Manual Exhibitor Services 15th World Congress on Pain
15th World Congress on Pain October 6th to 11th, 2014 – La Rural Buenos Aires – Argentina Exhibitor Services Manual www.iasp-pain.org MCI Buenos Aires – IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Welcome Letter Dear Exhibitor: Thank you for committing to participate in the 15th World Congress on Pain, organized by the International Association for the Study of Pain (IASP). Please carefully review this Exhibitor Services Manual. It is an essential tool that will provide all the information you need to prepare for a successful exhibition in Buenos Aires. Please be sure to communicate the information contained in this manual to your agencies and/or contractors. If you have any questions after reading this manual, please contact MCI Buenos Aires. Contact person Ms. Paula Buczak (Exhibition & Sponsoring Manager): +54 11 5252 9817 or [email protected]. We look forward to welcoming you to Buenos Aires, Argentina, and we wish you a successful congress and exhibition! 2 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual TABLE OF CONTENTS Welcome Letter....................................................................................................................................... 2 SECTION 1 CONGRESS & EXHIBITION GENERAL INFORMATION ............................................................... 5 About Buenos Aires................................................................................................................................. 5 About the Venue ..................................................................................................................................... 7 Access for Persons with Limited Mobility .............................................................................................. 8 Congress History..................................................................................................................................... 8 Attendees Profile .................................................................................................................................... 8 Congress Official Language .................................................................................................................... 8 Program-at-a-glance (as of Dec 2013) ....................................................................................................9 Social Events ...........................................................................................................................................10 Congress Secretariat ............................................................................................................................ 10 Exhibition Management..........................................................................................................................10 Exhibition Floor Plan and List of Exhibitors .......................................................................................... 11 Exhibition Hall Activities ....................................................................................................................... 11 Exhibitor Listing in Final Program......................................................................................................... 11 Exhibitor Badges.................................................................................................................................... 12 Travel ..................................................................................................................................................... 14 Hotel Information .................................................................................................................................. 14 Sponsorship and Exhibition Sales Contact ............................................................................................ 15 Tips for an Eco-Friendly Exhibition ....................................................................................................... 16 SECTION 2 RULES AND REGULATION.................................................. 1 8 General.......................................................... ....................................................................................... 18 Current Obligation and Taxes....................... ....................................................................................... 18 Space Assignement............................................................................................................................... 18 Payment requirements and Cancellation Charges............................................................................... 18 Default in Occupancy............................................................................................................................ 19 Insurance, Responsibility and Security................................................................................................ 19 Advertisisng……………………................................................................................................................. 20 Exceptions & Modifications……….......................................................................................................... 20 Rules for the design & Execution of Stands and the Request & Use of Services.................................. 20 Control……............................................................................................................................................ 20 Existing Installations............................................................................................................................. 20 Forbidden Activities ..............................................................................................................................21 Fire Proofing.......................................................................................................................................... 21 Floor & Floor Loading ...........................................................................................................................22 Dividing Walls........................................................................................................................................ 22 Stand and Design Management............................................................................................................ 22 Submission of Stands Design.................................................................................................................23 Construction Height .............................................................................................................................. 23 Limits ..................................................................................................................................................... 24 Ceiling Heights and Rigging………......................................................................................................... 24 Use of Machines..................................................................................................................................... 26 Counters…………..................................................................................................................................... 26 Lighting................................................................................................................................................... 26 Sound……………...................................................................................................................................... 26 Electricity and Water.............................................................................................................................. 27 Electrical Power……................................................................................................................................ 27 Water and Drainage................................................................................................................................ 28 3 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Penalties……………............................................................................................................................... 28 Fire Rules…………….............................................................................................................................. 28 Code of Conduct for Marketing Practices ............................................................................................ 28 Subletting Space ................................................................................................................................... 29 Booth Activities..................................................................................................................................... 29 Sounds in Exhibit .................................................................................................................................. 30 Rotating Lights..................................................................................................................................... 30 Moving Display...................................................................................................................................... 30 Exposed Surfaces.................................................................................................................................. 30 Signage/ Graphics ................................................................................................................................ 30 Security ................................................................................................................................................. 30 Access to the Premises ......................................................................................................................... 30 Fire, Safety & Health Compliance......................................................................................................... 30 Liability & Insurance ............................................................................................................................ 31 Interpretation of Rules & Penalties ..................................................................................................... 31 Amendments to Rules & Regulations................................................................................................... 31 SECTION 3 EXHIBTION TECHNICAL INFORMATION. . . . . . . .. . . . . . . . . . . . 32 Exhibition Planning Checklist............................................................................................................... 32 Exhibition Timetable At-a-Glance ........................................................................................................ 32 Build-Up & Move-In .............................................................................................................................. 33 Dismantling........................................................................................................................................... 33 Vehicle Access & Loading / Unloading................................................................................................. 34 Exhibitor Badges & Contractor Passes................................................................................................. 34 Space-only Rental................................................................................................................................. 34 Turn-Key Booth.....................................................................................................................................37 Fascia Board.......................................................................................................................................... 37 Carpet.................................................................................................................................................... 37 SECTION 4 O F F I C I A L C O N T R A C T O R S E R V I C E S . . . . . . . . . . . . . . . . . 38 Exhibition Official Suppliers ................................................................................................................. 38 Official Decirator / Stand Builder…………………………………………………………………………………….38 Telecommunications............................................................................................................................. 38 Electricity .............................................................................................................................................. 38 Plumbing Services ................................................................................................................................ 39 Sign Installation / Rigging ................................................................................................................... 39 Individual Booth Security..................................................................................................................... 39 Cleaning & Maintenance....................................................................................................................... 40 Catering ................................................................................................................................................ 40 Audio-visual Equipment ....................................................................................................................... 40 Hostesses .............................................................................................................................................. 42 Freight Transportation & Customs Clearance ...................................................................................... 41 Delivery of Goods to the Advance Warehouse..................................................................................... 41 Delivery of Goods Direct to the Venue ................................................................................................. 41 Annex: FORMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . …4 43 4 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 SECTION 1 Exhibitor Services Manual CONGRESS & EXHIBITION GENERAL INFORMATION About Buenos Aires Buenos Aires is a vivacious and alluring port city, which stretches south-to-north along the Rio de la Plata. This estuary is the widest in the world, and one of the busiest in South America, connecting Argentina, Brazil, Uruguay, and Paraguay. Buenos Aires is the cultural and economic center of Argentina, with around 3 million people living in the city and over 12 million in the greater metropolitan area. The residents of Buenos Aires, known as porteños (meaning: people of the port), come from a large number of cultural, ethnic, and religious backgrounds, with a high concentration of European heritage. Porteños possess an elaborate and rich cultural identity that encompasses the love of music and dance. Buenos Aires is the birthplace of Tango, originally found in the poorer suburbs. Still loved by Porteños today, Tango plays a vital role in Argentine culture. Buenos Aires’s cultural offering captivates its visitors. Along an easily navigable grid pattern, the city contains cobblestoned streets lined with leafy trees, classic Belle Époque architecture and stunning Glass-sheathed skyscrapers. 19th century Victorian houses surround carefully designed parks, squares, restaurants, coffee shops and Tango bars that blend the European lifestyle while keeping the authenticity and fervor of the Latin American lands. The city's neighborhoods are small and highly individualized with their own characteristic colors and forms. In the San Telmo district, the city's multinational heritage is embodied in a varied and cosmopolitan architecture that joins Spanish Colonial design with Italian detailing and graceful French Buenos Aires: The Heart of Argentina with Classicism. La Boca's pressed tin houses are painted a spectrum of colors, and muralists have turned the district's side streets into chromatic avenues. Belgrano, Recoleta, Palermo, and Barrio Norte comprise a few other distinct areas. While there are no clear borders between each district, each area has a unique atmosphere. Buenos Aires is also home to the National Academy of Medicine, the oldest medical Academy in Argentina. Founded in 1822, this academy synchronized with the establishment of the University of Buenos Aires School Of Medicine. Past members include three Nobel Prize in 5 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Medicine laureates: Dr. Bernardo Houssay (1947), Dr. Luis Federico Leloir (1970), and Dr. César Milstein (1984). The history of Argentine cuisine is rich and diverse. The country benefited from numerous food influences stemming from their extensive immigration through many years. Local food is famous for the quantity and quality offered, especially beef: the country’s national dish. Italian, Spanish, British, German, Jewish, and other cultural influences are immersed in the delicious dining experiences of Buenos Aires. Argentina is the world’s fifth largest producer of wine, and the variety of grapes grown reflects the country’s many immigrant groups. Among the more popular varieties are Malbec, Syrah, Tempranillo, Cabernet Sauvignon, and Bonarda, Sauvignon Blanc, and Torrontés. Scheduled international flights operate directly to the country's largest international airport Ministro Pistarini International Airport, more commonly known as Ezeiza International Airport and located 22 kilometers (14 mi) southwest of Buenos Aires. Enjoy a stay in Buenos Aires, where delegates may participate in a leading Congress program full of scientific excellence, symposia and exhibition from Industry, as well as experiencing traditional culture, scrumptious foods and unparalleled entertainment. 6 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual About the Venue La Rural Convention Center Main Entrances for World Congress on Pain 2014: DURING CONGRESS: Av Sarmiento 2704 FOR EXHIBITORS (BUILD-UP ONLY): Av. Sarmiento 2802 & Colombia La Rural Convention Center 4431 Juncal St. C1425BAA Ciudad Autónoma de Buenos Aires – Argentina With the purpose of encouraging and promoting all subjects related to agriculture, in 1866 a group of people representing those interests founded La Sociedad Rural Argentina. Today, La Rural is the main congress and exhibition center of the country and the region. With a convenient location in the heart of Buenos Aires and more than 12 hectares, it constitutes the only space of its kind. It hosts events of all subjects; La Rural combines the care of its historic heritage with a service of excellence and an innovative technological and building infrastructure. The commercial exhibition segment of the Congress will consist of approximately 12,000 square meters of exhibition space, which will be integrated with scientific poster sessions, catering, and seating areas. Exhibits will be open for five days. 7 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Access for Persons with Limited Mobility If you need reasonable, special accommodations or have questions about access to any of our activities, please contact the Congress Secretariat, MCI Buenos Aires, by phone at +54 11 5252 9817 or by email at [email protected] All requests must be received at least 15 days in advance of the intended activity start date. We will strive to meet your need, but cannot guarantee that all requests can be fulfilled. For general information about accessibility in Buenos Aires, please visit: http://www.buenosaires.gob.ar/copidis/mapa-accesible Smoking Smoking is not permitted anywhere within the venue. Congress History 1975: Florence (Italy) 1996: Vancouver (Canada) 1978: Montreal (Canada) 1999: Vienna (Austria) 1981: Edinburgh (UK) 2002: San Diego (USA) 1984: Seattle (USA) 2005: Sydney (Australia) 1987: Hamburg (Germany) 2008: Glasgow (UK) 1990: Adelaide (Australia) 2010: Montreal (Canada) 1993: Paris (France) 2012: Milan (Italy) Attendees Profile The 15th World Congress on Pain is anticipating an attendance of approximately 6,000 delegates from all over the world. This multidisciplinary meeting is of interest to: Basic scientists Physicians Psychologists Dentists Nurses Physical therapists Pharmacists Professors Researchers Students, trainees and young professionals Other health professionals Congress Official Language The official language of this congress is English. 8 MCI Buenos Aires– IASP 2014 15th World Congress on Pain Oct 6-11, 2014 Exhibitor Services Manual Program-at-a-glance (as of Dec 2013) Time Monday October 6, 2014 Tuesday October 7, 2014 Wednesday October 8, 2014 Thursday October 9, 2014 Posters Open Plenary Session Posters Open Plenary Session Posters Open Plenary Session Posters Open Plenary Session Exhibition Open Poster Discussion (even) Exhibition Open Poster Discussion (even) Exhibition Open Exhibition Open Refresher Courses (08:30-4:30) Posters Open Opening Plenary Session Exhibition Open Poster Discussion (even) Poster Discussion (even) Poster Discussion (even) 10:15-10:45 10:45-12:15 Break Concurrent Workshops Break Concurrent Workshops Break Concurrent Workshops Break Concurrent Workshops Break Concurrent Workshops 12:15-14:00 Lunch Break Lunch Break Lunch Break Lunch Break Lunch Break 12:45-13:45 Lunch Associated Symposia Plenary Session Lunch Associated Symposia Plenary Session Lunch Associated Symposia Plenary Session Plenary Session 15:15-16:15 Poster Discussion (odd) Poster Discussion (odd) 16:00-16:30 Break Break Concurrent Workshops Concurrent Workshops End of Posters Exhibition Close End of Posters Exhibition Close Lunch Associated Symposia Plenary Session (14:00-15:00) Poster Discussion (odd) (15:00-16:00) Break (16:00-16:15) General Assembly (16:00-17:00) SIG Meetings (17:00-18:00) End of Posters Exhibition Close 08:00 08:15-09:30 09:00 09:30-10:30 14:00-15:15 16:30-18:00 Welcome Reception (17:00-19:00) 18:00 Friday October 10, 2014 Saturday October 11, 2014 Poster Discussion (odd) Poster Discussion (odd) Break Break Concurrent Workshops Concurrent Workshops End of Posters Exhibition Close End of Posters Exhibition Close End of Congress 18:30-20:00 Evening Associated Symposia Evening Associated Symposia Evening Associated Symposia Posters will be available for viewing each day from 08:00-18:00. Each accepted poster will be assigned one day to be on display. Commercial exhibits will be open Tuesday through Saturday 09:00-18:00. Please note: Coffee breaks overlap Poster Discussion periods. All coffee breaks are served in the Exhibition/Poster Hall. * Continuing education credit will not be offered by IASP for Associated Symposia, Member Sponsored Symposia or SIG Satellite Symposia. Companies wishing to obtain CME accreditation and offer CME credits for its Symposia should do so through an independent CME accredited provider. 9 MCI Buenos Aires– IASP 2014 15th World Congress on Pain Oct 6-11, 2014 Exhibitor Services Manual Social Events Participating companies may wish to organize their own social events during the 15th World Congress on Pain. The Organizing Committee has asked companies not to organize social events concurrent to the functions listed below: 1- Welcome Reception - Monday, October 6, 17:00-19:00, La Rural The Welcome Reception will take place in La Rural (Ocher Pavilion). This casual event will be the ideal opportunity for networking with delegates coming from all corners of the planet. This event is included with the full-registration badge or the exhibition-only badge. 2- Trainee Reception – Tuesday, October 7, 18:30-20:30, Venue to be confirmed This casual reception brings trainees from all over the world together to network and to meet some of the top mentors in the field of pain research. Only Trainee delegates and special guests are allowed to attend this event. 3- President’s Reception – Friday, October 10, 19:00 – 22:00, Venue to be confirmed This is a by-invitation-only reception hosted by IASP’s outgoing president to thank volunteers, honored guests and other supporters of the association. Congress Secretariat MCI BUENOS AIRES 1970 Santa Fe Av, – 1st Floor, Office 1 C1123AAO Ciudad Autónoma de Buenos Aires ARGENTINA Tel.: +54 11 5252 9801 Fax: +54 11 4813 0073 Email: [email protected] Exhibition Management MCI BUENOS AIRES is the official Exhibition Manager of the 15th World Congress on Pain. MCI Buenos Aires is eager to make the exhibition a success for all exhibitors; therefore, each exhibitor who confirms an official space rental for the exhibition agrees to conform to the rules and regulations in this manual. These regulations apply to all representatives, employees and/or guests of all exhibitors. We thank you in advance for your cooperation. Onsite Exhibition Management Desk The Exhibition Management Desk will be open throughout the exhibition build up, open hours, and breakdown period. The desk will be located within the exhibition area. Prior to this time, if you have any queries regarding your participation in the 15th World Congress on Pain, please do not hesitate to contact Ms. Paula Buczak at: Email :[email protected] Tel.: +54 11 5252 9817 10 MCI Buenos Aires– IASP 2014 15th World Congress on Pain Oct 6-11, 2014 Exhibitor Services Manual Exhibition Floor Plan and List of Exhibitors The exhibition will be held in “Blue and Green Pavilions” on Level 0 of La Rural, Buenos Aires. To view interactive plans of La Rural, please click here. To view the most recent exhibition hall floor plan and list of exhibitors, please click here. Exhibition Hall Activities The following activities will take place in the exhibition hall and are designed to attract continuous traffic flow amongst exhibitors and maximize exhibitors’ exposure: o o o o Morning and afternoon coffee breaks Poster sessions Internet Cafés Food concessions & Seating Area Exhibitor Listing in Final Program The following details are required for the listing of your company in the Official Congress Program: Please adhere to the format below: Company name Company profile (50 WORDS MAX) Company address Phone number (include country code) Fax number (include country code) Website address Please submit the required information to Paula Buczak at [email protected] no later than June 1, 2014. Company profiles exceeding 50 words will be edited. 11 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Exhibitor Badges 1) Number of Badges Included in Space Only & Turn-Key booth rental: Two registrations per 9 sq. m. booth: 1 full registration, 1 exhibitor-only badge. Additional Exhibitor Badges: - For booths between 9 - 36 sq. m.: Up to eight (8) additional exhibitor only badges are available for USD 350* per badge. - For booths 45 sq. m. and over: up to sixteen (16) additional exhibitor only badges are available for USD 350* per badge. *Argentinian VAT 21% will not be charged to International Companies operating outside of South America. Argentina VAT will be charged to Local Companies operating in South America Associated Symposium Package Badge Allowance: Depending on the package your company booked, the number of badges included is as follows: PACKAGE (lunch & evening) A B C D Number of Full Registrations Number of Exhibitor Only Badges / Symposium Passes* 10 10 10 4 10 10 Symposium Sponsor Passes valid only for the hours for setup, duration and breakdown on the day of the symposium 6* 6* 6* 6* 2) Registration Includes: Exhibition-only Badge This badge will give access to the exhibition, but not to the scientific program. Therefore, admittance to conference rooms is not allowed with exhibition-only badges. The exhibition-only badge includes: Access to the Commercial Exhibition Access to the Poster Sessions Access to the Welcome Reception Coffee breaks Each exhibition-only badge must be assigned to a specific individual and will include both the company name and the individual’s name. Symposium Pass These passes will be issued to Companies that have booked Associated Symposia only. *Associated Symposium Sponsors, will receive passes that allow personnel related only to the symposia (and valid on the day of the symposia only) to enter their symposium as well have Exhibition-Only access for the hours leading up to the symposia for planning purposes. . 12 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Full-Registration Badges This badge includes: Access to scientific sessions (plenary, topical workshops, topical symposia) Access to poster sessions Access to the commercial exhibition Delegate materials & bag Abstract Compilation Access to online abstracts Coffee breaks Welcome Reception Trainee Reception (for Trainee delegates only) 3) Online Registration Early in 2014, your company’s official contact person will receive instructions on how to register exhibitor-only, symposium-only and full-registration delegates online. The registration system, which will be password protected, will allow the contact person to: Assign complimentary exhibition-only badges Assign complimentary full-registration badges Assign additional badges already paid for (see below) For the following services, please send an email to [email protected]: Purchase additional exhibition-only badges Purchase additional full-registration badges Book tours for each exhibitor or delegate registered Reserve hotel accommodations for each exhibitor or delegate registered For more information on Congress registration, please refer to the Registration page of the Congress website. 4) Collection of Badges For companies with over 10 badges, the registration department will be in touch to offer the “group pick up” service. This service allows you to pick up all badges for your company before the official opening of the Congress. Once contacted, please book up this service directly with the Registration department ([email protected]). 5) Exhibitor Registration Desk The exhibitor registration desk, located in the Registration Area, will be open as follows: Days Tuesday, Oct 7 Wednesday, Oct 8 Thursday, Oct 9 Friday, Oct 10 Saturday, Oct 11 Hours 08:00 – 08:00 – 08:00 – 08:00 – 08:00 – 16:00 16:00 16:00 16:00 16:00 13 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual 6) Wearing of Badges Exhibitors Exhibitors must wear their official badge in a clearly visible way and at all times in the exhibition area during the exhibition hours of operation. Stand Contractors Stand contractors are required to be clearly identifiable either through company uniform or name badge during the set-up and dismantling period. Staff in the Exhibition Space The exhibit space must be staffed at all times during the exhibition opening hours. Each staff member must wear his badge during opening hours. ` Travel Buenos Aires has two Airports: Aeropuerto Internacional de Ezeiza "Ministro Pistarini" Autopista Tte. Gral. Ricchieri Km 33,5 - (B1802EZE) Buenos Aires. Tel:(54 11) 5480 2500 http://www.aa2000.com.ar/32a.aspx Distance: 50 minutes by car Aeroparque Internacional "Jorge Newbery" Av. Rafael Obligado s/n° - (C1425DAA) Buenos Aires. Tel:(54 11) 5480 6111 http://www.aa2000.com.ar/32a.aspx#1 Distance: 7 minutes by car Bus, shuttle and taxi services are available at both airports. Hotel Information October is a very busy month for visiting Buenos Aires, and booking hotels early is recommended. IASP has secured thousands of rooms in Buenos Aires for reservation by Congress delegates. Due to the demand for accommodation, we strongly recommend accommodation booking to be done before August 6, 2014. Availability and rates cannot be guaranteed after this date. All rates are in DOLLARS (USD) per room, per night, and include buffet breakfast and all taxes required at the time of printing (January 2013) and are subject to fluctuation. 14 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Official Congress Hotels We encourage you to reserve official Congress accommodations and take advantage of special rates during registration. A listing of currently available hotel accommodations is available on our website at www.iasp-pain.org/buenosaires/accommodations Individual Reservations Credit card information is required to secure the hotel booking. A deposit is not charged to the credit card at the time of booking. A penalty fee will be charged to the credit card in the case of cancellations or no shows (see cancellation policies below). Reservations are made on a first-come, first-served basis and are only confirmed after the guarantee is confirmed through the credit card by MCI Buenos Aires, the Official Housing Bureau. The total amount for the accommodation should be paid directly to the hotel when checking out from the hotel. Potential additional incidentals, such as mini-bar and telephone, must be paid also directly to the hotel upon check- out. Names of people sharing rooms must be indicated. Group Housing For groups of 10 people or more, a group housing contract is required. Please contact MCI Buenos Aires, the Official Housing Bureau at [email protected] for more information. For groups of fewer than 10 people, individual reservations can be made directly online via the Congress group registration form. (Group housing contracts can also be requested for groups smaller than 10.) Early Arrivals Hotel check-in time is usually 15:00. If you arriving before this time, it is likely you will not be able to gain immediate access to your room. To guarantee a room for an early arrival, you will need to preregister and pay for the previous night. Individual Accommodation Cancellation Policies Any enquiries or requests for additional information, modifications or cancellations to room reservations should be addressed to MCI in writing (fax, letter or email). Please do not contact the hotel directly. In the event of cancellation received before August 6, 2014 a penalty of USD $50 will be charged for administrative costs. After this date, no cancellations will be possible. In the event of late cancellations after August 6, 2014, rooms cancelled, cancelled nights or noshows MCI reserves the right to charge cost of the full hotel booking if the hotel room cannot be resold. A handling fee of USD $50 per hotel room will be charged for every hotel modification received after August 6, 2014. Sponsorship and Exhibition Sales Contact Sarah Wheeler Industry Liaison, IASP Tel.: +30 229 904 6161 Fax: +30 229 904 6161 GSM: +30 6944 478 978 [email protected] 15 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Tips for an Eco-Friendly Exhibition 1. Prior to the event Plan in an overall sense to reduce the amount of materials used for your booth; In designing your booth, opt for materials that are recycled and produced from renewable resources. Use materials from an identifiable source that are easily recyclable; Reduce packaging by having crates made that can be reused; Use recyclable or compostable packing materials; Generally avoid the use of plastic materials; Choose lighter-weight display cases and booth components in order to reduce the greenhouse gases produced by their transportation; Roughly calculate the amount of documents you will need by verifying the number of participants anticipated. Bring and/or produce only the quantity needed and thereby limit the surplus materials to be returned and/or disposed of. As things presently stand, we expect up to 6,000 participants at the Congress. Avoid putting dates or other time-sensitive information on your materials in order that they may be used and reused for a longer period. If you plan on having any promotional items produced, make sure that these can be reused e.g. products made from recycled or recyclable materials by eco-responsible suppliers, etc. 2. Transportation Choose a low-carbon method of transportation. For example, avoid air transport, when possible. Use the event’s official carrier service. Offset the greenhouse gas emissions produced by your travel by following some of the suggestions on these sites: http://zeroco2.com http://www.climatmundi.fr/lng_EN_srub_12-carbon-calculators.html http://www.co2calc.co.uk/co2calculator/calculator/index.aspx 3. On site Avoid distributing paper: why not bring along a few printed copies as samples and take note of the e-mail addresses of delegates interested in receiving them electronically? A winning ecological solution! Or have a portable computer on hand and copy the documents directly on to visitors’ USB keys; If hard copies are unavoidable, print the documents using these helpful guidelines: reduced format (2 pages per side), recycled paper, double-sided printing, documents published in accordance with responsible principles and certifications: e.g. FSC, organic ink, post-consumer paper, etc. If providing promotional gifts and give-aways, try to make them items that will be useful to the delegate. Did you know that every kilo of consumer product manufactured generates 5 kilos of waste? Reduce the electrical consumption (lighting) of your booth. Use energy-efficient LED lights; Join the recycling and composting effort by using the bins provided for the purpose. Keep surplus materials and reuse packaging and packing materials 16 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual 4. When leaving and post-event Bring home and reuse any left-over promotional tools and materials; Reuse any of the parts of your booth that you can; If you cannot reuse your materials, offer them to other exhibitors or to a school or 1 library that might be able to use them . 5. Reference site For further information on eco-responsible exhibitions, visit the following site: http:// www.exhibitoronline.com/topics/greenexhibiting.asp 1 These suggestions come from the OCEANS BLUE FOUNDATION (2004) and NATIONAL RECYCLING COALITION (2001) guides. Recycling Coalition's Green Meetings Policy. 17 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual SECTION 2 RULES AND REGULATIONS General These exhibition regulations have been established for the purposes of ensuring fair treatment and equal opportunities to all Exhibitors participating at the 15th World Congress on Pain taking place at La Rural. The exhibition regulations as well as the provisions published in the Technical Notices, are binding on all Exhibitors as from the signing of the booking form they approved. Current Obligation and Taxes 1. The Exhibitor must strictly observe all legal obligations and regulations currently in force, in particular those pertaining to Health & Safety in the workplace, normal working regulations, administrative regulations, morality, tax, etc. 2. The Exhibitor must comply with all regulations of the Government of Buenos Aires, the Federal Police, Fire-fighters, AFIP and any other entity or competent public or private department responsible for order, control, inspection or perception of rights relative to the activities to be carried out. 3. The Exhibitor must observe, and must be responsible for ensuring that all staff and contractors observe, the strict fulfilment of the regulations of this present contract, the general regulations of the exhibition, and all the rules and obligations demanded by the Exhibition Management or by its authorities. 4. The Exhibition Management will have the right of inspection and relative control of all aforementioned regulations, such as those found in this contract. 5. All necessary taxes, fees or contributions that are incurred by the Exhibitor shall be at their own expense. Space Assignment Assignment of space to exhibitors is based on a first-come, first-served basis. The 15th World Congress on Pain will continue to receive applications and assign exhibit space, as it remains available, until shortly before the Congress opening date. In all cases, total booth payments must be received prior to Congress opening. The assignment of booths is final and shall constitute an acceptance of the Exhibitor’s offer to occupy space. After assignment, space location may not be changed, transferred or cancelled by the Exhibitor except upon written request and with the subsequent written approval of the Exhibition Management. The Exhibition Management reserves the right to reassign exhibitor space or to modify floor plan for the overall benefit of the exhibition. The Exhibitor may not assign, donate, sell rent, transfer or share its space, in full or in part, without the Exhibition Management written consent. Payment Requirements and Cancellation Charges Exhibitors must respect the terms of payment specified in the agreement they approved. 18 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Exhibitors shall not be admitted on the Congress premises unless all amounts due to the 15th World Congress on Pain are settled. All cancellations must be made in writing and will be based on the following schedule of refunds: For cancellations received prior to January 15, 2014, a cancellation of 50% of the total sponsorship will apply. Cancellations received between January 15 and March 1, 2014, will have a cancellation fee of 75%. For sponsorship cancelled after March 1, 2014 100% cancellation fee applies. It is understood that 15th World Congress on Pain reserves the right, at its option, to reassign a cancelled booth regardless of the cancellation rate assessed. Default in Occupancy Failure to occupy contracted space does not relieve an exhibitor of any obligation, financial or otherwise. Insurance, Responsibility and Security The Exhibitor shall be solely responsible for damages caused to their employees, exhibition visitors inside their stands and / or belongings or property of any kind, due to theft, fire, lightning, storm, blast, hail, water leakage, humidity, flooding, accidents, civil turmoil, sabotage, and any other cause, regardless of its origin and source. They will also be responsible for personal damages caused inside or outside the stand by its employees and / or damages to items used by the Exhibitor or under its care. Thus, the Exhibitor is bound to buy insurance for all the above-mentioned risks, and present all documentation to the Exhibition Management ([email protected]) by Wednesday July 30, 2014. Exhibitors are responsible for any damages caused by their stand builders, and / or company transport services, as well as for damages caused by themselves or their stand builders to fixed and / or temporary facilities at La Rural and / or facilities supplied by the exhibition. The Exhibition Management is not held responsible for damages caused to the Exhibitor by possible deficiencies in electricity and power, drainage systems, etc. The Exhibitor is obliged to install protective and safety devices for displayed equipment. The Exhibition Management is not responsible for any event and / or occurrence resulting in utility shutdown for reasons outside its scope. The Exhibition Management shall provide general security personnel to provide for order and response to unforeseen events, but will not be responsible for any theft inside an Exhibitor’s stand. During off-duty hours, security guards will remain in the exhibition site. Exhibitor employees who may request the Exhibition Management’s written permission may also be allowed to stay. The Exhibitors and their staff shall allow the Exhibition Management security staff to search packages coming into and leaving the exhibition hall. 19 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual If Exhibitors hire individual stand security personnel, Exhibitor’s own security personnel must carry special passes to gain admittance to the exhibit hall. These passes are allocated by the Exhibition Management. Please request these passes in writing to Exhibition management at [email protected]. Please include the name and identification information for each person in a security role to receive a special pass. The Exhibition is not responsible for any cancellation and / or shortage of services to be provided by third parties via La Rural, namely Edenor, Metrogas, Aguas Argentinas, Telecom and other utilities. Advertising Exhibitors may not advertise their products or services outside their stands at the exhibition site. Third party companies who are not exhibiting at the Congress or who are not an exhibiting company’s parts supplier may not advertise products or services. Prior consent for this advertising must be obtained in writing from the Executive Committee. All forms of advertising within the stand are free of charge, provided that their content does not violate any standing regulations, and complies with the general exhibition regulations. Exceptions & Modifications In exceptional cases, the Exhibition Management reserves the right to grant authorization and make modifications to these regulations, as well as authorizations not considered herein, which it believes to be in the interest of the overall success of the exhibition. Rules for the Design & Execution of Stands and the Request & Use of Services The Exhibition Management will issue technical communications to complement these rules, which shall be published in a timely information bulletin. Exhibitors are therefore recommended to convey this information to the appropriate designers in charge of their stand construction. Control The rules in these regulations are mandatory. The Exhibition Management may observe, correct on account of the Exhibitor, prohibit and / or close the stands that do not comply with these rules. “Module” is defined as that space as indicated in the drawings, with the corresponding numbers and measurement. “Stand” is defined as the total space used, and which may consist of one or several modules. Existing Installations It is forbidden to: chip, drill, weld, cut, paint, hang, support and / or damage the walls, pavements, columns, roofing, curbs of any existing facility. 20 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual The general electrical panels, water stopcocks and hydrants located within the space shall be easily accessed at all times. In addition, the fire prevention equipment shall remain within sight. Forbidden Activities The following activities are strictly forbidden: The use of fireworks both inside and outside the pavilions The grinding of gloss paints inside La Rural on any type of object The disposal or display of dangerous materials, e.g flammable, explosive or harmful materials, and those that give off disagreeable smells that could disturb other Exhibitors or the general public The use of grinders, lathes, arc and autogenous welding equipment, blowtorches or cylinders Installations which include fixing plugs, drill bits or screws of any type, including hanging materials onto any structural element of the pavilions The use of elements or similar items that generate a heat source, sparks or radiation, and which would be sufficient to catch fire The use of gas cylinders or similar items, as well as flammable liquids Puncturing of the floors, including fixing carpets or such products with contact cement or similar, or incorporated in the staging or paving of the stand. The Exhibitor will be liable for the cost of repair of all damages caused by the Exhibitor and / or the stand builder The use of any kind of wet construction, e.g. all brick work materials, bricks, cement, and plaster Smoking anywhere within the venue, including pavilions and any closed spaces within La Rural (Law 1799 CABA) The admission of minors (e.g. persons younger than 18 years) during the build-up and break-down of the event Fire-Proofing In the event where materials, carpets or similar such fabrics are to be used, before they can be brought into La Rural, the Exhibitor must be in possession of a certificate of fire-proofing for those items, from a certified company. The aforementioned certificate has to be approved by the INTI (National Institute of Industrial Technology), must provide details on the flame-retardant product and the test processes on the material, and must comply with Level 1 of the certification process. Certificates are also necessary for those materials whose primary material was fire-proofed when it was spun / woven into the final material. In this case, the Exhibitor must also present a certificate of fire-proofing signed by a Technician or registered Health & Safety professional, which details the surface treated and stipulates the correct dilution and application of the product. A receipt of payment for the product / service must also be presented. In the event of materials having been fire-proofed from the start, they must be accompanied by a certificate with the corresponding receipt of payment, together with details of the 21 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual fabrication process, thus certifying that that material in question does indeed possess the flame-retardant characteristics stated on the certificate. If the product is not of Argentine origin, the corresponding endorsement must also be given by the INTI. The same criterion also applies for any other element whose characteristics or flammability means that a certain risk exists. Floor & Floor Loading The existing floor is made of cement and it cannot be spackled, painted or covered with granulated materials. However, it can be covered with platforms, carpets or linings on platforms. It is forbidden to drill, break, damage or dig grooves on the floor. The maximum floor strength is 2000 Kg per m². Heavy objects, machines or columns shall distribute the weight supported on iron plates or wooden boards of sufficient cross-section. Foundations are not allowed. All constructions shall be supported on the existing floor, and Rules and Restrictions for the Installation of Carpets on Stands: La Rural has established rules and restrictions for the installation of carpets on all floor areas. For such reasons, it has established that the following are the only authorized systems: Every carpet affixed to the floor of the pavilion buildings, auditorium, cafeterias or other sites shall only be installed with double-sided tape of the appropriate width. The recommended tape type is: DUAL-SIDE 0580 made by RAPIFIX, CYNDIL or DUNCAN, and may be of variable width according to the installer’s needs It is peremptorily forbidden to apply any type of contact glue to the floor of pavilion buildings The repairs of already installed carpets shall be performed following the same installation method mentioned above (using double-sided tape). The Technical Director, together with the Exhibition representative, will thoroughly examine the rented area upon reception, and any appropriate remarks will be recorded on a preexisting damages form. If necessary, La Rural will perform comprehensive cleaning and / or repair works so that the floor will be left in the same condition as when it was received, with the expenses incurred for any necessary works paid by the Exhibitor. All stands with a raised floor must have a ramp for the disabled. Dividing Walls It is the sole obligation of the Exhibitor to construct a dividing wall between their stand and their neighbor’s. Walls should consist of panels with a maximum height of 2.5m from the floor of the pavilion. 22 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Stand and Design Management The design and management of stands with an area greater than 60m² shall be under the supervision of a registered architect / engineer, or an appropriate expert. All stands over 30m² must submit their stand design including Risk Assessment to the Technical Director. Please contact the Technical Director for further details and requirements: Carlos Brizuela - [email protected]. Submission of Stand Designs Prior to July 1, 2014 the Exhibitor must submit their stand design to the Technical Director on reasonable scale, but not less than 1:100 (recommended: 1:20 or 1:50), and the design should include one elevation, one layer and a view from above. Please note that draft versions may also be accepted at the discretion of the Technical Director, only of the dimensions and sizes of all the elements are included. The Exhibitor company’s name, stand number, together with the name, address and telephone number of the stand builder, shall also be clearly indicated. Drawings that do not have the above information will not be taken into consideration. Any design that is returned to the Exhibitor by the Technical Director needing adjustments must be re-submitted to him as soon as possible for final approval. The Technical Director will issue an “Approval Certificate” once the entire stand design has been checked, and will also ensure that payment corresponds to the services requested, e.g. electrical power, water and drainage. The aforementioned approval is essential for work on the stand to commence. Please submit stand designs [email protected]. to the Technical Director: Carlos Brizuela – Construction Height The normal maximum height of any construction, including lighting devices, is 2.5m from the floor of the pavilion building. With the aim of allowing an increased architectural development, other maximum heights are provided, for which certain clearances shall be kept with the dividing walls of the adjacent stands: ► Maximum height 2.5m, minimum clearance 0.0m. ► Maximum height 3.0m, minimum clearance 0.5m. ► Maximum height 3.5m, minimum clearance 1.0m. ► Maximum height 4.0m, minimum clearance 1.5m. ► Maximum height 4.5m, minimum clearance 2.0m. ► Maximum height 5.0m, minimum clearance 2.5m. All heights are measured from the floor of the pavilion building. The TECHNICAL EXHIBITION MANAGEMENT reserves the right to approve exceptions to all said heights from the floor of the pavilion building. This right may be exercised at the 23 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual discretion of the TECHNICAL EXHIBITION MANAGEMENT and will not create any right for the Exhibitors. In case of two tier constructions, the area of the upper floor shall not be greater than 30% of the total rented area, and the cost will be 100% of the price per square meter. In all cases, the item(s) measuring in excess of 2.5m high shall have all their sides with the same class of treatment, thus preventing any interference with the aesthetics of the neighboring stands, being forbidden the inclusion of logos and/or signs in that area. Signs and advertisements exceeding 2.5m high shall fulfil this requirement. If in doubt about this paragraph, participant companies must request the relevant clarification from the Technical Director, Carlos Brizuela at [email protected]. 50% of the area of walls and / or front-facing corridors shall be translucent. Limits No element shall exceed the stand limits nor the height set forth in the previous paragraph. The companies renting one or more spaces separated by one or more corridors shall not integrate the corridors to the area of the stands in any fashion, given that the corridors count as communal space. Ceiling Height and Rigging The maximum admissible vertical load that may be hung from the upper beams is 75 kg on the knot. The distance between knots is 3.65m. In order to hang elements from the existing structure of the pavilion buildings, it is necessary to request without fail the appropriate authorization from the Technical Exhibition Management, including an accurate drawing of the proposed structure and the exact weight. RIGGING The projects that need to rig any element, must fulfil the requests detailed in Notice 03/09 of La Rural which is included below, and considering that the approvals are issue only by La Rural. These projects must fulfil the deadlines for presentation settled in 25.1, since La Rural manages the approval timelines according to those rules. Circular N ° 03 / 09 - General Standards Dear Organizer, Co-Organizer and Exhibitor: By means of this document it has been established that starting February 1, 2009 the following points should be added to the general assembly standards of La Rural: 1) For all structures and / or elements that are to be hung/rigged from the metal reticulated structures of the pavilions (or in the different sectors) a plan of the Hanging Object must be presented at technical meetings with the description of the items hanging endorsed by a licensed professional with responsibility on the subject (engineer and / or architect) with the corresponding calculation record report signed. The plan of the Hanging Object is a separately report from the booth’s technical floor plan. It must be submitted and signed by a professional who prepares the appropriate calculation (weight and sizes, knots to be used, etc.) The information presented should be considered as a reference the following: A - Format and Description 24 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual I. Plan and format: 1 (a) A3-size paper plane at least-plus copy with DWG format, with the following information: Stand Name or Sector affected by the calculation; Name of the Exhibition where the installation will take place; Date and year; Full name and registration number of the person (*) which will act as structuralmaker and executor of the proposed structure; Floor Plan (**) with reference to the elements of support and to be supported, and an indication of scale; Total weight of the structure or set to hang. II. Calculation Record signed by a responsible registered professional. (*)The responsible professional will be acting as structural-maker and executor, must record such scope with the appropriate plan. (**)If necessary, an additional clipping plane to ground level might be requested. B- References Elements of support Manual or motorized winches. Chains Slings Hanging accessory elements Others Beam Type, Model and Material. All elements must enter a reference, model and weight to be considered in the calculation record of the plan that will be presented. C- Reference elements to be supported Luminaries Posters Borders Appliances or decorative elements Support structures. Secondary beams Others All elements, if required, must enter a reference, model and weight to be considered in the calculation record of the plan that will be presented. 2) Remember that support elements must be hung only in the lower knots of the reticulated beams of the roof structure of the pavilions and which maximum admissible weight is 80 kg / Knot in the Blue, Green, Yellow and Ochre pavilions. It is also important to add that in no case will be allowed the hanging in the horizontal sections of the knots of structure, and it will only be allowed in the knots or points of hanging themselves. If by design or provision of the lay-out, the knot position is not convenient, other additional supporting structure of the knots should be placed and then another that allows reaching the extent required by the provision of lay-out, always respecting the maximum admissible values for hanging point according to the specific pavilion. In the Pavilions 8, 9 and Frers, according to their particular type of construction and the historical value of these buildings, it is not allowed to hang any weight of its top structures. In all cases, regardless of the pavilion in the question, the hanging points should be protected to avoid paint peeling or damage to the structure of each building. 3) All elements of support and to be supported must have an additional security sling so that if there is a failure of attachment, assembly or material fatigue, can be effectively ensured that no items will fall off freely. 4) The professional acting must be registered and be enabled at the time of signature. The responsibility of the professional will be as structural-maker and executor, being in charge of 25 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual the state, preservation and validity of the structural elements used (this is that the elements used do not present any impairments due to aging or usage, etc.). This means that the professional in charge of producing the stand must be properly registered (under the regulatory entity) and is in charge of the stand’s building up, preservation and validity. If there would be any problem and that problem is a consequence of the professional work, he would be responsible and must take care of the necessary actions to avoid or mitigate any possible damage. 5) Without the prior approval of the Operations Department of the required documentation, the lifting of any item will not be allowed, until the points outlined in this circular are completed. Marcelo Pasquini Operations Manager La Rural, Predio Ferial de Buenos Aires Use of Machines Machines in operation must be separated from each other by at least 1m without exception. The Exhibitor is obliged to present technical documentation to the Technical Exhibition Management for every machine – including its location in the pavilion – by July 1, 2014 (stand submission deadline). To analyze the feasibility of the installation this information must include: details of every machine to be displayed / used, electrical connectivity requirements, ground plan, height, weight, and the quantity and characteristics of the supports where the load will be distributed. Also the Exhibitor must detail if the machine to be installed will be in operation, so that the Technical Director can judge the amount of kinetic force to be transmitted to the structure. The support surfaces of each machine must not create a repetitive force along the reinforced concrete. Counters The front of counters must have a minimum distance of 0.8m from the front of the stand. Lighting Devices shall be installed taking care that they will not create any discomfort to the public or disturbance to the surrounding stands. The installation of lighting devices on the floor or within reach by the public is not allowed without some protective element preventing any contact with them. Light signs or decorations with neon tubes that are located within the public’s reach shall be installed behind glass or acrylic panels or any other element effectively preventing contact with the public. Sound The only noise admitted is the regular noise produced by machines and equipment, which can also be limited or forbidden by the Exhibition Management if considered excessive. 26 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual If an Exhibitor wishes to install sound emitters (sound movies, audio-visuals, VCRs) in permanent or intermittent operation, they shall install them in such conditions that they will cause no disturbance. Audio-visual equipment must be acoustically insulated and shall not exceed 20 dB(A) decibels of sound pressure level at 1 meter from the stand perimeter. Exhibitors may not play any music unless they have been previously licensed by SADAIC (Argentine Authors and Composers Union) and AADI – CAPIF (Argentine Association of Performers and Sound Recording Producers). Exhibitor companies assume full responsibility for payments to be made to such agencies for music played in their own stands. The paperwork should be done through MCI. Please contact Mrs. Paula Buczak at [email protected] with enough time in advance. Electricity and Water The Exhibitor has to submit, by September 1, 2014, a request for the supply of electrical power, water & drainage, via the forms. A request shall be made for the necessary electrical power for lighting or motive force, 220 and / or 380 volts (V). The cost of electricity per kW must be requested for complete kW, not fractions thereof and is US$ 100 + VAT per kW. The price for water & drainage connection is US$ 200 + VAT. Electrical Power Each Exhibitor shall request in advance, and pay for, a fee for the electrical power services at 220V and 380V for general stand lighting and / or the operation of machines or motors. The Exhibitor shall base its request on the calculation of simultaneously-used power. If the request for electricity is made after the deadline of September 1, 2014, a 50% surcharge will be applied on the established price. Requests will not be accepted for reimbursements of money for loads paid and not used. Load calculation: the measurement unit for the calculation of electrical power will be the kW (equivalent to 1000 watts). Additionally, the minimum power to be installed by the Exhibitor will be 1 kW. Once the exhibition has started, if there is evidence that the Exhibitor has used more power than requested, the organizers may either interrupt the supply or otherwise provide it, in which case the Exhibitor shall pay for the additional kWs used. Electrical Power Connection and Supply: this shall be carried out in full agreement with the regulation of electrical services of La Rural Load calculation: the measure used for the calculation of electrical power will be 1 kW (equivalent to 1000 Watts). Electric power will be supplied from the general network switchboards, to which the exhibitor will have no access. Electric installations in each booth are the responsibility of the Exhibitor. Copper conductors with a minimum section diameter of 2.5 sq mm will be used. MCI Buenos Aires– IASP 2014 27 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Mono-phase connections are only allowed up to 3 kW. For more power, the connections must be tri-phase, balancing the currents. It is compulsory to install an earthed connection, identifying it in green. Every installation will end in a standard switchboard of mandatory use, provided with thermal switches and a circuit breaker. If these conditions are not complied with, power will not be supplied. All electrical installations of the Exhibitor must be carried out by a certified professional, who must present a photocopy of the certification to the Exhibition Management at their request, in compliance with the Regulations for the Execution of Electric Installations in Buildings of the Argentine Electro-technical Association (AEA) – September 1996 edition or any other that may amend or replace it. The Exhibition Management takes no responsibility for the malfunctioning of light and power installations of the booths. All machines must be connected to the ground and protected against direct contact. The Exhibitor assumes total responsibility for all damages caused by his electric appliances. Water and Drainage Exhibitors that require water and drainage in their stand must check with the Technical Exhibition Management about the feasibility of their installation relative to the space they wish to occupy, considering that La Rural does not have water and drainage services available for the entire exhibition area. Exhibitors are therefore obliged, if they wish to exhibit items that include flowing water which cannot be installed because of their location, to employ closed circuits of liquid conveyance. The deadline for submission of the appropriate online form is September 1, 2014. The price for water & drainage connection is US$ 200 + VAT. Penalties La Rural reserves the right to remove all installations that have not been previously submitted or approved by the Technical Director. In this event, no permit will be issued to install a replacement. Fire Rules Fire extinguishers: it is mandatory to have available in each stand one triple-class (ABC fires) chemical powder fire extinguisher, with a minimum capacity of 10Kg, for each 50m² of stand area (or fraction thereof). The extinguisher(s) shall be in a location easy to access and within sight. Besides, the staff serving at the booth shall be trained to use it/them. Existing hydrants located in sites within or next to the stands will be within sight and directly accessible at all times. Code of Conduct for Marketing Practices Due to the multi-disciplinary and vast geographical representation of the 15th World 28 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Congress on Pain, we recommend that exhibitors with questions about the marketing code of conduct contact their legal counsel for guidance. According to Provision ANMAT No 4980/2005 (including modifications performed to the Provision ANMAT No 1631/2009): Any advertising shall comply with the following requirements: 1. Promote the proper use of the drugs and display its properties with accurate information 2. Shall not affect the Public Health’s interests 3. Need the proper permission/authorization to be commercialized For further information, please contact: MCI BUENOS AIRES Paula Buczak, CMP 1970 Santa Fe Av. – 1st Floor, Office 1 C1123AAO – Ciudad Autónoma de Buenos Aires Ph: +54 11 5212 9801 Fax: +5411 4813 0073 [email protected] Subletting Space The exhibitor shall neither share nor sublet the whole or part of the allocated exhibition space to a third party without the written agreement of the Exhibition Management. Booth Activities Exhibitors wishing to incorporate an audience-gathering demonstration or other audienceparticipation activities as part of their display must submit their written plans for approval to the Exhibition Management. In general, activities involving an audience in front of a narrator or performer, or the use of mobile robots will be allowed only within peninsula or island configurations. All activities by exhibitors or others must be confined within exhibit areas or demonstration rooms. Sufficient space must be provided within the limits of the exhibit area and so arranged that persons watching demonstrations and other activities be contained within the area, rather than in the aisle. It is strictly against the rules to distribute or leave literature, or to carry signs or posters, or to display materials or signs in the aisles of the exhibition hall, the lounges or the registration area. Sounds in Exhibit Public address systems, sound projections, tape decks, and other sound producing and/or amplifying devices may be used in booths, provided they meet applicable safety regulations, are installed in a workman-like manner and do not create a distraction in nearby booths. Use of a compressor-limiter in public address equipment is encouraged to assure continuous adherence to this rule. 29 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Rotating Lights The use of flashing or rotating lights in an exhibit is prohibited if such lights are distracting to those outside the booth area. Booth lighting must not interfere with exhibits or personnel in nearby areas. Moving Display Moving displays, motion pictures, slide projectors, television screens, etc., may be operated when positioned so as not to attract or create a crowd in the aisles, or in another exhibitor's adjacent booth. Exposed Surfaces Any portion of the exhibit that is visible to an attendee must be finished or suitably decorated according to the rules and regulations. The Exhibition Management reserves the right to decorate any non-compliant surfaces at the expense of the exhibitor. Signage/ Graphics All signs, posters, and graphics must be professionally lettered. Exhibition Management reserves the right to change or remove signs at the expense of the exhibitor, which are not in compliance with the overall high quality of the exhibition. Security Exhibitors are requested to use common sense precautions at all times to ensure that all company personnel wear their identity badges. Security staff will be on duty to ensure that all persons entering the venue have a credentialed name badge. Any persons without a badge will not be admitted to the venue. Should any suspicious or unidentified articles be discovered, they must be reported to the exhibition management desk immediately. Access to the Premises Exhibition Management reserves the right to deny admission to the exhibition to any exhibitor, exhibitor’s employee or to any visitor who is deemed to be inebriated or behaving in a manner which hinders the smooth operation of the exhibition. For security purposes, all exhibitors and their personnel must leave the premises immediately after the visitors. Any minor work or maintenance must be carried out during the 30 minutes preceding the opening time of the exhibition hall. Fire, Safety & Health Compliance The exhibitor assumes all responsibility for compliance with all pertinent ordinances, 30 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual regulations and codes of duly authorized National and Local governing bodies concerning fire, safety and health, together with the rules and regulations of the operators and/or owners of the property wherein the exhibition is held. Liability & Insurance The exhibitor agrees that the 15th World Congress on Pain and their representatives shall not be liable for any damage or liability of any kind or for any loss, damage or injury to persons or property during the term of this agreement, from any cause whatsoever by reason of use, occupation and enjoyment of exhibit space by exhibitor or any person thereon with the consent of exhibitor, and that exhibitor will defend, indemnify and save harmless, the 15th World Congress on Pain and their representatives from all liability whatsoever, on account of any such damage, or injury, whether or not caused by negligence or breach of an obligation by exhibitor or its employees or representatives. Exhibitor will be liable for all damages or liability of any kind or for any loss, damage or injury to persons or any property during the exhibition from any cause whatsoever by reason of use, occupation and enjoyment of exhibit space. It is the responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses sustained through exhibition. Interpretation of Rules & Penalties Exhibition Management shall have sole and final authority as to the interpretation of these rules and their application. In the event of violations, Exhibition Management shall have the authority to establish penalties, including removal from the current exhibition or exclusion from future exhibitions. Amendments to Rules & Regulations Exhibition Management reserves the right to amend these rules and regulations, or to make additions thereto. Under unusual circumstances, and at its own discretion, Exhibition Management may also make specific exceptions to, or changes in, the rules without necessarily establishing a precedent or applying the modification beyond the specific case involved. 31 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual SECTION 3 EXHIBITION TECHNICAL INFORMATION Exhibition Planning Checklist The following checklist is provided as a guide to assist you in ensuring all important operational items are acted upon and deadlines are met. DATE ITEM FOR ACTION OFFICIAL CONTRACTOR SERVICES Deadline to place orders for additional services to September 15, 2014 Official Suppliers September 19, 2014 Arrival deadline for Bag Inserts to Hobbit warehouse CONGRESS SECRETARIAT/ EXHIBITION MANAGEMENT February 2014 Online Registration opens Deadline to submit Full Exhibitor Listing name, profile, June 1, 2014 address, phone, fax, email and website) for publication in Final Program June 6, 2014 Last day for Early Registration fees August 6, 2014 Deadline to submit a scale drawing of the booth (space- only stands) Submit the name and details of the construction company (space-only stands) Deadline to book hotel rooms (online registration system) Deadline to submit text for booth identification signage (turn-key booth only) September 22, 2014 Deadline to Submit names for Exhibitor Registrations/ Extra Badges (online registration system) July 1, 2014 July 1, 2014 August 6, 2014 √ Deadline to register online – onsite registration opens October 5, 2014 at 14:00 October 1, 2014 FINANCIAL April 1, 2014 Final balance payment invoice issued for companies that booked in 2013 Exhibition Timetable At-a-Glance ACTION Delivery of materials to La Rural DATE Sunday, Oct 5 TIME 8:30 – 20:00 Sunday, Oct 5 Monday, Oct 6 Tuesday, Oct 7 Wednesday, Oct 8 Thursday, Oct 9 Friday, Oct 10 Saturday, Oct 11 Saturday, Aug 11 Sunday, Oct 12 8:30 – 20:00 8:00 – 17:00 09:00 – 18:00 09:00 – 18:00 09:00 – 18:00 09:00 – 18:00 09:00 – 18:00 18:00 – 23:59 08:00 – 20:00 (from advance warehouse) Set-up & Move In Exhibition Hours of Operation Dismantling & Move Out 32 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Companies that would like to request more time for build-up and/or dismantling should contact the Technical Director ([email protected]) no later than August 19, 2014: Additional fees for rental and security apply. Exhibitors will be granted access to the exhibition hall 30 minutes before the official hours of operation. Any maintenance work to the stand carried out by the exhibitors and/or their contractors must be completed before the opening of the exhibition hall. If while onsite, a problem occurs and special maintenance time is necessary, please contact Exhibition Management right away, so that special arrangements can be made. Additional fees for security may apply. Build-Up & Move-In Sunday, October 5 Monday, October 6 8:30 – 20:00 8:00 – 17:00 To ensure smooth traffic movement, exhibitors will be allocated a time at which to unload. It is imperative that unloading time is strictly adhered to and that vehicles are removed as soon as unloading is completed. All truck deliveries must use the designated access that will be provided to you at a later stage. All exhibit booths must be completely set up and empty crates and packaging material removed no later than 17:00 on Monday, October 6 to enable aisle carpeting and cleaning. Failure to do so may result in the removal of materials at the exhibitor’s expense. Dismantling Saturday, October 11 Sunday, October 12 18:00 – 23:59* 08:00 – 20:00 *All times subject to change Dismantling of stands prior to the official closing of the exhibition is strictly prohibited. Therefore, tear down of booths and exhibit material must not begin before 18:00 on Saturday, October 11. Exhibitors shall remove their products, disassemble and remove their stands, and return the stands in the same conditions in which they received them. Any damages caused to the installation shall be repaired and charged to the Exhibitor. Exhibitors are not authorized to make repairs of any kind. All exhibitors’ equipment and materials must be packed and ready for shipping from the exhibition hall no later than 20:00 on Sunday, October 12 – any equipment, display aid or other material left behind after this time will be considered discarded and abandoned. 33 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Vehicle Access & Loading / Unloading 1. Vehicle access to La Rural is only allowed via the two authorized access points: Av. Sarmiento 2802 and Cerviño St, indicated on the map at the front of this manual. Exhibitors must also bear in mind the restriction of the working hours in the loading and unloading entrance of Cerviño St: access is only allowed from 08:00 to 20:00, and the doors into the yellow pavilion in La Rural will remain shut from 20:00 until 08:00. 2. Vehicles are not allowed to enter the pavilions. 3. During loading and unloading in the designated loading bays, the Exhibitor will not incur charges for: the first 30 minutes for cars; 1½ hours for vans and similar vehicles; 2½ hours for trucks more than 3 tons. After this period the Exhibitor will be charged the sum equivalent to 86% of the daily charge in La Rural’s car-park, 15 minutes or fractions thereof. Exhibitor Badges & Contractors’ Passes Exhibitor badges will be released to the Exhibitor once all the conditions set forth in the regulation have been fulfilled, taking special attention to the mandatory insurances that must present and all payments have been made. All badges should be pre-ordered through the exhibitor order forms. Early in 2014, your company’s official contact person will receive instructions on how to register exhibitor-only, symposium-only and full-registration delegates online. Exhibitor Badges are personal, their misuse entitles the MANAGEMENT to withdraw them and prohibit the access to the exhibition of the individuals concerned. Each exhibiting company is entitled to Contractors’ Passes to allow their stand designers and other 3rd party suppliers access to their stands during the build-up and break-down periods. The Exhibitor must present details of all personnel needing a Contractor’s Pass before August 19, 2014 using the available forms provided in the Annex of this manual. Those Exhibitor Badges & Contractors’ Passes will then be issued by the Technical Director on presentation of ART Certificates and / or accident insurance for all staff involved in the buildup and break-down of the stand, including managers from the exhibitor company. Those certificates and insurances must be valid and be extended to La Rural area. They must also include the following clause: “The Insurance Company renounces expressly to initiate any legal action or recourse against: La Rural SA - MCI Congresos Internacionales SA, as regards the services that will be required to give to the dependent personnel providing services through the policyholder company insurance under coverage of this policy, for accidents occurred while they are performing tasks or doing work for these companies during the working day.” It should also include an endorsement on behalf of IASP (International Association for the Study of Pain) and MCI Congresos Internacionales SA Space-only Rental 1) Definition Exhibition space allocated as “space only”, that is without any prefabricated walls, 34 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual installations, furniture, carpet, electricity, shell schemes or any other technical supplies. 2) Price & Inclusions Price: USD 6,300 for basic floor space or USD 700/ sq. m. The minimum stand size is 9sq. m. (3 x 3 meters). Price includes: Exhibitor badges (2 badges per 9sq. m. booth: 1 registration badge, 1 exhibition-only badge) 50-word company profile in the Official Congress Program Listing on the IASP 15th World Congress on Pain website Cleaning in public areas of exhibition Access to Coffee Breaks for the Full-Registration 3) Approval of the Stand A copy of the working layout plans of all proposed free build stands must be submitted to the Technical Director, Carlos Brizuela: [email protected], cc: Paula Buczak, [email protected], for approval, no later than July 1, 2014. All working layout plans should be to reasonable scale, but not less than 1:100 and should show: Name of company, stand identification number and stand measurements Hospitality areas, marking exits, aisles and any seating Any feature areas Any curtains or obstacles to exits Any storage or void areas Location of power outlets, electricity cables, moving parts, details of raised floor, water as well as telephone and ventilation installations. Signage and visuals Without an approved stand drawing, and the fulfilling of all the procedures and insurances each company must have, the stand may not be constructed. 4) Maximum Build-Up Height Blue and Green Pavilions where the exhibition will be held have two ceiling heights, stands outside the overhang must not exceed 5 meters in height from the floor level, inclusive of any signs or fascias. Stands under the o v e r h a n g must not exceed 2.5 meters in height from the floor level, inclusive of any signs or fascia. For more information on which stands are under and outside the overhang, please revert to the exhibition floor plan. The Technical Exhibition Management will evaluate and approve the maximum height permitted in each stand before starting its construction. 5) Width The maximum width of the exhibit including side rails may not exceed the width of floor space purchased. 6) Platforms Wheelchair access ramps are required for any platform above 4cm. For any platforms higher than 11cm special approval is required. Please include exact dimensions of any platform(s) when sending in your Space Only booth design for approval. Platforms must be of a strength and stability to carry and distribute the weight of the stand fittings, stand personnel, visitors and exhibits. 35 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual 7) Peninsula, corner and in-line stands All peninsula, corner and in-line stands must be separated from the neighboring stand(s) by means of a partition wall provided by the exhibitor. These walls must be a minimum of 2.5 meters. Walls overlooking adjoining stands must be finished in plain color only. 8) Solid Walls If your stand design includes walls exceeding 6 meters in length that face an aisle, it must include either natural breaks or vision panels at regular intervals. Permission is needed from the organizers to build solid walls exceeding 6 meters in length. The plan elevations sent for approval must show the wall breaks clearly. Please consider neighboring exhibitors when designing the use of solid walls. 9) Cross-Aisle Headers In cross-aisle configurations, permission may be granted to use one cross-aisle header for each pair of booths. The following stipulations will apply: It shall be no greater in vertical dimension than 1 meter, nor wider than the aisle. The top of the header must not exceed 4 meters above the floor level The header must be 1.5 meter away from any unrelated exhibitor. The bottom of the header may not be lower than 2 meters above the floor level. For these requests, please see contact [email protected]. 10) Floor Covering All exhibitors must provide floor covering in their booths. Each exhibitor is responsible to ensure that the floor covering is secured to the floor. For safety purposes, if elevation is used in the floor of the booth, clear markings must be made so that visitors do not trip. When an exhibitor or related group of exhibitors occupies a cross-aisle configuration, permission may be granted to carpet the aisle between the booths. Such carpeting will be at the exhibitor’s expense. No credit will be issued for the show-supplied aisle carpet not being used. The width of the aisle must not exceed 3 meters. If the exhibitor decides to carpet the aisle between the booths, the carpet should be of the same thickness. The aisle is not part of the exhibit area. All display and activity must be confined to the rented booth areas. 11) Floor Resistance Capacity For expositions with loads over the floor resistance capacity, an evaluation will be performed and linked expenses for the protection installation will be charged to the exhibitor. 12) Other Regulations All exhibitors and exhibitors’ stand contractors must comply with the following regulations: a) All work must be carried out in conformity with the requirements of the Rules and Regulations of La Rural. b) All stand structures, signs, notices, etc, must be confined within the area allocated and 36 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual may not project into or over the aisles. c) Exhibitors and their Agents or Contractors should satisfy themselves on the first morning of construction that the site marked out on the floor conforms to the dimensions as detailed on their booking confirmation. d) Areas incorporating parts of the permanent building structure must be checked for location and measurements. Traps, service openings in floors, fire prevention outlets, etc., must be left accessible at all times. Exit signs must not be masked or obstructed. e) The cutting of channels in floors and the like is strictly prohibited. f) Contractors should note that they will be held responsible for the complete removal from the hall by the specified time of all goods, equipment and material used by them, together with all rubbish. The organizers reserve the right to treat any goods, equipment, materials or rubbish not so removed as they consider fit and at the expense of the contractor concerned, also stand fitting contractors agree to use only the appropriate labor and observe the regulations of the Exhibition Management. Turn-Key Booth Price: USD 900 per sq. m. - minimum booth size is 9sq. m. (3 x 3 meters). Exhibitors may rent a turn-key booth package. The price for this option is an additional US$200*1 per sq. m. and includes: For Turn-Key booths, the following items are included: “Shell Scheme” structure with rigid bilaminated panels Basic carpet (blue) Electrical outlet (1 per 9 sq. m.) and usage up to 1KW Multisocket extension lead Standard Spot lighting (3 spots per 9 sq. m.) Fascia Board with standardized lettering, black/white artwork only (for in-line booths one fascia panel, for corner booths two fascia panels) Shell Scheme Stand Sketch (for illustration purposes only) Price also includes: Exhibitor badges (2 per 9 sq. m. booth: 1 full-registration badge, 1 exhibition-only badge) 50-word company profile in the Official Congress Program Listing on the IASP 15th World Congress on Pain website Cleaning in public areas of exhibition Fascia Board All Turn-Key booth exhibitors will be provided a link, username and password to the Official Contractor where they can order their fascia board and can to include logo (upon request). Carpet The aisle carpet will be laid as of 17:00 on Monday, October 6 . Exhibitors are asked to remove their goods from the main aisles by 17:00. 37 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual For all additional carpet orders or upgrades from basic carpeting (Turn-Key booths) please order this through the Official Contractor. 38 MCI Buenos Aires– IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual SECTION 4 OFFICIAL CONTRACTOR SERVICES Exhibition Official Suppliers Official suppliers appointed by the 15th World Congress on Pain will invoice the customers directly. Order forms, when correspond, are included at the end of this manual. ALL OF THE FOLLOWING SERVICES ARE TO BE ORDERED THROUGH THE OFFICIAL SUPPLIERS. PLEASE CONTACT SUPPLIERS BY EMAIL, TELEPHONE, OR FAX AS LISTED BELOW. - Official Decorator/Stand builder (exhibit rental, furniture, plants, graphics, labor) - Audio-Visual Equipment - Caterer - Booth Cleaning, Electricity - Plumbing - Rigging - Security Services - Telecommunications - Hostesses Official Customs Broker, Transportation Provider & Advance Warehouse & Onsite Drayage: HOBBIT ® WORLDWIDE LOGISTICS Phone: + (54 11) 4382-8182 Fax: + (54 11) 4382-8191 E-mail: [email protected] www.hobbit.com.ar Official Decorator / Stand Builder / Furniture / Plants / Labor Expobaires Contact: Sr. Juan Pablo Meneghetti Tel: +54 11 4312-5115 E-mail [email protected] Telecommunications Exhibitors requiring telephone lines, fax machines or internet access in their stand should order this to Congress Rental. Congress Rental Contact: Sr. Lorenzo Olivari / Sr. David Cirielli / Sra. Alicia Parisotto Tel: 4777-5729 / 15 6390-8503 / 54* 239*3156 / 15 6395-6203 / 54*239*9272 Email: [email protected] ; [email protected] Electricity To receive electrical services for Space Only booths, each exhibitor must make reserve/order this directly to MCI Buenos Aires at [email protected]. Plumbing Services To request plumbing services for Space Only booths, each exhibitor must make 39 MCI Buenos Aires – IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual reserve/order this directly to MCI Buenos Aires at [email protected]. Sign Installation / Rigging Rigging of company promotional banner and poster relating to company and the product (s) it is marketing is allowed. Rigging is only possible for stands outside the overhang and with previous approval of the venue. Companies requesting rigging must comply with the following conditions 1. Banner cannot exceed the size of the booth, extend in the gangways or block out other surrounding booths 2. Banner must have a 2 meter gap between the stand highest point and the start of the banner, i.e. if a stand has 5m height rigging can be placed from 7m. 3. Banners can be placed over a gangway (at a height of 5 meters and higher) in the case that a company has booths either side of the gangway 4. Rigging of TV screens should be avoided If you require sign installation services, please order this to one of the official suppliers Expobaires Contact: Sr. Juan Pablo Meneghetti Tel: +54 11 4312-5115 Email [email protected] Omnigraphics Contact : María Magneres. Tel: +54 11 5031-3343 Int 233 Cell:+54 9 11 3681-0546 Email [email protected] All installations are subject to approval by La Rural and the Exhibition Management. Their chief of operations will recommend changes according to the weight and/or dimension of the sign(s) to install. Additional fees may apply. Individual Booth Security The organizers will provide security guard services in the exhibition hall. Neither the venue nor the organizers can accept responsibility for security of the stands and their contents or damage to or theft of any goods. Exhibitors are responsible for the security of their stand and equipment. If you wish to order individual stand security, please order this to: 40 MCI Buenos Aires – IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Road Seguridad Contact: Sr. Marcelo Coldesina Tel: +54 11 5294-0108 Email: [email protected] / [email protected] Cleaning & Maintenance The cleaning of the aisles is included in the space rental agreement. Any trash must be placed outside the booth at the end of each day and will be removed by the building’s maintenance crew. If you wish to hire booth-cleaning services, please order to: Compañia Pulire Contact: Sr. Isidoro Hecht Tel: +54 11 4776-6999 Email: [email protected] / [email protected] Total Quality Contact: Juan Manuel Bermudez Tel: +54 9 11 6392.3888 Email: [email protected] Catering La Rural has an exclusive food and beverage supplier’s list. Exhibitors may not bring outside beverages or food onto the premises. You can order direct to: Gaurí Catering Contacto: Gastón Maizlisz Tel: 0810.44.GAURI (42874) Email: [email protected] Azulado Catering Contacto: Vanesa Camozzi Tel: 4777-5777/ 15-5247-9815 Nextel : 54*657*421 Email: [email protected] / [email protected] Audio-visual Equipment Congress Rental is the exclusive provider of all Audio Visual Equipment La Rural Convention Center. All orders must be placed through to: Congress Rental Contact: Sr. Lorenzo Olivari / Sr. David Cirielli / Sra. Alicia Parisotto Tel: 4777-5729 / 15 6390-8503 / 54* 239*3156 / 15 6395-6203 / 54*239*9272 Email: [email protected] ; [email protected] 41 MCI Buenos Aires – IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Hostesses To book hostesses services, please order this to: Servimarketing / Adriana Vecchioni Contact: Adriana Vecchioni / Mariana Szteinmarder Tel: +54 11 4765-0990 Email: [email protected] or selecció[email protected] Please note that hostesses are considered to be part of the personnel allocation of each company and must therefore be registered as exhibitors. Freight Transportation & Customs Clearance Should you be shipping goods to this event and require assistance please contact the official Freight Forwarder: HOBBIT ® WORLDWIDE LOGISTICS S.A. Buenos Aires, Argentina Phone: + (54 11) 4382-8182 Fax: + (54 11) 4382-8191 E-mail: [email protected] www.hobbit.com.ar Contacts: Mrs. Silvia Muzzupappa / Mrs. Mariana Ludueña / Mr. Diego Sita Delivery of Goods to the Advance Warehouse Please consult the Exhibition Shipping & Freight (Hobbit) documentation for full details. Delivery of Goods Direct to the Venue La Rural does not accept any direct deliveries. Please contact Hobbit for information on their advance warehouse. Please also refer to the Shipping and Import Manual. HOBBIT ® WORLDWIDE LOGISTICS S.A. Buenos Aires, Argentina Phone: + (54 11) 4382-8182 Fax: + (54 11) 4382-8191 E-mail: [email protected] www.hobbit.com.ar Contacts: Mrs. Silvia Muzzupappa / Mrs. Mariana Ludueña / Mr. Diego Sita Technical Director The Technical Director oversees all tasks that require an architect or engineer consultation and approval. This includes review of floor plans, stand design, water, electricity, and utility requirements. CAB Consultora Ferial Contact: Carlos Brizuela Tel: + 54 9 11 5414-7401 Email: [email protected] 42 MCI Buenos Aires – IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Annex: FORMS Electricity Renting the booth gives the right to a maximum power of 500 watts for stands up to 12 mts2 and 1000 for stands from 14 to 23 mts 2 without charge, considering this to be only for consumption which by definition does not include appliances. The required additional power must be requested together with the presentation of the plans using the Additional Electricity Supply with this Form. Please return order form to: CAB Consultora Ferial Contact: Carlos Brizuela Phone: + 54 9 11 5414-7401 E-mail: [email protected] Return Order Form to [email protected] or fax to +5411 4813-0073 PURCHASE ORDER COMPANY NAME: _ CONTACT PERSON: ADDRESS: TELEPHONE: _FAX: EMAIL: _BOOTH Nº: ADDITIONAL Kw REQUESTED: PRICE PER Kw USD 100/ PRECIO POR Kw USD100 TERMS OF PAYMENT Cash: Cheque: Credit Card: Visa: Master: Amex: ……………………………………………………………… SIGNATURE, DATE AND COMPANY Deadline/ Fecha Límite: * until August 25th 2011/ hasta 25 de Agosto de 2011. 43 MCI Buenos Aires – IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Water and Drainage All additional services of water and drainage are provided from the service conduits existing on the floor of the showroom and which are located every 6m to 8m. if you need these services you must contact the Technical Director and send him this Mandatory Form in advance. Water supply does not include such elements as pipes, hoses, connections, unions, etc. These elements shall be supplied by the exhibitor and must appear in detail in the plans. Please return order form to: CAB Consultora Ferial Contact: Carlos Brizuela Phone: + 54 9 11 5414-7401 E-mail: [email protected] Return Order Form to [email protected] or fax to +5411 4813-0073 COMPANY NAME: CONTACT PERSON: ADDRESS: TELEPHONE: EMAIL: SERVICE REQUESTED: TO BE QUOTED PURCHASE ORDER _ _FAX: _BOOTH Nº: TERMS OF PAYMENT Cash: Cheque: Credit Card: Visa: Master: Amex: ……………………………………………………………… SIGNATURE, DATE AND COMPANY Deadline/ Fecha Límite: * until August 25th 2011/ hasta 25 de Agosto de 2011. 44 MCI Buenos Aires – IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Build-up Access Passes The number of passes allocated is proportional to the size of the booth space booked. The exhibiting company will receive the allocated number of construction badges as set out in the following table. The delivery of passes will depend, in addition to this form, flat shipping, insurance and ART presented in a timely manner. If you require more construction badges please contact: CAB Consultora Ferial Contact: Carlos Brizuela Phone: + 54 9 11 5414-7401 E-mail: [email protected] PURCHASE ORDER Return Order Form to: [email protected] or fax +5411 4813-0073 COMPANY NAME: CONTACT PERSON: ADDRESS: TELEPHONE: EMAIL: _ _FAX: _BOOTH Nº ……………………………………………………………… SIGNATURE, DATE AND COMPANY 45 MCI Buenos Aires – IASP 2014 15th World Congress on Pain 6-11 October, 2014 Exhibitor Services Manual Exhibitor Badges and Contractor Passes Exhibitors’ Registration Name Badge and Contractor Passes forms should be completed online. Your company’s official contact person will receive instructions on how to register delegates and contractors online. The required documentation on the ART and/or Insurance’s coverage for the staff for which the badges are being requested, must be sent to the Technical Director at [email protected]. Name badges for Exhibitors may be changed without charge only until September 22, 2014. by sending an email to Exhibition Management at [email protected]. After this date, modifications will only be handled on site with a penalty of USD $50.-each. To avoid unnecessary changes to badges, please specify surname, name and company name specifically in the form below. From our experience personnel from, for example company branches in different parts of the world, have different company extensions and need changes when not represented properly on their badges. This is an example of the form filled out by SURNAME, Name, Company Name in full: JONES, Jessica - Pharma Company Swiss SRL GILES, Robert - Pharma Company USA Inc KHAN, Raj - Pharma Company UK Ltd WITTE, Hans - Pharma Company Germany GmbH If you need the company name to be specific or short, please quote clearly when filling out the form below. A – Company Information Company___________________________________________________________________________ Contact__ __________________________________________________________________________ Address____________________________________________________________________________ City ______________________________________________________________________________ Country ___________________________________________________________________________ Telephone___________________________ Fax_________________________________________ E-mail _____________________________________________________________________________ Booth Nº/ Stand nº ___________________________________________________________________ Note: The Exhibitor’s Badges are not valid for participation in the Conference’s Scientific Sessions. 46 MCI Buenos Aires – IASP 2014
![[sample] •](http://cdn1.abcdocz.com/store/data/000276252_1-14409bc2560e9ff610fe6fe9347b4d62-250x500.png)
© Copyright 2026