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31ST CONGRESS OF THE EUROPEAN COMMITTEE FOR TREATMENT AND RESEARCH IN MULTIPLE SCLEROSIS7 – 10 OCTOBER 2015BARCELONA, SPAIN
www.ectrims-congress.eu
EXHIBITOR MANUAL
TABLE OF CONTENTS
WELCOME .............................................................................................................................................................. 2
IMPORTANT ADDRESSES .................................................................................................................................... 3
Anzeige Research Partnership ................................................................................................................................ 5
IMPORTANT DATES & DEADLINES ...................................................................................................................... 6
KEY INFORMATION ............................................................................................................................................... 7
Plan CCIB ................................................................................................................................................................ 9
1 ONLINE BOOKING SYSTEM (OBS) .................................................................................................................. 10
Anzeige Congrex Travel ........................................................................................................................................ 11
2 EXHIBITOR REGISTRATION ............................................................................................................................ 12
2.1 WORKING PASSES ......................................................................................................................................................................................... 12
2.2 EXHIBITOR BADGES (BOOTH STAFF) .......................................................................................................................................................... 12
3 MATERIAL HANDLING ...................................................................................................................................... 13
3.1 ACCESS / DELIVERY ....................................................................................................................................................................................... 13
3.2 PROFESSIONAL MATERIAL HANDLING ....................................................................................................................................................... 13
3.3 ACCESS TO THE EXHIBITION HALL .............................................................................................................................................................. 14
3.4 STORAGE OF EMPTIES AND CRATES ......................................................................................................................................................... 14
3.5 STORAGE ROOM FOR LITERATURE AND GIVE-AWAYS ........................................................................................................................... 14
3.6 PARKING .......................................................................................................................................................................................................... 14
4 EXHIBITS ........................................................................................................................................................... 15
4.1 FLOOR PLAN .................................................................................................................................................................................................... 15
4.2 BOOTH PLANNING .......................................................................................................................................................................................... 15
4.3 CEILINGS .......................................................................................................................................................................................................... 15
4.4 DISABLED ACCESS ......................................................................................................................................................................................... 16
4.5 DOORS ............................................................................................................................................................................................................. 16
4.6 SUBMISSION OF PLANS ................................................................................................................................................................................. 16
4.7 SUSPENSIONS / TWO-STOREY ..................................................................................................................................................................... 17
4.8 FLOOR LOAD AND MATERIAL ....................................................................................................................................................................... 17
4.9 MAXIMUM BUILDING HEIGHT ........................................................................................................................................................................ 17
5 SAFETY REGULATIONS OF THE CCIB BARCELONA .................................................................................... 18
5.1 GENERAL CONSTRUCTION SAFETY ............................................................................................................................................................ 18
5.2 BOOTH CONSTRUCTION SAFETY ................................................................................................................................................................ 18
5.3 ELECTRICAL INSTALLATIONS AND APPLIANCES SAFETY ....................................................................................................................... 19
6 TECHNICAL INSTALLATIONS / EXHIBITION SERVICES ................................................................................ 20
6.1 TECHNICAL SUPPLIES / BOOTH SERVICES ................................................................................................................................................ 20
6.2 WASTE DISPOSAL ........................................................................................................................................................................................... 20
6.3 GENERAL / BOOTH CLEANING ...................................................................................................................................................................... 20
6.4 BOOTH CATERING .......................................................................................................................................................................................... 20
6.5 FLOWERS / FOLIAGE PLANTS ....................................................................................................................................................................... 21
6.6 HOSTESS SERVICES ...................................................................................................................................................................................... 21
6.7 PHOTOGRAPHER ............................................................................................................................................................................................ 21
6.8 LEAD RETRIEVAL ............................................................................................................................................................................................ 21
6.9 COMPANY DESCRITPION & LOGO ............................................................................................................................................................... 21
6.10 INTERNET CONNECTIONS ........................................................................................................................................................................... 21
2
WELCOME
Dear Exhibitor,
The Exhibitor Manual answers all major questions that may arise during the planning of your
participation in the industrial exhibition of the 31st
ECTRIMS 2015 congress in Barcelona/Spain.
Besides basic information and regulations referring to booth construction, you will find order details of
services provided by exclusive suppliers as well as other major contractors that are at your disposal
for any requests.
Booking of exhibition services online: You will have to place your orders for most exhibition
services via the Online Booking System (OBS) which will be available in May 2015. Each exhibitor will
receive a separate e-mail containing instructions on how orders should be placed as well as an
individual login name and password.
In order to avoid misunderstandings and delays, please ensure that the orders are completed within
the given time frame and – other than online orders – are sent to the correct contractor. Observation of
the various deadlines on page 5 of this prospectus guarantees the best possible service by all
contractors involved and avoids surcharges.
In case you need further assistance e.g. contact addresses for any additional services or more
information on general aspects of the exhibition, please do not hesitate to contact the undersigned.
We look forward to welcoming you in Barcelona and thank you for your entire support.
Julien Herzig
Industry Relations Manager
The information contained in this Exhibitor Manual is binding!
3
IMPORTANT ADDRESSES
CONGRESS VENUE
CCIB – Centre Convencions Internacional Barcelona
Plaça de Willy Brandt 11-14
08019 Barcelona / Spain
W www.ccib.es
CONGRESS ORGANISER
EXHIBITION & SPONSORING REGISTRATION
Congrex Switzerland Ltd. Congrex Switzerland Ltd.
Mr Julien Herzig, Industry Relations Manager Ms Martina Mutter, Delegate Relations Manager
Peter Merian-Strasse 80 Peter Merian-Strasse 80
4002 Basel / Switzerland 4002 Basel / Switzerland
T +41 61 686 77 77 T +41 61 686 77 77
F +41 61 686 77 88 F +41 61 686 77 88
E [email protected] E [email protected]
OFFICIAL LOGISTICS AND FREIGHT PARTNER
MERKUR EXPO LOGISTICS
Mr Bernd Blum
Rheinstrasse 2
65760 Eschborn / Germany
T +49 6173 966 95 11
F +49 6173 966 95 29
4
CATERING
CCIB – F&B Department
Plaça de Willy Brandt 11-14
08019 Barcelona / Spain
T +34 93 230 10 00
HOTEL & TRAVEL
Congrex Travel Ltd.
Peter Merian-Strasse 80
4002 Basel / Switzerland
Hotel: T +41 61 690 94 11 / E [email protected]
Travel: T +41 61 560 75 60 / E [email protected]
Impact Conduct pre and post
conference surveys to measure overall conference impact
KPIs Get in-the-moment
measurement of KPIs during conference
via mobile
A more effective approach to understanding what your congress means to your brand.
researchpartnership.com/ECTRIMST: +44 (0)1225 464769 E: [email protected]
Measure your success at ECTRIMS
conferenceLIVE
Buzz Understand ‘buzz’
issues during conference
6
IMPORTANT DATES & DEADLINES
7 August 2015 Advertisement Deadline for final programme
7 August 2015 Deadline for submitting stand plans for general approval of
spaces with more than 20m2 or 2.50m height to Congrex
Switzerland
Deadline for submitting stand plans showing the location of
technical supplies to Congrex Switzerland
21 August 2015 Deadline for ordering
Technical supplies
Modular stand construction
Furniture for rent
Flowers
Hostesses etc.
Company description
Booth catering
4 September 2015 Deadline for ordering
Scan2lead
Exhibitor Badges
25 September 2015 Deadline for submitting the freight, clearing and loading
form to Merkur Expo Logistics
7 – 10 October 2015 31st
ECTRIMS Congress
7
KEY INFORMATION
Delivery 1)
/ Build-up of booths / Decoration
Sunday 4 October 2015 10.00 - 20.00
(delivery with special permission only for booths of 50 m2 or larger)
Monday 5 October 2015 08.00 - 20.00
Tuesday 6 October 2015 08.00 - 20.00*
Exhibition dates and hours
Wednesday 7 October 2015 09.30 - 17.30
Thursday 8 October 2015 10.00 – 18.00
Friday 9 October 2015 10.00 - 18.00
Saturday 10 October 2015 09.30 – 13.00
Dismantling of booths 1)
Saturday 11 October 2015 13.00 - 20.00
Sunday 12 October 2015 08.00 - 20.00
All hours are subject to possible changes due to the scientific programme. The exhibition secretariat will keep you informed.
1) For delivery and pick up of booth material please note that a strict off-loading schedule will be operated on site. Please
complete the Merkur Expo Logistics “Freight, clearing and loading” form. Vehicles without confirmed slot will only be granted access AFTER all pre-booked vehicles have been seen to. It is compulsory for all contractors delivering booth material and reloading empties to use the off-loading/loading services of Merkur Expo Logistics.
*All corridors must be free of crates and booth material on Tuesday evening at 18.00 h for major cleaning and the laying of the aisle carpet.
8
Networking Event
All exhibitors are cordially invited to the Networking Event which will take place at the MNAC-Museu Nacional d’Art de Catalunya on Wednesday, 7 October 2015 at 20.00. Please wear your exhibitor badge.
Site Inspection
For site inspections, please send your preferred date / time of your planned inspection to the exhibition secretariat who will liaise between you and the CCIB Barcelona in order to make further arrangements directly.
Official Congress Website
Scientific Programme / Registration / Accommodation etc.
or any further information on ECTRIMS 2015, please visit the congress website
www.ectrims-congress.eu
overview ccib
Level 2
Level M2
Level 1
Level M1
Level 0
Registration
Forum Auditorium
Lecture Halls
Industrial Exhibition Posters
Various Rooms
Underground Walkaway
10
1 ONLINE BOOKING SYSTEM (OBS)
Your orders for technical supplies and most of the exhibition services have to be ordered via the OBS
which will be available mid May. Each exhibitor will receive a separate e-mail containing instructions
on how orders can be made as well as an individual login name and password.
The following services can be ordered via the OBS:
Technical supplies
Modular stand construction
Furniture for rent
Scan2lead
Hostesses
Plants and Flowers etc.
Please do not confuse the OBS with the ECTRIMS 2015 congress website.
In order to avoid misunderstandings and delays, please ensure that the orders are completed within
the given time frame and – other than online orders – are sent to the correct contractor. Observation
of the various deadlines listed in section ‘Important Deadlines’ guarantees the best possible
service by all contractors involved and avoids possible surcharges, as already mentioned above.
Online Orderings
Orders for technical supplies and exhibition services have to be placed via the OBS – not to be
confused with the congress website! Each exhibitor will receive an e-mail containing instructions with
an individual login name and password.
Downloads
Maps, manuals and price lists mentioned in this manual can be accessed via the OBS in the
“Downloads” section.
is it really worth the troUBle?
CoNGreX-switZerlaND.CoM
Use the official housing agency!
Our hotel management experts care about your travel experience and are dedicated to exceed your expectations.
12
2 EXHIBITOR REGISTRATION
2.1 WORKING PASSES During build-up / dismantling working passes will be needed for stand builders and other contractors
working for exhibitors. Please send a name list (Excel format) to industry.ectrims@congrex-
switzerland.com.
2.2 EXHIBITOR BADGES (BOOTH STAFF) As an entrance control will be implemented for the exhibition area, special name badges must be
ordered for booth staff and other persons involved. Exhibitor staff wishing access to the exhibition
outside the official exhibition opening hours, e.g. in the mornings to prepare the exhibit, must be in
possession of an exhibitor badge. However, they do not need to register as regular congress
participants.
Each exhibitor is entitled to 3 free badges per 10 m2 exhibit space or part thereof. Additional badges
will be charged with € 60 each.
To register your personnel, we will send you a link with your defined contingent. The link where you
can enter all the required details of your personnel will be sent out by the end of July. Each e-mail
address can only be used once, therefore please indicate the individual e-mail address for each staff
member. The individual confirmation with some general information and the barcode will be sent out
around 2 weeks before the conference starts. This confirmation is required to obtain the personal
badge at the self print stations.
Badges ordered on-site will be charged at € 90. Name changes will be charged at € 10 (on-site € 20).
For any requests concerning pre-ordered badges or the online booking system, please contact the
congress secretariat under [email protected]
Deadline for pre-ordering the badges 4 September 2015
Transferable Company Badge
One transferable company badge will be issued per booth; this badge gives access to the session
rooms. The company badge will be distributed by us; it does not have to be picked up at the Exhibition
Service desk.
Additional Registrations
Should more than one person wish to attend the scientific sessions at the same time, further personal
registrations can be made at regular rates by registering online at http://www.ectrims-
congress.eu/2015/organize-your-attendance/registration.html.
These badges will have to be picked up at the self-print desks in the registration area.
13
Pick-up of the Badges
For the 31st Congress of the European Committee for Treatment and Research in Multiple Sclerosis
2015 a self print system will be used. Your exhibition staff will receive an e-mail containing a bar code
which will enable him/her to collect their pass from the self print station onsite.
Staffing of the Booth
As a courtesy to those attending the 31st Congress of the European Committee for Treatment and
Research in Multiple Sclerosis 2015 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.
3 MATERIAL HANDLING
3.1 ACCESS / DELIVERY A detailed floor plan including the access to the delivery zone is made available for download on the
OBS. Please also refer to the information “Shipping Instructions” and the “Freight and Loading Form”
of Merkur Expo Logistics which will also be made available for download on the OBS.
Due to limited space and in order to give way to other exhibitors, all vehicles must be moved to the
parking area close to the exhibition centre (details see 3.7)
The instructions of the local material coordinators of Merkur Expo Logistics and the security staff are
binding.
3.2 PROFESSIONAL MATERIAL HANDLING Please do not send any booth material and/or literature to the congress venue directly or ahead of
time, as the congress venue will refuse to accept the cargo.
For all deliveries arriving in Barcelona, for courier deliveries arriving during build-up, as well as for all
information regarding professional handling of booth material, empties, secured storage (before /
during / after the congress), general transport, freight shipment and customs clearance, forklift service
etc., please contact:
Merkur Expo Logistics
Mr. Bernd Blum
Rheinstrasse 2
65760 Eschborn
Germany
T +49 6173 966 95 11
F +49 6173 966 95 29
In order to perform a smooth delivery, it is compulsory for all contractors delivering and
collecting booth material (full, parcels, empties) to use the off-loading/loading services of
Merkur Expo Logistics. A detailed and strict unloading and loading schedule will be
established. Exhibitors are advised to contact Merkur Expo Logistics in time.
14
In case of late arrival / missing preadvice Merkur Expo Logistics cannot guarantee any performance in
time.
If you need forklift services at the congress centre, Merkur Expo Logistics must be notified in advance
in order to guarantee a professional service. Please contact them directly for a respective offer.
We would like to point out that all shipments entering Germany from a non-EU country are subject to
customs clearance procedures. Neither the exhibition secretariat nor the CCIB Barcelona will accept
any customs charges, customs expenditures (duties & taxes). It is therefore vital that your goods are
being transported / delivered on a customs cleared / duties paid basis by a professional transport
company.
Please read carefully through the “Shipping Instructions” and the “Freight and Loading Form” for all
direct deliveries. You can find both documents at the end of the brochure.
3.3 ACCESS TO THE EXHIBITION HALL The booth material will be delivered through the assigned route upon arrival. Please follow the
directions of the traffic marshals onsite.
3.4 STORAGE OF EMPTIES AND CRATES There is no storage room for empties available on the exhibition level. However, for professional
handling of your empties, please use the services of Merkur Expo Logistics (details see 3.2).
3.5 STORAGE ROOM FOR LITERATURE AND GIVE-AWAYS Only one day supply of promotional materials is allowed to be stored at the booth.
3.6 PARKING After unloading, the trucks have to be moved immediately to the parking area, please report to the
Traffic Office on arrival. The team will direct you to the relevant parking area.
15
4 EXHIBITS
4.1 FLOOR PLAN The current floor plan is available on the website (http://www.ectrims-congress.eu/2015/industry-
corner/exhibitors/list-of-exhibitors.html).
4.2 BOOTH PLANNING The booth construction is the exhibitor's responsibility.
Perimeter walling of any booth design is only allowed to close maximum 1/3 of the booth sides along
corridors with elements of more than 1.50 m height. Booth walls of more than 1/3 length and 1.50 m
height should have a minimum distance of 1.50 m back of the booth border unless otherwise approved
by the exhibition secretariat.
Please ensure your back walls are covered on the back side (especially raw wooden constructions)
even if there is another booth backing on to yours and even more so, if your booth height is exceeding
2.50 m. Back walls adjacent to other exhibitors have to be kept free of any graphics and logos.
The exhibition secretariat does neither supply any floor covering nor any booth material unless
ordered through the OBS. The following will be offered:
Modular Booth Construction
Turnkey booths will be offered. Details will be available via the OBS.
This picture serves only as demonstration
Furniture / Booth Equipment
Basic and luxury furniture as well as additional booth equipment can also be ordered via the
OBS.
Individual Booth Construction
You may contact the exhibition secretariat for more information. Of course you are free to
bring your own booth or choose any other booth constructor.
4.3 CEILINGS Self-contained smoke detectors must be provided in any room with a solid ceiling where travel
distance is 10 m, or greater.
16
4.4 DISABLED ACCESS Booths should be designed to ensure that it is not unreasonably difficult for a disabled person to
access their booth as required in the Disability Discrimination Act 1995.
Platforms that exceed 38 mm in height or a part platform that exceeds 20 m2 AND 38 mm in height,
MUST be accessible to the disabled visitors and should contain clear and specified access and
constructed in such a way as to conform to the following:
Bevelled with a ramp of no more than 5° (1:12 gradient):
a minimum of 1’000 mm wide, and
fitted with a handrail on each side or other such division to avoid any trip hazard resulting from the change of floor levels.
4.5 DOORS Doors and gates forming part of an escape route shall be hung to open in the direction of escape,
clear of any steps or landings, and shall where necessary be recessed so that when open they do not
obstruct the required width of any gangway, corridor, passageway, staircase, landing or other escape
route. Such doors shall be free from fastenings or other than panic bolts of type and pattern installed in
accordance with BS EN 1125. Doors serving staff areas may be provided with simple level handles,
complying to BS EN 179, or push pads complying with BS EN 179.
Door accessibility to mobility impaired disabled people should be at least 800 mm wide.
All doors shall be provided with a vision panel of clear glazing at sight level. Wheelchairs users’ zone
of visibility is between 900 mm and 1500 mm above floor level.
4.6 SUBMISSION OF PLANS Booth Plans
All booth plans have to be approved by the exhibition secretariat if the booth construction meets either
one of the following criteria:
Exceeding a surface of 20 m2
Exceeding a total building height of 2.50 m
Deadline for submission of booth plans to the exhibition secretariat
in min. scale 1:200 / 1:100 7 August 2015
Technical Plans
Booth plans with the detailed location of technical supplies (electricity / internet etc.)
Deadline for submission of technical plans to the exhibition secretariat
in min. scale 1:200 / 1:100 7 August 2015
17
4.7 SUSPENSIONS / TWO-STOREY Ceiling suspensions are allowed wherever possible and against payment. Please contact the
exhibition secretariat for more information.
When constructing a booth with upper floor or part of the allocated space the CCIB requests an
“Asume” of the College of Architects. Its purpose is to confirm that the structure has been built
according to the specification (description, drawings ....) or certificate of approval provided by the
manufacturer at least 15 days before installation. The architect must be present during the build-up of
the structure to verify that it has been built as indicated in the report or certificate of approval. Although
the structure has been approved by the Congress Secretariat the build-up has to be checked, if the
Architects Association assumes it necessary. If the stand builder has his own architect, the stand
builder must inform the CCIB in advance and get in touch with the Health & Safety CCIB Manager
during the build-up. If the stand builder does not have the possibility to contact an architect to do the
assumption, the CCIB will provide this service to the stand-builder on separate account. If the stand
builder does not have the technical report or certificate from the double deck structure, CCIB can
provide this service. In case of stairs or raised areas over 50 cm (from the floor) a technical
construction project will be requested as well. All costs of submitting visas and certificates shall be
borne by the exhibitor.
4.8 FLOOR LOAD AND MATERIAL The floor load all over the exhibition areas is 2’500 kg per m
2. The floor is made out of concrete.
4.9 MAXIMUM BUILDING HEIGHT The general building height is 2.50 m. All exhibitors are required to submit their booth designs for prior
approval if the booth construction is exceeding the height up to max. 6.00 m.
18
5 SAFETY REGULATIONS OF THE CCIB BARCELONA
5.1 GENERAL CONSTRUCTION SAFETY
1) During build-up and dismantling minors under the age of 18 are not allowed on the premises, not even if accompanied by a parent or legal guardian. The use of protective footwear is mandatory at all times on all the working areas.
5.2 BOOTH CONSTRUCTION SAFETY 5.2.1 All booth materials used in the construction of booths, features and displays, including signs
and fascias, shall be:
Of a suitable nature and quality for the purposes and conditions of their intended use
Adequately prepared and fixed in order to adequately perform the functions for which they are designed
Non-combustible, inherently non-flammable or durably flameproof in accordance with BS476-Part7
Water-based, where applicable, e.g. adhesive and paint
5.2.2 Decorative Materials
Decoration materials must be at least flame-retardant, class C-s3, d0 in accordance with DIN EN
13501-1 and/or at least class B1 in accordance with DIN 4102-1, and should not form burning
droplets. Decoration material of normal flammability may be used in some parts, provided that
appropriate measures have been taken during installation to ensure that it is adequately protected
against being ignited. Test certificates on the building material classification of the materials used must
be made available. Artificial plants and flowers are combustible and give off toxic fumes. Therefore
they must not be used for booth dressing. Silk-type flowers are acceptable, provided they are fireproof
or have been treated and marked as such.
5.2.3 Fabrics, Drapes, Curtains and Hangings
Drapes, curtains, hangings and light decorations shall be inherently or durably flame proofed and
comply with BS 5678, Part 2: 1990. Otherwise they may be treated with a proprietary flame retardant.
Curtains on exit routes should hang 75 mm clear of the floor, be parted in the centre and shall not
conceal any exit signs.
Curtains, hangings, decorations and upholstery shall be fixed taut and/or in tight pleats to a solid
backing, so they do not create a trip hazard.
5.2.4 Floor Covering
All floor coverings must be secured and maintained so that they do not cause a hazard. Fixing of floor
coverings to the hall floor may only be carried out using approved tape called Stikatak B7. Other forms
of fixing to the hall floor, such as cable clips, nails and bolts are prohibited.
19
In case you plan to lay your own carpet on your booth space please ensure that specialised products
for temporary fixation of carpet tiles are used only. The repair of any damages, respectively the
cleaning of remains from any carpet fixations must be invoiced at a cost.
Before building the platform, the stand builder/exhibitor has to confirm that technical services provided
by the CCIB (electricity, water, telephone cables, Internet, etc) are located in the right spot. No
complains will be accepted if the stand builder fails to check the location of the technical services.
Access to the service points / water tramp / electricity tramp must be granted at all times. Once the
platform has been laid out, it will not be possible to install new services.
5.3 ELECTRICAL INSTALLATIONS AND APPLIANCES SAFETY
5.3.1. Joints
Joints shall not be made in cables except where necessary as a connection to equipment /
accessories. In such cases insulated screwed connection shall be used, and shall be enclosed in
totally insulated enclosures.
Only the CCIB is authorised to provide the electrical switchboards for the power points. Every client has to order an electrical switchboard from the CCIB via the OBS. The CCIB will check that the official CCIB electrical switchboard is not removed from the booth. If the builder brings his own switchboard it is compulsory to connect it to the CCIB electrical switchboard ordered by the exhibitor and provided by the CCIB, and inform the venue about how they will connect both switchboards. The CCIB provides electric service in the Exhibition area, during the official exhibition times. In case that you need 24h electrical connection for some devices (no booth general light), you need to order a second electrical switchboard.
20
6 TECHNICAL INSTALLATIONS / EXHIBITION SERVICES
6.1 TECHNICAL SUPPLIES / BOOTH SERVICES Various technical supplies and services can be ordered through the OBS:
Electricity
Water Supply subject to availability / upon request
Telecommunication / Internet Connections
Audio-Visual / Computer Equipment
Modular Booth Construction / Furniture / Equipment
Deadline for ordering 21 August 2015
6.2 WASTE DISPOSAL Waste disposal during the event is included in the compulsory fee which is automatically being
invoiced to all exhibitors.
During build-up and dismantling waste disposal (crates, glasses, aluminium profiles, wooden chips
etc.) is the sole responsibility of each booth builder and their staff. The CCIB will not provide any
containers for waste disposal!
For ecologic reasons all exhibitors are kindly requested to reduce their waste to a minimum.
6.3 GENERAL / BOOTH CLEANING At the end of each day the corridors will be cleaned.
The booth cleaning - including hoovering, emptying of waste bins and removal of waste bags - is
included in the compulsory fee.
Exhibitors are kindly asked to place full dustbin bags in the corridors for removal at the end of each
day.
6.4 BOOTH CATERING Exhibitors are not allowed to offer food and beverages at their booths unless they order it through the
CCIB – F&B Department, the official caterer of the CCIB Barcelona.
CATERING
CCIB – F&B Department
Plaça de Willy Brandt 11-14
08019 Barcelona / Spain
T 34 93 230 10 00
Deadline for ordering 21 August 2015
21
6.5 FLOWERS / FOLIAGE PLANTS Should you wish to order flower arrangements or foliage plants, please refer to the respective
information on the OBS.
6.6 HOSTESS SERVICES Booth hosts / hostesses can be ordered via the OBS.
Deadline for ordering 21 August 2015
6.7 PHOTOGRAPHER A photographer is available onsite. Please contact the exhibition secretariat for more information.
6.8 LEAD RETRIEVAL Kindly be informed that at this years’ ECTRIMS congress you will have the opportunity to easily track
the attendance of your visitors be it in your satellite symposium or on your booth!
The scan2lead App for Smartphones, iPhones® and iPads
® is designed to record detailed contact
data of delegates.
Recording of all booth visitors through simple scanning of the badges
Visitor data available right after the scan
Individual programming of the service with your products and services
Detailed visitor information for evaluation and post-processing after the congress
Overview of the customer contacts made at your booth
Statistics with filtering option / exporting of data in Excel® spread sheets
For more details, please refer to the separate documentation to be downloaded from the OBS.
Deadline for ordering 4 September 2015
6.9 COMPANY DESCRITPION & LOGO Each exhibitor has the opportunity to publish the company description in the mobile app. In order to
collect the data for the ECTRIMS Mobile App you will receive by e-mail a link to register your
company description.
Deadline for ordering 21 August 2015
6.10 INTERNET CONNECTIONS If you plan to have your own access points (Wi-Fi) at your booth please contact us.
Merkur Expo Logistics GmbH | Rheinstraße 2 | 65760 Eschborn www.merkur-expo.com | [email protected] | Tel.: +49 (0) 6173 966 95 0 WE MOVE YOUR SHOW !
Shipping Instructions ECTRIMS 2015 in Barcelona
Introduction
Merkur Expo Logistics have been appointed as the official forwarder, customs clearance agent and
handling agent for ECTRIMS 2015. For safety and time reasons no other contractor will be
permitted to operate the lifting into the venue.
The range of services provided by Merkur Expo Logistics include
Transport, national or international
Temporary or permanent customs clearances
Coordination of deliveries, delivery time slot management
Unloading, delivery to exhibition-stands, forklifting
storage of empty boxes and crate during the event
Accessible storage for brochures and give-away items during the event
On-site assistance and super-vision
This shipping manual will assist your preparation for the correct and timely dispatch of exhibits to
Berlin. Please follow the instructions closely.
General Dates
Build Up: October 5th, 08:00 – 20:00 hrs
October 6th, 08:00 – 20:00 hrs
Break Down: October 10th, 18:00 – 24:00 hrs
October 11th, 08:00 – 20:00 hrs
Merkur Expo Logistics GmbH | Rheinstraße 2 | 65760 Eschborn www.merkur-expo.com | [email protected] | Tel.: +49 (0) 6173 966 95 0 WE MOVE YOUR SHOW !
Consigning of Shipments and Deadline Dates
Road Freight
Full Load Trucks / Part Load Trucks
Schedulded Un-Loading / Re-Loading
Due to the limited space of the venue and the tight time-schedule all unloading operations are
strictly operated by Merkur Expo only. Trucks have to leave the unloading area immediately after
unloading is finished.
All vehicles must arrive at a pre-appointed time for unloading. Please request your preferred
unloading time slots by sending the “Freight & Loading Form” to Merkur Expo until Friday, 25th of
September 2015. You may also use this form to request freight services from Merkur Expo.
Unloading time slots will be given until Wednesday, the 1th of October. Please dispatch your trucks
arriving according to the pre-arranged time of arrival.
Delivery address
Merkur Expo Logistics GmbH
C/O CCIB
Plaça de Willy Brandt 11-14
ES - 08019 Barcelona
Trucks arriving after the loading time must face waiting time until the next free time-slot is
available. In general waiting time may occur for which Merkur cannot be held responsible.
Groupage / Courier Shipments
All exhibit material / shipments excluding full loads of stand-material must make use of the advance
receiving warehouse.
Merkur Expo Logistics GmbH | Rheinstraße 2 | 65760 Eschborn www.merkur-expo.com | [email protected] | Tel.: +49 (0) 6173 966 95 0 WE MOVE YOUR SHOW !
International shipments will be accepted by the advance receiving warehouse until September
25th. Please consign your shipment to
Merkur Expo Logistics GmbH
C/O Schmitt Peterslahr
A U F DE M HÖHCHEN 2
56587 Oberhonnefeld
C/O ECTRIMS 2015
Exhbitor:______ Booth No.:_________
Airfreight
Airport of arrival: Frankfurt (FRA)
Arrival Deadline: 25th of September 2015
Oceanfreight
Port of arrival: Barcelona
Arrival Deadline FCL: 25th of September 2015
Arrival Deadline LCL: 18th of September 2015
Consigning Address for AWB, B/L
Merkur Expo Logistics GmbH
c/o ECTRIMS 2015
Rheinstrasse 2
65760 Eschborn
Merkur Expo Logistics GmbH | Rheinstraße 2 | 65760 Eschborn www.merkur-expo.com | [email protected] | Tel.: +49 (0) 6173 966 95 0 WE MOVE YOUR SHOW !
Customs Clearance (applicable for NON-EU-countries only)
Temporary entries (goods returning to origin after the show):
Carnet ATA for temporary imports
Packing list
Please use Carnet ATA only. All exhibits / material entered under temporary importation are subject to control and examination by German customs for Inward and Outward movements. Goods under temporary bond cannot be sold during the show, any sale operation must be reported to German Customs Authorities, otherwise heavy penalties might incur. Please contact us in the case you intend to sell any temporary goods.
Permanent entries (goods to be consumed during the show):
We can clear on definitive basis consumable materials such as brochures, giveaways and other promotional materials.
3 Originals of Proforma Invoice / packing List in English, showing: No. of units / weights / sizes / total no. of boxes / values / full description of items in English, including serial number, model and customs code nr. (Brussels Nomenclature)
Please issue separate Invoices and separate packing for Temporary Importation (Exhibits) and Permanent Importation (Consumables & advertising material).
Proforma-Invoices must be addressed to :
Merkur Expo Logistics GmbH Rheinstraße 2 65760 Eschborn
Certificate of Origin (Form A / EUR.1) if applicable
You may use the attached template. Temporary & permanent material must be packed separately, in different boxes.
Merkur Expo Logistics GmbH | Rheinstraße 2 | 65760 Eschborn www.merkur-expo.com | [email protected] | Tel.: +49 (0) 6173 966 95 0 WE MOVE YOUR SHOW !
Restricted products:
The following products are restricted and need special requirements and health certificates:
pharmaceutical products
any kind of food or beverages
If you are planning to ship food from a non-EU-country please get in touch with us at least four weeks prior to the opening of the congress.
Labeling (Bag Inserts / Stand Material)
All shipments to our advance receiving warehouse must be labeled with an appropriate label, which
you find attached to this manual. Please do not use any other labels than the attached.
Shipping Advise
All shipments to the ECTRIMS 2015 need to be pre-advised. Please send us all relevant shipping-
details (carrier, AWB-No) as soon as available.
Storage
Empties
Empty boxes and packing material will be collected and safely stored during the show. All boxes should be strong enough to unpacking and re-use them after closure of the congress. The empties will be stored outside the congress-center and are not accessible after collection. Merkur Expo Logistics cannot be held responsible for any material damaged or lost inside the empties.
Accessible Storage
If you require assessable storage of promotion material please let us know seven days prior to the opening if the congress. Small quantities of storage material can be handed over to our on-site staff.
Merkur Expo Logistics GmbH | Rheinstraße 2 | 65760 Eschborn www.merkur-expo.com | [email protected] | Tel.: +49 (0) 6173 966 95 0 WE MOVE YOUR SHOW !
Insurance
We strongly recommend that all exhibitors arrange insurance coverage to include transit to and from the exhibition, whilst on display and in storage. Please note that Merkur Expo Logistics do not insure automatically unless asked to do so in writing. Please note that it is the exhibitors’ responsibility to ensure that if goods are left on the stand, adequate security measures are taken to ensure the security of such items. Merkur Expo is not liable for any losses, theft or pilferage.
Basic Conditions of Contract
All services will be billed according to the official ECTRIMS 2015-Forwarding & Handling Tariff.
All work undertaken is subject to the German Forwarders terms and conditions, CMR, newest edition, ADSp trading terms and conditions latest edition and the Merkur Expo liability policy, in conjunction with the conditions and rates for trade fair transportation.
The liability of Merkur Expo ceases with delivery and commences with collection of freight at the exhibition stand. It is the exhibitors responsibility to ensure the security of material until collected from the stand by Merkur Expo.
No unauthorized Credit will be accepted. Our invoices will be due immediately after issuance without any further notice. Customers not known to us or with whom we have not agreed any terms of payment, will be asked to pay our expenses before the event starts or on-site during the event and before return shipping of their exhibits.
Contact Details:
For all international exhibitors or suppliers:
Merkur Expo Logistics GmbH Mr. Bernd Blum +49-6173 966 9511 Email: [email protected]
Merkur Expo Logistics GmbH | Rheinstraße 2 | 65760 Eschborn www.merkur-expo.com | [email protected] | Tel.: +49 (0) 6173 966 95 0 WE MOVE YOUR SHOW !
FREIGHT, CLEARING, LOADING FORM
DEADLINE DATE FOR RECEIPT: 25th of September 2015 You may also request freight handling services using this form!
Return to Bernd Blum at fax: +49 6173 966 9529 or email to [email protected]
Company name:
Exhibitor name:
Hall / Stand no.:
Contact name:
Contact email:
Contact phone:
Invoicing address:
City: Zip code:
Billing details:
Master card No.:
Expiry date: Sec. code:
Card holder:
Shipment details:
No. of pieces: Weight: Cubage:
If the shipment details exceed space limitations pls. provide us that information on an extra page!
MERKUR FREIGHT SERVICES Please indicate here if you require Merkur to contact you regarding any of the following services: National / International shipping (from your address to stand in Barcelona and / or backwards) Logistical Handling / Storage on site in Barcelona
URGENT REMARKS
Merkur Expo Logistics is sole official forwarder for ECTRIMS 2015, Barcelona. Please see official handling tariff on the following page All shipments must be preadvised by using this form sheet Please take care of logistical handling instructions
Exhibition Material
Exhibitor:___________
Consignee: Merkur Expo Logistics GmbH C/O Schmitt Peterslahr
A U F DE M HÖHCHEN 2
56587 Oberhonnefeld
_____________/______________
No of Pieces
