and Gangways 17. Animals 18. Distribution of Brochures 19. Contractor and Exhibitor Badge Collection
THE EXHIBITION Women Deliver 4 th Global Conference 2016 GENERAL INFORMATION EXHIBITION PERIOD Tuesday, 17 May 2016: Wednesday, 18 May 2016: Thursday, 19 May 2016: 07:30-18:00 hours 07:30-18:00 hours 07:30-14:00 hours VENUE Exhibition Halls C2-C4, Ground Level Bella Center Copenhagen Floor The floor is concrete, painted light grey (colour code Rai 7038), power supplies, telephone lines, plumbing and compressed air installations will, where possible, all be run into your stand via the the subfloor services duct set into the floor at 6 meters intervals. The floor can carry the following loads: Wheel loads (twin wheels) 5,500 kg per sq. m Single point loads per 15x15 cm 4,000 kg Net loads (load minus weight of truck) 4,000 kg per sq. m Electricity The power supply in Denmark is 230 voltage. Each 3x3 meters booth will be provided with 2.3 kw. In case of higher demand for power this should be ordered through the Bella Center s WEB Shop. No extension cords will be provided, but can be ordered through Bella Center s WEB Shop. Socket: WiFi Free WiFi will be available for all the participants in all conference areas including the exhibition halls. Please note that the band width is dimensioned for e-mails and low speed downloads only. In case you would like to set up a WiFi hotspot at your stand or require LAN connections, you may order these services through the webshop of the Bella Center. Please note: Exhibitors are not allowed to set up their own WiFi hot spot at the booth using the public WiFi. You may order a dedicated WiFi network with the Bella Center in this case. THE ORGANISER Women Deliver 588 Broadway, Suite 905 10012 New York USA CONFERENCE SECRETARIAT Ms Alyssa Mahoney Telephone: +1.646.695.9100 Email: amahoney@womendeliver.org Telefax: +1 646.695.9145 EXHIBITION SECRETARIAT BDP A/S Bredgade 28 DK-1260 Copenhagen K Denmark Mr. Henrik Dyhr Telephone: +45 3345 4544 Email: hd@bdp.dk
OFFICIAL CONTRACTOR Bella Center A/S Center Boulevard 5 DK-2300 Copenhagen S Denmark Tel : +45 3252 8811 Contact Person: Linda Laugesen, Project Manager Email: WD.expo@bellacenter.dk OFFICIAL FREIGHT FORWARDER DSV Solutions A/S Branch: Bella Center Center Boulevard 5 Tel: +45 3247 3017 DK-2300 Copenhagen Email: expo@dk.dsv.com Denmark Fax: +45 4325 3510 EXHIBITOR BUILD-UP Monday 16 May: 12:00hrs, 23:00hrs. (Exhibition build-up for pre build booths) Monday 16 May: 07:00hrs. 23:00hrs. (Exhibition build-up for self-constructed booths - raw space) EXHIBITOR Exhibitor registration EXHIBITOR DISMANTLING Non-official & official contractors Monday, 16 May 2016: 12:00-22:00 hours Thursday, 19 May 2016 14:00-23:00 hours PLEASE NOTE THAT ORDERS ARE NOT VALID UNTIL PAYMENT IS MADE. For your easy reference, the details of the Organisers, Official Stand Contractor and Hall Venue providers are listed below. Women Deliver 2016, 4th Global Conference 588 Broadway, Suite 905, New York 584 Broadway, 10012 USA Tel: +1 646 502 9846 Contact: Mrs. Louise Dunn E-mail: exhibits2016@womendeliver.org Exhibition Secretariat BDP Congress Bredgade 28 DK-1260 Copenhagen K Denmark Tel: +45 3345 4545 Contact: Mr. Henrik Dyhr Email:hd@bdp.dk Official Contractor: Bella Center A/S Center Boulevard 5 DK-2300 Copenhagen S Denmark Tel : +45 3252 8811 Contact Person: Linda Laugesen, Project Manager Email : WD.expo@bellacenter.dk
RULES & REGULATIONS 1. ADMISSION Registered delegates only. The Organisers reserves the right to refuse admission or to remove any person without giving reason. This also applies during the build-up and dismantling period. 2. EXHIBITOR BADGES (Do not grant access to the conference sessions) Every 3 x 3 sqm. exhibition space is entitled to two complimentary exhibition badges for staff to manage the space. Please note that all exhibitors are kindly requested to wear badge at any time during build-up, the conference and dismantling. To register for exhibitor badges: You will be required to input a personalized registration code which will be provided by Exhibition Secretariat. Please note that an exhibitor badge permits access to the exhibition hall only. Additional badges are available at DKK 1,050.00 per badge. For attendance to any of the conference programs include the plenaries, concurrent sessions, and social functions, a regular conference registration will be required. External contractor: External contractors shall wear a work badge at any time during build-up and dismantling in order for the security to check legimacy of access. Work badge is available at DKK 200.00 per badge and can be purchased through the Exhibition Secretariat. The work badge grants access to Bella Center during build-up and dismantling only. 3. FAILURE TO EXHIBIT In the event where any of the Exhibitor, having confirmed and fully paid to participate in the exhibition; but fails to exhibit, due to no fault of the Organisers, payment submitted would be forfeited. These terms cannot be varied under any circumstances. 4. LIMITATION OF LIABILITY Security men will make rounds during the build-up on 16 May and throughout the duration of the Exhibition opening hours 17-19 May 2016. During nights, the exhibition halls will be closed up and has video surveillance. Neither the Organiser, the Bella Center nor the Exhibition Secretariat shall be liable for the safety and security of Exhibitor, their employees, representatives, servants, agents, contractors or invitees, nor for any exhibit materials, articles, documents or other property of whatever kind, brought into the Exhibition venue at any time during the Exhibition. The Exhibitor shall bear all liability, costs and expenses due to any loss or, injury to contractors or invitees as well as that of any third parties and members of the public, however caused as a result of any act, omission, default or negligence on the Exhibitor part. Please note there is no storage space available onsite for exhibitor usage. Please contact the official freight forwarder directly for enquiries. 5. OFFICIAL CONTRACTOR - COMMERCIAL CONDITIONS Bella Center reserves the right to invoice services, supplies, catalogue items for stand construction, fitting or serving prior to the event with the net amount to be paid in cash. Bella Center is not obliged to deliver the ordered services and items if payment has not been made prior to the event. Payment can be made by any conventional means. The exhibitor guarantees to pay for Bella Center s deliveries to the stand regardless of whether the deliveries have been ordered by the exhibitor or the exhibitor s supplier. The prices are for the period of the event (max. 5 days) and excl. 25% VAT. For your information the prices in Euro are only guided prices. By any change in the International Exchange rate we reserve the right to adjust these prices. All invoices will be assigned Danish VAT unless given a valid VAT number for event subscription. EU Customers outside Denmark may by disclosure of a valid VAT number avoid to pay Danish VAT of 25% for certain services commissioned from us. Orders may be revised after the invoice has been issued against a surcharge of DKK 250 per invoice.
Additional orders: 3-4 months prior to Women Deliver 2016 Conference the exhibitors will receive login information to Bella Center WEB Shop. Standard prices are valid up to 15 April 2016. A surcharge of 10% will apply on orders from 15 April up to 13 May 2016. A surcharge of 50% will apply on orders from 14 May up to 19 May 2016. Please note that some items may not be available from 15 April. Surcharge for ordering after deadline Bella Center reserves the right to invoice a surcharge for orders received after the deadline and during the stand build-up in accordance with the information in the Technical Stand Information. Orders received during build-up cannot be guaranteed in time for the opening of the exhibition. Cancellation of ordered services In case an order is cancelled more than 21 days prior to opening of the event only expenses occurred will be invoiced. In case an order is cancelled less than 21 days prior to opening, Bella Center reserves the right to invoice the full amount of the order related to the catalogue price or the price offered. Placement of deliveries on the stand Bella Center reserves the right to place technical supplies in the position we see fit, in cases where no drawing of the desired position has been received. Any relocation of installations etc. will be invoiced directly to the exhibitor. Please note that rented furniture is only delivered to the stand and not placed according to sketch. Complaints Should you wish to lodge a complaint about services supplied by Bella Center, this must be done in writing and delivered before the close of the event, otherwise the management cannot accept the complaint. Should you have any other questions, please feel free to contact the Technical Exhibitor Service Department. 6. THE AUTHORITIES All exhibitors at Bella Center are obliged to observe a number of regulations given by Danish Authorities. The regulations are made in order to prevent disasters from happening here. Furthermore, all exhibitors must comply with the regulations made by The Danish Working Environment Authority mentioned on www.arbejdstilsynet.dk/en. Backroom The use of coffee machines, electric kettles, photocopiers (printers), refrigerators and other heat-emitting machines in the backroom is only permitted subject to the condition that a CO2 carbon dioxide hand extinguisher is set up in the backroom or on the stand. Bioethanol stove To use a bioethanol stove at Bella Center, the stove must be installed in accordance with the supplier s instructions and safety regulations. Any fuel transfer must take place outside the fair s opening hours and there must be no reserve fuel stored on the stand. If there is fuel left in the stove s fire chamber when the fair closes the chamber must be covered, and appropriate fire extinguishing equipment must be available at the stand. Inflammable liquids Nothing containing inflammable or explosive liquids, may be brought into the halls. However, please see above for information on bioethanol stoves. Electrical installations The electrical installations on the stand must be set up in accordance with the Danish Safety Technology Authority s regulations for installations at fairs and stands. These are available on the Authority s website. The installation must be performed in accordance with Section 6 of the Danish Heavy Current Regulations, described in further detail in Chapter 711. If these regulations are not complied with, Bella Center can find it necessary to shut off the electricity supply to the stand. Any consequential costs and insurance claims arising shall be no concern of Bella Center.
Packaging Empty flammable packaging shall be removed from the hall as quickly as possible. Elevated stands, high podiums or structures with heavy goods If there is a requirement to build a stand at a height of two storeys, or to use high podiums in the stand area, the exhibitor shall via Bella Center s technical department apply for authorisation from the building authorities. The same applies to the use of structures with heavy goods. The written application must include technical drawings and any photographic material, and must be submitted within the technical deadline stated in the technical stand information. It is also important to note that two-storey stands must always have two stairway exits. IT equipment on the stand All IT connections and wireless networks used in Bella Center s area must be ordered via Bella Center s Technical Exhibitor Service. Own wireless networks may not be installed without the authorisation of Bella Center IT, just as IT connections provided by Bella Center may not be shared with a third party. Vehicles If vehicles are to be exhibited on the stand a permit must be applied for. For fuel-driven vehicles, the petrol tank may hold maximum 5 litres of petrol, the petrol cap must be locked and the accumulator must be disconnected. In addition, at night the keys must be submitted to Bella Center s security guards, who are available in the halls or can be contacted on telephone no. +45 3247 2424. In the case of electrical vehicles, the exhibitor must provide documentation so that the following can be approved: Factory manufactured electrical vehicles must be provided with a mechanical, cable-deactivated parking brake. The gearbox must also be mechanically locked by a steel latch that engages with the gearbox. The key must be removed from the ignition system and the handbrake must be activated. Hydrogen vehicles cannot be accepted on the stand. Gas vehicles may be accepted at same terms set for cars using petrol and diesel. However, the gas tank must be depressurized. Candles Candles help to create a cosy atmosphere in stands, but they can also present a significant fire risk. It is therefore vital that the candles cannot be knocked over and are placed in non-flammable holders on a nonflammable base. The candles may not be placed in a covered area, there must be no textiles in the vicinity, and it must not be possible for the candles to drip. Since they present a major safety risk, Bella Center and/or the Fire Service may require candles to be extinguished. Meeting rooms/closed rooms Two exits must be established from closed rooms if they are used as general rooms, or as meeting or conference rooms. In the case of small rooms for less than ten people, the requirement of two exits can be dispensed with, as long as the walls are not built right up to the ceiling and there are emergency exit signs above doors. Cooking On all booths where actual cooking is being made, that is where hotplates are installed, there must be access to a 6 kg fire extinguisher and a fire blanket. Materials No stand or display material may be more flammable than wood. You should therefore avoid paper, cardboard, plastic, artificial flowers, etc., which are easily ignitable or explosive, which can melt, drip, develop toxic gasses or produce excessive amounts of smoke. If artificial flowers are used on a stand they must be made fireproof. Wooden floors laid out as gratings with gaps and especially with cavities below are not allowed. If you intend to lay your own carpet or floor covering, the product must carry one of the following approvals made available to us upon request: A. A: Class G flooring as in DS-1063.2, in accordance with Danish Building Regulations 95, chapter 6.11.1 section 5. B. B: Class D -s1 flooring after EN 13501 Fire classification of construction products and building elements C. C: NT Fire 007 (Scandinavian approval) We reserve the right to reject use of material that does not comply with the above mentioned demands.
Mixer pult When using a mixer pult on the stand you are required to place a practical fire extinguisher next to it. Emergency exits and fire hoses Exhibitors may not decorate, conceal, obstruct or lock the emergency exits, fire hoses, fire cabinets or fire alarms. The exhibited products may neither be placed in the gangways or in front of emergency exits. Covered stands All fair areas are provided with a fire sprinkler system. Therefore a stand may only be covered with fireproofed and waterpermeable fabric. It may also be covered with fixed materials or with an evenly distributed panelled/louvered ceiling but maximum covering 40 per cent of the covered area. All stands built in two storeys must be covered by a sprinkler system including watertight ceilings, other closed rooms, and vehicles and skips, etc. that are not sales articles on the stand. Dispensation may be granted for actual sales items if they do not exceed 9 m². The sprinkler system can be undertaken by Bella Center on the basis of quotation. Connection to main sprinkler pipes must always be undertaken by Bella Center the rest of the sprinkler system may be installed by an authorised technician as chosen by the exhibitor, in accordance with the Danish SKAFOR regulations. Bottled gas If you intend to use F-gas (bottled gas) on your stand, the Technical Department must be informed at least 4 weeks prior to the opening of the event. A minimum distance of 12 meters must be maintained between each F-gas installation, and only one 11 kilos gas bottle together with one reserve bottle may be present at any single installation. We will provide a sign which must remain clearly visible at all times stating Trykflasker fjernes ved brand (Gas bottles to be removed in the event of fire). Along with the F-gas, a 6 kilo powder extinguisher, complete with clearly legible instructions, must be provided. Each evening, when the event closes, the bottled gas must be removed to an area outside the hall, which has been allocated by the Technical Department. No other types of pressure flasks must be present on the stand without the prior permission of the Technical Department. Furthermore, F-gas equipment must always be installed in compliance with the Gas Regulations. 7. EXHIBITOR INSURANCE Exhibitor shall make sure that they are fully covered by insurance including, but not restricted to, all risks on their property, exhibits or articles of any kind, public liability and comprehensive protection against any loss or damage caused by any circumstance whatsoever whether by reason of fire, water, theft, accident or any other cause. If the Organisers so demands the Exhibitor shall provide proof to the Organisers that the Exhibitor has adequate insurance cover. Exhibitor must ensure that all their staff and the staff servants, agents or contractors are insured against claims for workmen s compensation. The period for which such insurance shall be maintained shall run from the time the Exhibitor or any of his servants, agents or contractors first enters the exhibition grounds, and to continue until he has vacated the exhibition grounds and all his exhibits and property have been removed. 8. SPACE ALLOCATION Exhibitor would only receive their desired space on first come first served basis. Exhibition Organisers reserves the right to make changes if deemed necessary. 9. SUBLETTING OF SPACE The Exhibitor must not transfer, dispose of, part with or otherwise sublet the whole or part of his site, whatsoever for financial consideration or otherwise. The Exhibitor must, if he is an agent, distributor or licensee, state at the time of the contract the name of the principal to be represented. This does not prohibit the Exhibitor displaying the products of a principal for whom he becomes agent, distributor of licensee after the time of contract, with the prior written permission from the Organisers.
10. THE RULES - WHEN YOU EXHIBIT AT BELLA CENTER It is important that you study these rules carefully before exhibiting at Bella Center. The rules are designed to help ensure optimal conditions for everyone, so please show consideration to your neighbours by observing the rules carefully, thereby assuring a favourable experience for all. Should you feel the need for help, do not hesitate to contact the Technical Department for assistance. Show consideration to your neighbours Taking part at an exhibition should be a beneficial experience for you as well as your neighbours. Make sure your build-up, display material etc., is kept within the confines of your own stand for the sake of the public flow, the cleaning staff, escape routes and the appearance of the exhibition as a whole. You must not cause inconvenience for your neighbours by employing light or sound effects, smells etc., which can in any way cause annoyance. Similarly, you may not hand out giveaways, foodstuffs etc., which necessitate extra cleaning of the gangway areas. Your stand design, signage, banners etc., may not exceed 2.5 meters in height. If you require exemption from this rule, please contact the exhibition secretariat. The general rule for objects in excess of 2.5 meters in height is that any surfaces facing a neighbouring stand must appear completely neutral (white) and may not contain company names, product names, text or logo designs. Wall panels facing towards the arcades must if not decorated, but should appear with a neutral white surface. You may not use parts of a pillar that is outside your stand area unless you have a written approval from the exhibition secretariat.. Dogs, cats and other pets are not allowed inside the Bella Center unless anything else is stated! Representatives of the Public Authorities, as well as Technical Department must be allowed access to your stand at all times. Rebukes placed by Public Authorities or the Technical Department must always be complied. Take care of the building, its furnishings and equipment Bella Center intends to remain an attractive exhibition centre for many years to come, and you can help us in this respect. It is important that you and your staff avoid causing damage to stand walls, fascia boards, light fittings or any part of the building itself. It is not permitted to screw, nail, glue, paint or in any way cause damage to Bella Center s material or equipment. Similarly, only Bella Center s staff is permitted to affix wires to the ceilings or other parts of the building. It is also forbidden to mount or dismantle material belonging to Bella Center, such as stand walls, fascia boards, spotlights etc. Each banner should be affixed with min. 2 wires due to safety reasons. Due to safety reasons it is forbidden to use wires for lifting. For this purpose you should use chain blocks in riggin points. Use of sticking material. If you need to stick material on to Bella Center s stand walls and fascia boards you must use a tape called DuploColl 43102, because this kind of tape can be removed without leaving marks or damages. You can also use TESA Power-Strips, but make sure to follow the instructions on the packages. Both items can be purchased onsite from Technical Exhibitor Service, where you can also find wall hooks for light weight equipment (e.g.: posters). If you do not remove sticking material from the stand upon departure you will be charged for damages. Should it prove necessary for us to remove unauthorized tape residue from your stand area, after you have left, you will be invoiced for this. Any material remaining after your departure from the venue will be removed and environmentally sorted. You will be invoiced for this service. During stand build-up, your staff are welcome to use the rinse basins provided for cleaning brushes, paint rollers etc. It is strictly forbidden to use the public toilets or the permanent flowerbeds etc., for this purpose. It is also important that you lay protective covering during build-up to avoid damaging the hall floor or carpeting. Please read the section concerning the Fire Authorities regulations regarding materials. During events BC fuse boxes must be accessible at all times. If BC employees are denied access to these due to the customers booth setup, the customer will be charged with the price for break down and any possible reestablishment that allows access to the fuse boxes. The work will be carried out according to quote.
Should you or your staff cause damage to the venue s building, its furnishings or equipment, you will be held directly responsible. Waste handling Bella Center seeks to ensure that its development is sustainable, with as little environmental impact as possible, and that its consumption of resources is kept to a minimum. We do this through recycling and waste handling. Therefore, we kindly ask all exhibitors to contribute to sustainable behaviour before, during and after the events. During build up and dismantling periods exhibitors may collect bags for combustible waste from Technical Exhibitor Service. Filled bags must be sealed and deposited in the hall containers labelled Waste to be sorted. Other waste of max. 1 meter - such as carpets, bottles, paper, cardboard, wood, plastic film, mixed plastic, PVC, small combustible waste, iron, metal and electronics may also be placed in the containers, after which they will be sorted by Bella Center staff. Hazardous waste such as paint, batteries, light bulbs and leads can, however, be collected free of charge from the stand by Bella Center staff. Please book this service at Technical Exhibitor Service. During event opening hours sorting bins for paper and small combustible waste will be located in all halls. 24 hours power supply Main power supply will be switched off overnight. Should you require 24 hrs power, please order through web portal. 24 hrs power will be connected from the first day of build-up until 12.00 hrs the day after the event closes unless otherwise agreed with the Technical Exhibitor Service Department. Catering Bella Center Services has the exclusive right to serve food and beverages within the exhibition area. Prior permission shall be obtained from Bella Center for any handing-out of food and beverage samples. The reason is that the Bella Center Services must make sure that the rules and regulations laid down by the Danish authorities are observed. However, Exhibitors are allowed to establish serving areas at their stand, but only after approval by and according to specifications laid down by the Bella Center Services. This ensures you that you and your company are automatically covered by our license to serve beer, wine and spirits and that the rules for handling foodstuff are observed. Please note that in connection with food and beverage trade fairs the exhibitors are allowed to hand out food and beverage samples of their own products under the condition that the Danish food regulations are observed. The exhibitors will under no circumstances be allowed to sell food or beverages from their stand. Catering for stands should be ordered by writing to F&B.orders@bellacenter.dk; Please indicate event name as well as stand number in your mail. Vehicles in the halls, unloading, parking In order to ensure that everybody has a fair chance of completing their stand build-up as quickly and with as few obstacles as possible, there are certain practical rules to be observed concerning vehicles in the exhibition halls: It is not possible to deliver goods to the stands prior to the build-up period, unless an exemption for early build-up has been granted. Alternatively, shipments may be delivered to DSV Solutions warehouse in Bella Center. Please contact the forwarding agent DSV Solutions for arrangements, and information on pricing etc. (phone no. +45 3247 3017 / e-mail: expo@dk.dsv.com). Vehicles are NOT permitted admittance into the halls during build-up and break-down at any time. Any unloading and loading of trucks/cars may be done outdoor. Lift and delivery service can be ordered. Please contact DSV Solutions for arrangements in order to order lift and/or delivery service and information on pricing etc. (phone no. +45 3247 3017 / e-mail: expo@dk.dsv.com).
Work passes or exhibitor badges must be shown at any aceess gates on demand. Once unloading has been completed, vehicles are obliged to to leave the Bella Center premises as long term parking is not available on Bella Center Premises. On the last day of build-up all unloading must take place outdoors, as no vehicles are allowed inside the halls at this time. Please note that on break-down vehicles cannot enter the goods area/halls until one hour after the closing of the event. Where large or heavy goods are to be moved into your stand, you are advised to contact Technical Exhibitor Service Department well in advance, so the necessary arrangements can be made. During build-up gangways must be kept clear for passage. You are advised to make own arrangements regarding the transport and unloading of goods to your stand. You are more than welcome to contact the venue s forwarding agent with a view to ordering vehicle and truck assistance. The agent will also be able to offer you storage facilities for your empty packaging material during the event. Please note that in order to clear the gangways for the cleaning staff, empty packaging left in the gangways will automatically be removed by our forwarding agents at the end of build-up. You will be invoiced for this. We will not remove empty packing materials from your stand unless prior agreement has been made. Music, sound and motion pictures If you wish music to be played on your stand, you are obliged to inform Koda and Gramex of this, just as you must ensure that their conditions are strictly adhered to. Koda and Gramex are Danish societies that administer Danish and international copyrights for composers, writers and music publishers, when their musical work are performed in public. For further information please see www.koda.dk or www.gramex.dk We recommend that you inform your neighbours of the nature and frequency of the music/sound you in tend to reproduce. In the event of complaints, either from the management or from neighbouring stands, the volume must be reduced or turned off completely. If a motion picture or part of it is shown on the stand, the exhibitor must apply for a license from copyright owner due to public legislation on this matter. An MPLC Umbrella Licence covers more than 400 motion picture producers and distributors and can be applied from the Motion Picture Licensing Company (MPLC A/S). Read more on: www.thempl.co.uk Constructed meeting rooms and meeting rooms on stands Each room must have 2 doors - one located on the opposite wall to the other. On these doors an approved emergency sign with light must be placed (running man). We will be able to provide you with a quote for the emergency signs upon request. The rule applies for all meeting rooms including break and lounge rooms on stands, but not for storage rooms. 11. FORCE MAJEURE The Organisers shall not be liable to the Exhibitor for any delay, cancellation or non-performance of their obligations under the Contract, in each case to the extent that such occurrence is due to strikes, war, riot, floods, fire or any Act of God or any other circumstances not within their control. 12. SECURITY Exhibitor and their staff will not be allowed in the exhibition hall after the show hours. If your displays are very valuable or sensitive and you wish to hire security personnel to attend to your stand exclusively during off show hours, please contact the Exhibition Secretariat for more information. All personnel in the exhibition hall must wear identification badges at all times. Additional Exhibitor Passes and Contractor Passes can be obtained from the Organiser s office on-site. For security and safety reasons, exhibit movement in or out of the exhibition during show hours is not permitted without the written consent of the Organisers. The Organisers reserves the right to request any of the Exhibitors, their employees, representatives, servants, agents, contractors or invitees, to leave and vacate the Exhibition venue as well as remove their Exhibition materials, if they should in any way cause chaos, discomfort, or threaten the safety and smooth proceedings of the Exhibition in any manner whatsoever.
13. NO SMOKING Smoking is not permitted in Bella Center Copenhagen. 14. CUSTOM DESIGN BOOTH All custom booths must not exceed 2.50 meters in height except without prior consent from the Organiser and the Exhibition Secretariat. The maximum building heights are as follows: Halls Max height with frames and lamps mounted Ceiling height C2 500 cm 585 cm C3+C4 500 cm 686 cm Rigging It is permitted to hang banners and other brands from the ceiling. The prices are as follows: Banners/signs in size up to (HXW): 400 x 200 cm: DKK 3,200.00 + VAT (50% discount for non-profit) Banners/signs exceeding one of the other measures (HXW) 400 x 200 cm: DKK 6,400.00 + VAT (50% discount for non-profit) All prices are exclusive of production and mounting/dismounting. Rigging (mounting/dismounting) shall be conducted by Bella Center. Please forward an e-mail to womendeliver@bdp.dk in order to obtain permission. 15. NON-OFFICIAL CONTRACTOR Non-official contractors must a) Agree to abide by all rules and regulations contained in this manual. b) Ensure identifying access badges are worn at all times while at the Bella Center Copenhagen. Passes will be issued with full details and information of the workers, e.g. identification card, company, etc. Passes will be controlled by the Official Contractor. The Organisers reserves the right to charge any additional cost incurred any such Exhibitor and/or contractor who has violated the Rules and Regulations or delay in the build-up or teardown, for additional works requirements as a result of the violation. 16. AISLE AND GANGWAYS Under no circumstance can any exhibits display be allowed to encroach into the aisle/gangways. Please remember to keep your entire exhibits inside your stand at all times. 17. ANIMALS Live animals are not permitted in the Venue. 18. DISTRIBUTION OF BROCHURES The distribution of printed matter and circulation of advertising materials is permitted only at the Exhibitor s space itself. 19. Contractor and Exhibitor Badge Collection The badges can be collected from the Exhibitor Registration Desk located in the West Entrance Hall on the Ground Floor. The Contractor and Exhibitor badges shall be collected no later than Monday, 16 May at noon. Final opening hours for the Exhibitor Registration Desk will be announced later.