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as of November 2016
Please read this manual carefully and share it with the necessary colleagues and agencies involved in the organization of your ECO 2018 activities
EXHIBITOR MANUAL
2
Index
1.) KEY DATES & DEADLINES 3
2.) IMPORTANT ADDRESSES AND CONTACT DETAILS 4
Industrial Exhibition & Sponsorship Organizer ...................................................................................................... 4 General Organization ............................................................................................................................................ 4 Congress Registration & Accommodation ............................................................................................................. 4 Venue .................................................................................................................................................................... 4 Stand Construction / Electricity / Furniture / Utilities / AV Equipment / Plants ...................................................... 4 Logistics / Transport .............................................................................................................................................. 5 Internet / Network / Computer Hardware ............................................................................................................... 5 Video and Projection Technology .......................................................................................................................... 5 Catering ................................................................................................................................................................. 5 Exhibitor Lead Retrieval System ........................................................................................................................... 5
3.) VENUE 6
Address .................................................................................................................................................................. 6 How to reach the ACV ........................................................................................................................................... 6
4.) SET-UP, DISMANTLING AND EXHIBITION SCHEDULE 8
5.) STAND BUILDING REGULATIONS 9
Booth Heights / Suspension .................................................................................................................................. 9 Technical Guidelines ACV ..................................................................................................................................... 9
6.) DELIVERY & STORAGE INFORMATION 11
Deliveries & Loading ............................................................................................................................................ 11 Parking & Night/Weekend Traffic Ban ................................................................................................................. 11
7.) TECHNICAL SUPPLY DETAILS 12
8.) REGISTRATION 13
Exhibitor Staff- & Full Registrations ..................................................................................................................... 13 Labor Badges ...................................................................................................................................................... 13
9.) INFORMATION FOR SYMPOSIUM ORGANIZER 14
10.) ORDER FORMS & ADDITIONAL INFORMATION 15
Venue .................................................................................................................................................................. 15 Stand Construction / Electricity / Furniture / Utilities / AV Equipment / Plants .................................................... 15 Transport / Logistics ............................................................................................................................................ 15 Registration .......................................................................................................................................................... 15
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1.) KEY DATES & DEADLINES
7 January 2018 Abstract Closing poster abstract submission
5 March 2018 Registration Closing early rate registration for delegates
13 April 2018 Exhibition Deadline submission of stand plan/
stand construction declaration
13 April 2018 Exhibition /
Registration
Deadline receipt of exhibitor registrations
18 April 2018 Symposium
Submission deadline for final satellite symposia program
Submission deadline for bag insert
Submission deadline for advertisement in final program
Submission deadline for e-bulletin
1 May 2018 Registration Closing standard registration rate for delegates
After 1 May 2018 Registration Onsite registration rate
23 – 26 May 2018 25th European Congress of Obesity
For detailed information and most recent updates regularly check the ECO 2018 Website
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2.) IMPORTANT ADDRESSES AND CONTACT DETAILS
Industrial Exhibition & Sponsorship Organizer
Mondial Congress & Events
Operngasse 20b
A-1040 Vienna
Carola Precht T +43 1 588 04 -172
General Organization Mondial Congress & Events
Operngasse 20b
A-1040 Vienna
Liesa Wessely T +43 1 588 04 -224
Congress Registration & Accommodation
Mondial Congress & Events
Operngasse 20b Christiane Tronigger T +43 1 588 04 -607
A-1040 Vienna [email protected]
Online Registration Platform:
https://mondial.eventsair.com/eco2018/registration
Venue
Austria Center Vienna
Bruno-Kreisky-Platz 1 Sascha Tretenhahn T +43 1 260 69-325
A-1220 Vienna [email protected]
How to reach ACV:
https://www.acv.at/teilnehmen/lage-erreichbarkeit/Location1.html
Stand Construction / Electricity / Furniture / Utilities / Plants
StandOut Messebau GmbH
Messeplatz 1 Manuel Vilim +43 1 727 206 203
A-1021 Vienna [email protected]
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Logistics / Transport
IML – Messe Logistik GmbH
Austria Center Vienna Wolfgang Unzeitig +43 660 2647582
Bruno-Kreisky-Platz 1 [email protected]
A-1220 Vienna
Internet / Network / Computer Hardware
H82 medientechnik GmbH
Donau-City-Straße 1 Johann Weck T +43 677 626 02 306
A-1220 Vienna [email protected]
Video and Projection Technology
AV-Professional
Herbert Hietler GmbH
Hetzendorfer Straße 53 Robert Ranzinger T +43 1 25210 30
A-1120 Vienna [email protected]
Catering
Motto Catering GmbH
Bruno-Kreisky-Platz 1
A-1220 Vienna
Katharina Iles T + 43 1 585 2303 17
Exhibitor Lead Retrieval System
CTI Meeting Technology
Nußdorfer Strasse 20/22
A-1090 Vienna
Tamara Dworschak T + 43 1 319 69 99-18
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3.) VENUE
Address Austria Center Vienna (ACV)
Bruno-Kreisky-Platz 1
1220 Vienna, Austria
How to reach the ACV The Austria Center Vienna (ACV) is an excellent location which is easy to reach.
- 7 minutes from the historic city center (by underground U1)
- 30 minutes from the Vienna International Airport to the conference center
By car
- Take the A22 motorway (Donauuferautobahn) and turn off at the Austria Center Vienna/VIC exit.
Alternatively take the Reichsbrücke bridge or approach from Wagramer Strasse.
The ACV provides covered, secure parking for delegates.
- Approx. 1.000 parking spaces
- Disabled parking spaces in the multi-story parking garage
Parking fees can be viewed here: https://www.acv.at/teilnehmen/anreise-und-verkehr/travelling-by-car.html
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By plane
Landing at Vienna International Airport (Flughafen Wien-Schwechat) there are several ways to reach the Austria
Center Vienna.
- Taxi: 25 minutes to the Austria Center Vienna (appr. EUR 36,-)
- CAT: 16 minutes to Landstrasse/Wien Mitte-station
Frequency: every 30 minutes | Single-ticket: EUR 12,-; return: EUR 19,- underground line U4 (green) to station Schwedenplatz
underground line U1 (red) to U1 station Kaisermühlen, VIC Exit Schüttaustrasse
www.cityairporttrain.com
- Rails S-Bahn Commuter Railway (S7): 27 minutes to Landstrasse / Wien Mitte-station
Frequency: every 30 minutes during the day | Single-ticket: EUR 3,90
www.oebb.at
- Bus - Airport Shuttle: 30 minutes direct service to the Austria Center Vienna stop: "Kaisermühlen-VIC"
Frequency: every 30-60 minutes during the day | Single-ticket: EUR 8,-; return: EUR 13,-
https://www.viennaairportlines.at/en/
By public transport
- Underground line U1 (red) to station Kaisermühlen/VIC exit Schüttaustrasse
www.wienerlinien.at
By train
- From Vienna Hauptbahnhof (main train station): underground line U1 (red) to station Kaisermühlen/VIC
exit Schüttaustrasse
- From Westbahnhof: underground line U3 (orange) to station Stephansplatz change to line U1 (red) to
station Kaisermühlen/VIC exit Schüttaustrasse
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4.) SET-UP, DISMANTLING AND EXHIBITION SCHEDULE
Tuesday, May 22 Wednesday, May 23 Thursday, May 24 Friday, May 25
Build-up times 08:00 – 18:00 07:00 – 08:30*
Exhibition
Opening Times 08:30-21:30 08:30-19:15 08:30-19:15
Dismantling 19:30 – 02:00
* decorations only
Please note that each person requires a registration/badge for entering the exhibition area on Wednesday morning!
More information can be found on page 14 (registration).
Exhibition Opening Times:
Please note that your booth has to be staffed during the official exhibition opening times. Exhibitors will be
permitted to enter and leave the exhibition area half an hour before and after the official opening times.
All booth personnel will require a name badge in order to access the exhibition area, access without a name badge
is not permissible.
Dismantling time:
Please note that the exhibition break down only commences after the last coffee break on Friday, 25 May 2018.
It is not permissible to start booth dismantling during refreshment breaks, lunch times or networking events held in
the exhibition area or at any other times when any delegates are present within the exhibition area. Non-adherence
will force the venue management to close the exhibition hall and any penalties or charges incurred by this will be
passed on to any exhibitor(s) who has/have not adhered to this regulation by the organizer.
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5.) STAND BUILDING REGULATIONS
Booth Heights / Suspension
According to the regulations of the organizers, the following restrictions for booth building apply:
Standard height of booths: 2,5m
(3,5m for Sponsors)
Maximum height of inner walls (>1m distance to booth borders), columns and/or other fixed constructions:
3m (3,5m for Principal and Major Sponsors) – if feasible and depending on location of your booth!
The side and back walls of all booths should be finished on the outside as well as the inside.
Bordering on a visitors’ aisle: max. 40% of this side may be obstructed and any decoration, etc. must be
reasonably spaced.
For any suspension, permission must be obtained in advance from the Austria Center Vienna (ACV). Please note
that the possibility to use suspensions depend on your booth location. Also, please note that the maximum height
requirement includes suspensions!
Top edge for Banners (top of the banner): 3m (3,5m Principal and Major Sponsors)
Two-tier booths and / or “double-decker” booths are not permitted.
Exceptions are permitted only if coordinated and approved by Mondial Congress & Events.
For any questions, please contact Carola Precht, [email protected].
Deadline for submitting stand plans and construction declarations
Friday, 13 April 2018
All exhibitors who booked space-only and will bring their own, pre-constructed booths or will collaborate with other
companies than StandOut for customized booths must send in their stand plans for approval.
Please send the following information within the above mentioned deadline to the conference exhibition coordinator
Carola Precht, [email protected]:
Stand design / drawings to scale, front elevation inclusive height indications
Plan showing the position of exhibition equipment, machinery and/or installations
Technical Guidelines ACV
All exhibitors and contractors have to be informed about ACV´s technical guidelines. – see Order Forms &
Additional Information (page 16)!
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6.) DELIVERY & STORAGE INFORMATION
Deliveries & Loading - Austria Center Vienna - main building
- 3x 30 kN goods lifts for bulky items up to the size of a small van, from the loading bay to the red level (Hall A)
- Lift cage dimensions: length 6,0m x wide 3,1m x height 3,5m
- Height restrictions at exits (2,15m - 3,50m)
- Loading bay at street level
- Parquet floors – max. permitted loading: 500 kg/sqm
Loading activities are only possible within the setup and dismantling times (see page 8). The inhouse-transport has
to be done through ACV’s freight forwarding company IML. They are located at the parking lot West at Tor 1.
Contact details can be found on page 5. Please note that you will be charged for IMLs services according to the
IML Shipping Information and Handling Rates (s. Order Forms & Additional Information, p. 16).
Deliveries which are not coordinated with IML can be unloaded directly outside hall X2 (see ACV Delivery Access
Plan for details) during the official ECO build up time however parking is not permitted in the area. Please also note
that loading activities in any other areas are not permitted.
Please make sure that everybody has enough appropriate transporting material; the venue does not provide hand
trucks etc. Pallet jacks are only available on request at IML.
Deliveries through the main entrance are strictly forbidden!
Shipments: Please note that the ACV staff is not allowed to take over or sign any shipments from exhibitors.
Everything has to be addressed correctly to IML or the exhibitor has to be onsite to sign in person for the delivery.
You will find the deliver address and important information in the IML section on the last page.
Parking & Night / Weekend Traffic Ban All cars and trucks higher than 2m have to be parked in the parking lot “LADEHOF WEST” (at a first-come, first-
served basis). Cars lower than 2m can be parked at the normal garage.
According to Austrian law, trucks with a total weight of 7.5 tons or more are not allowed to drive between the hours
of 15:00 – 24:00 on Saturdays and 00:00 - 22:00 on Sundays without a special permit.
So if you use such a truck over 7.5 tons on the weekend - you MUST apply for a special permission to drive within
Vienna with the Austrian Authorities.
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7.) TECHNICAL SUPPLY DETAILS
Power Connection (StandOut)
Please note that you have to order power supply for your booth through StandOut, it is not included in the rental
fee! Please make a sketch of the ordered power connections / send a detailed description of their location in order
for them to be set up in the correct place.
Water supply
Please note that there is no water supply in the exhibition area.
Cleaning and Waste Removal (StandOut)
The organizer is only responsible for general cleaning of the exhibition hall (aisles and public areas) during the
meeting. Empty containers and packing materials must be disposed of at the exhibitor’s cost before the start of the
exhibition; cleaning the booth is also the exhibitor’s responsibility. If required, the exhibitor may order cleaning
services for the booth. Please do so via the StandOut Online Shop.
Rental Furniture, Flowers & Plants (StandOut)
Exhibitors requiring plant or flower arrangements, please book them via the StandOut Online Shop.
Internet / Network / Computer Hardware (H82 medientechnik GmbH)
Exhibitors requiring internet or computer hardware at their booths should contact H82 medientechnik GmbH.
Basic WLAN is accessible throughout the conference venue. However, if you require a secured, steady connection,
please order it through H82.
Video and Projection Technology (AV-Professional)
Exhibitors wishing to order any audio-visual equipment such as video players with monitors, computers or sound
systems need to contact AV-Professional.
Local Booth Personnel / Hostesses (Mondial Congress & Events)
If you need local stand personnel or hostesses to support your stand services, please contact Carola Precht from
Mondial Congress & Events.
- Costs per hour and person: EUR 30,- (net)
- Minimum of 3 hrs per person and day is required
Exhibitor Badges for hostesses booked via Mondial are included and will be provided onsite at the exhibitor
registration desk. If you bring your own hostess, you will need to order a name badge yourself.
Please do not order hostesses for booth cleaning or carrying of heavy boxes. For this kind of work please order
cleaning staff or workers via Carola Precht.
Booth Catering (Motto Catering)
Booth catering is available during the set-up, dismantling and opening hours of the exhibition.
You may order booth catering via the Motto web shop.
If you require a quote or have any questions before, please contact Motto Catering GmbH. (see "Important
Addresses and Contact Details" – page 5). Motto Catering GmbH is the official contractor of the ACV. No other
catering companies are admissible.
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8.) REGISTRATION
Registration of Booth Personnel
For security reasons, booth personnel must wear the official ECO 2018 name badges at all times. Exhibitors: Two badges per 9m² rented exhibition space will be issued. Any additional booth personnel will be charged with a fee of EUR 60,- for a day pass or EUR 100,- for the whole congress. These registrations include access to the exhibition and coffee breaks on Wednesday afternoon, Thursday and Friday (morning and afternoon). Please note that access to the scientific sessions will not be permitted with these registrations. All booth personal has to be registered prior to the congress in order to gain access to the exhibition area. In order to register your staff, please fill out and send the “Stand Personnel Registration” Excel-File you can download via the Industry Resources Page until Friday, 13 April 2018.
Delegate Registration
Any registered booth will receive at least 1 complimentary full congress pass. If the size of the booking exceeds 36 square meters, 2 complimentary full congress passes will be issued. Additional full conference registrations are also available for the normal full delegate fee. – Click here for further information: http://eco2018.easo.org/registration/ In case there are any questions regarding normal delegate registrations or you wish to register a group (more than 10 delegates), please contact Christiane Tronigger via [email protected].
Exhibitor Badges Collection
All exhibitor badges should be collected at the exhibitor service desk. No badges will be sent in advance of the
conference. Please inform us in a timely manner if a group coordinator will pick up all exhibitor badges or if they will
be picked up individually.
Labour Badges
As mentioned on page 8 (Exhibition Setup / Breakdown Times), only registered personnel and delegates have
access to the venue during official congress times. No badges will be required for build-up on Tuesday, May 22,
however, for Wednesday (07:00 -08:30) and for Friday all company staff or booth builders need a conference
registration or a labour badge. Labour badges are free of charge but must be pre-ordered within the above
mentioned deadline.
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9.) INFORMATION FOR SYMPOSIUM ORGANIZER
Programme
The company sponsored symposia programme will be printed in the ECO 2018 final programme book. A draft
programme must be sent to [email protected] by Tuesday, 14 March 2018 for approval. A final document of
the programme must be sent by Tuesday, 18 April 2018.
Time Allocation
Each symposium is scheduled to last 90 minutes and is allocated an appropriate session hall by the organisers.
Company symposium organisers may access the respective hall as soon as the previous session has finished. If
prior set-up or access to the room is required, special arrangements should be made with the ECO 2018
organisers at least 2 weeks in advance of the congress, latest by Tuesday, 9 May 2018.
Audio-visual equipment
Each session hall is equipped with standard AV. Specifications are available on request. If additional AV is
required, company sponsored symposia organisers should contact Carola Precht at Mondial Congress & Events
Catering
ECO 2018 organisers and EASO do not provide catering as part of the session package. Lunch symposia are
requested to provide lunch packages/buffet for attendees. If catering is required, arrangements must be made via
the exclusive catering partner, MOTTO Catering and can be ordered via their web shop.
Promotion
ECO 2018 provides industry session organisers with the following benefits:
1 delegate bag insert: Each company sponsored symposium is permitted 1 delegate bag insert. PDF file
must be send to [email protected] by Tuesday, 18 April 2018 latest for approval.
o Restrictions: max. size DIN A4, max. 4 pages, 1.200 pieces
o All delegate bag inserts should be clearly marked as such and directly be shipped to the congress
venue. Further details will be sent in a separate email prior to the congress. If packages are not
clearly labelled, we cannot guarantee insertion.
1 delegate e-bulletin: An e-bulletin will be sent by the ECO 2018 organisers to all registered delegates,
approximately 2 weeks in advance of the congress. All content (text and images) must be sent to
[email protected] by Tuesday, 18 April 2018.
Company symposium organisers may promote the session to delegates onsite, in the form of a roll-up (or similar).
These may be positioned in front of the session room 30 minutes prior to the start of your session on the day
of the session (and not before). Please contact Euan Woodward at [email protected] for further assistance or
information.
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10.) ORDER FORMS & ADDITIONAL INFORMATION
Documents available via the ECO Industry Resources page
ACV - Venue
Technical Guidelines ACV
Delivery Access Plan
Registration
Mondial – Exhibition Registration Terms & Conditions
Mondial – Exhibition Registration Form
StandOut - Stand Construction / Electricity / Furniture / Utilities / AV Equipment / Plants StandOut – Web Shop
Motto Catering GmbH Motto– Web Shop for booth catering
Motto– Web Shop for symposia and meeting room catering
IML - Transport / Logistics
Shipping Information & Handling Rates
Contract for Payment
Order Form - Advanced Warehouse
Order Form – Direct Delivery
Shipping Label
Pro Forma Invoice/Packing List
CTI – Lead Retrieval
Lead System Brochure
Lead System Order Form
