1. No category

EXHIBITOR &
SPONSORSHIP MANUAL
CONTENTS
Contacts
2
Conference Venue
3
3
Location / Directions
Deadlines
Registration Deadlines
Print & Delivery Deadlines
Other Deadlines
4
4
4
5
Satellite Symposia
7
Exhibition
9
10
11
12
13
16
17
Exhibition Plan
Exhibition Timetable
Shell Scheme Specification
Table Booth Specification
Audio Visual Equipment & Exhibition Furniture Ordering
General Guidelines
Speaker Instructions
Key Points
Building your Presentation
Presenting
Programme
Scientific Programme
Social Programme
19
19
19
19
21
21
22
Registration & Accommodation
23
Freight Forwarding & Shipping
24
Terms & Conditions
25
ADI Code of Conduct
27
Forms
31
1
CONTACTS
Conference Secretariat
For all registration and logistics enquiries:
ADI 2014, c/o MCI UK Ltd Durford Mill, Petersfield, Hampshire, GU31 5AZ, UK
Telephone:
Fax:
Contact:
Email:
Website:
+44 (0) 845 1800 169
+44 (0) 1730 715 291
Kirstin Blakey (Project Manager)
[email protected]
www.adi2014.org
Audio Visual & Exhibition Management
MCI UK Ltd Durford Mill, Petersfield, Hampshire, GU31 5AZ, UK
Telephone:
Fax:
Contact:
Email:
Website:
+44 (0) 845 1800 169
+44 (0) 1730 715 291
Mark Ford (Production Director)
[email protected]
www.adi2014.org
Conference Venue
Sheraton Puerto Rico Hotel and Casino, 200 Convention Boulevard, San Juan, Puerto Rico 00907, United States
Telephone:
Contact:
Email:
+1 (787) 993 3614
Honorio Hernandez
[email protected]
Freight Forwarding & Materials Handling
Inclusive Management Services, Inc. (IMS), 12917 Royal Ascot Drive, Fort Worth TX 76244, United States
Telephone:
Fax:
Contact:
+1 817 337 3050
+1 888 301 1273
Dennis Torres
2
CONFERENCE VENUE
Sheraton Puerto Rico Hotel and Casino
200 Convention Boulevard
San Juan,
Puerto Rico
00907, United States
Telephone
Contact:
Email:
+ (787) 993 3614
Hono Hernandez
[email protected]
Directions from the Airport
http://www.starwoodhotels.com/sheraton/property/area/transportation.html?property ID=1523
Taxi: The travelling time from Luis Munoz International Airport (SJU) to the Sheraton Puerto Rico Hotel and Casino is
approximately 13 minutes, costing a fee of approximately 20 USD. The airport is 11.27 km/ 7.0 miles from the hotel.
Private Car: Car rentals from major companies are readily available at the airport. Additionally, a private car service can
be arranged through the Sheraton Puerto Rico Hotel and Casino at any point prior to your arrival or during your stay .
Public Bus: Whilst in Puerto Rico, the AMA (Autoridad Metropolitana de Autobuses) is a public transit system operating
in the San Juan area. The buses pass each stop every 20 minutes on weekdays, and every 30 minutes on weekends.
The closest bus stop can be found right in front of the hotel at the Convention Centre entrance. City bus lines can take
you to Old San Juan or Condado where there are connections to surrounding areas.
3
DEADLINES
Registration deadlines
Deadline for exhibitors / sponsors to submit names:
Advance registration deadline:
Onsite registration opens:
Friday 21 March 2014
Thursday 22 April 2014
Thursday 1 May 2014
Sponsors and exhibitors will be contacted individually and informed on how to register attendees for the conference and
the number of exhibitor passes / complimentary registrations they are entitled to. If you have any queries concerning the
registration procedure please contact the conference secretariat – [email protected]
Print & delivery deadlines
The following is a summary of other major print & delivery deadlines. Please adhere to the below dates and contact the
conference secretariat if you have any further queries. Relevant forms relating to delivery are all included on page 39
onwards within this document.
Deadline date
Exhibitor and sponsor key documents
Thursday 20 February 2014
Company logo and name as you wish it to appear in the conference
programme abstract book and on the website, along with the web address of
the landing page you wish us to hyper-link
Product adverts for inclusion in the conference programme and abstract
book required
Submit exhibitor contact details form
Submit satellite symposium form
Ensure that the final programme for satellite symposium is sent to congress
secretariat
All group registrations to be finalised with the conference secretariat
Submit exhibitor risk assessment form
Submit exhibitor order form
Submit AV / furniture form
Submit company name for shell scheme header
Proofs for delegate bag inserts to be sent to congress secretariat
electronically for approval
Delegate bag inserts to arrive at the Sheraton Puerto Rico Hotel & Casino.
Please contact Hono Hernandez from the Sheraton Puerto Rico Hotel &
Casino if you are sending the materials direct to the hotel.
Arrival of all conference materials to Sheraton Puerto Rico Hotel & Casino Please see page 24 for delivery details
Thursday 20 February 2014
Friday 21 March 2014
PLEASE SEE FORMS FROM PAGE 31
Friday 21 March 2014
By Friday 21 March 2014
PLEASE SEE FORMS FROM PAGE 31
Friday 4 April 2014
Saturday 26 April 2014
Tuesday 29 April 2014
IT IS VERY IMPORTANT THAT YOU MEET THESE DEADLINES TO ENSURE YOUR COMPANY IS FULLY
REPRESENTED IN LINE WITH YOUR SPONSORSHIP / EXHIBITION PACKAGE.
4
OTHER DEADLINES (PACKAGE APPLICABLE)
If you wish to provide additional branded items, please discuss this with the conference secretariat.
Room for People with Dementia
We require your logo electronically in high resolution PDF or EPS format no later than Friday 14 March 2014. The
sponsor is responsible for the arrangement and payment of refreshments on all conference days between Thursday 1
May 2014 and Sunday 4 May 2014 within their allocated room. If you wish to organise your furniture with the exhibition
accessories supplier, please see page 33. The conference secretariat will provide appropriately branded signage to lead
delegates to your room.
Official Signage
If your logo is appearing on any signage, we require your logo electronically in high resolution PDF or EPS format no
later than Friday 14 March 2014. The conference secretariat will produce all relevant event signage.
Website
Upon confirmation of your sponsorship booking, we require your logo electronically in high resolution PDF or
EPS format by Friday 14 March 2014. The conference website is periodically updated. We will also require the web
address of the landing page you wish us to hyper-link from the company logo.
Conference Lanyard
We require your company name and logo electronically in high resolution PDF or EPS format no later than
Thursday 20 February 2014. The conference secretariat will be responsible for the design and production of the
lanyards.
Conference Bag
We require your company name and logo electronically in high resolution PDF or EPS format no later than Thursday 20
February 2014.
Insert in Conference Bag
Please provide a minimum of 1100 delegate bag inserts. The inserts must be finished or folded to no bigger than A4.
The sponsor is responsible for the production and delivery of the inserts to Sheraton Puerto Rico Hotel & Casino by
Saturday 26 April 2014 and no later. Please label the boxes accordingly (see delivery details for information on page
24). Please provide an electronic proof of your insert no later than Friday 4 April 2014 to the conference secretariat for
approval by ADI.
5
OTHER DEADLINES (CONTINUED)
Programme Advert Specifications
Size: A4 Portrait
File Specifications: Technical specs - PDF file, with crops and bleed if required, CMYK with no spot colours, font
embedded with images no less than 300dpi at print size – OR JPEG file, with crops and bleed if required, CMYK and a
minimum of 300dpi resolution with compression set to high/maximum. We require an electronic proof by Tuesday 4
March 2014.
Future Conference Table
Please provide a maximum of 300 copies to display on the future conference table. We require an electronic proof of
your flyer no later than Friday 4 April 2014 for approval by ADI. Once approved the sponsor is responsible for the
production and delivery of the inserts to Sheraton Puerto Rico Hotel & Casino by Saturday 26 April 2014 and no later.
IT IS VERY IMPORTANT THAT YOU MEET THESE DEADLINES TO ENSURE YOUR COMPANY IS FULLY
REPRESENTED IN LINE WITH YOUR SPONSORSHIP / EXHIBITION PACKAGE.
6
SATELLITE SYMPOSIA
Satellite Symposia will take place at designated time slots outside of the official programme hours. An updated
programme overview can be found on the conference website: www.adi2014.org
The satellite symposia will take place in the following room: Bahia 1&2
A list of equipment that will be provided as standard in each of the rooms is shown below:
Symposium
room
Seating
capacity
San Juan
Salons 8
286 pax
Av equipment as standard*
1 x 4:3 projector screen
1 x sound system
2 x wired lectern microphones
2 x wired top table microphones
2 x floor standing microphones for
audience Q&A
1 x laptop (PowerPoint 2010)
1 x slide advancer
1 x green laser
Any other equipment
e.g. Staging/ lectern
1 x stage
1 x lectern/podium
1 x top/head table to
accommodate 4 people
*In addition to the standard audio visual pack age, companies are able to order additional audio visual equipment via the
meeting organisers (MCI UK) via email ([email protected]).
Satellite Symposia advertising areas will be available to all sponsors with a satellite symposia slot. The posters for
display must be no bigger than A2 (420mm x 594mm). The areas for display are as follows:
• Registration Lobby
• Landings (San Juan Salons 8 / foyer)
Satellite Symposia organisers will be responsible for the production and hanging of their posters.
Please complete and submit your Satellite Symposium Form (page 33) no later than the Friday 21 March 2014.
Catering requirements
Catering for your satellite symposia can be arranged at additional cost to the sponsor – please contact the conference
secretariat at [email protected] for menus and information on how to order.
Satellite Symposia Guidelines
Satellite Symposia held by the pharmaceutical industry will have as their main objective, the communication of scientific
material, which will enhance the knowledge of attendees. There will be no material inducement or publication of a
reward to attend the symposium. Delegates may of course be sent special invitations but no reward should be given to
participants for attending a symposium.
Photos, Filming and Audio Recording of Satellite Symposia
Any such recording is permitted with the following conditions: in an agreement between the company presenting the
symposium and ADI, the captured material must be used only for educational purposes. The company responsible for
the symposium must inform their speakers and obtain consent from their speakers directly. The captured material
should not be profit making or for commercial purposes or incur additional costs to the organisers of the conference.
The captured material will remain the copyright of ADI.
7
SATELLITE SYMPOSIA (CONTINUED)
Any such requests require official permission at least four weeks before the meeting from ADI clearly outlining the
purpose of the recording
Live Broadcasting
Live and/or simultaneous broadcasting of satellite symposia in any way is prohibited.
Delayed Broadcasting
For sound and image recording of satellite symposia (or parts thereof by any type of media) that are dedicated for
presentation to a public or closed audience outside the conference, the company holding the satellite symposium is
required to obtain formal acceptance from all speakers in writing and send it to the ADI organising team at the latest four
weeks before the congress. Satellite symposia must not be broadcast in any way until the first Monday following the end
of the ADI meeting at which the satellite is scheduled.
Technical arrangements should be made first with the meeting organiser who will redirect the requests to the preferred
audio visual supplier.
8
EXHIBITION
The exhibition will take place in Miramar Ballroom at the Sheraton Puerto Rico Hotel and Casino.
Due to all exhibitors being allocated raw space, shell scheme & table top displays, the modular structures should have a
maximum build height of 3.5 meters.
Please be aware that due to the build time, it is not possible for exhibitors to utilise any hanging points which may be
available within the exhibit hall.
All exhibit elements/components must be kept within the purchased/marked out exhibit floor space boundary,
unless special permission has been granted by ADI.
All exhibitors are responsible for the delivery and collection of their own collaterals, upon vacating the exhibition hall,
please do not leave any mat erials. Cleaning surcharges will be levied to any exhibitor who does not adhere to this policy.
Contact details
All exhibitors are requested to provide on-site contact details to the organisers (MCI UK Ltd) using the Exhibitor / Table
Booth Contact Details Form (see page 32) by Friday 21 March 2014.
9
EXHIBITION PLAN –
MIRAMAR BALLROOM, SHERATON PUERTO RICO HOTEL.
EXHIBITION PLAN SUBJECT TO CHANGES
10
EXHIBITION TIMETABLE
Shell Scheme Exhibitors and Table Booths
Miramar Ballroom Timeframes
Exhibitors will have access to the exhibit floor during the following times.
Exhibit Installation Times
Date
Raw Space
Shell Scheme (Decorating)
Wednesday 30 April 2014
Thursday 1 May 2014
Exhibit Dismantle Times
Date
Raw Space
Sunday 4 May 2014
Shell Scheme
Sunday 4 May 2014
Exhibit Opening and Closing Times*
Opens
Closes
08:00
15:00
23:45
17:00
Opens
Closes
14:00
22:00
12:30
14:00
Opens
Closes
Thursday 1 May 2014
16:30
20:00
Friday 2 May 2014
Saturday 3 May 2014
08:00
08:00
18:00
18:00
Sunday 4 May 2014
08:00
13:30
*All exhibitors w ill have access to the exhibit floor 30 minutes prior to the exhibit floor opening.
Please note that all stands must be completed by 17:00 on Thursday 1 May 2014. Any excess products and packaging
materials must be removed by this time.
ALL exhibitors must whether using our services or otherwise register their deliveries with us in advance.
For further information please see Shipping Instructions and Handling Tariff (see pages 39-42 & 49-59).
11
EXHIBITION SHELL SCHEME (6M2)
Stand Type
Shell Scheme
Structure
W: 3m x L: 2m x H: 2.5m
Carpet
N/A
Lighting
Power
4X Spotlight
1X Power Block
Materials Handling excluded from price
Furniture
2X Chairs
Measurements
N/A
1X Table
4'x30"
1X Trash bin
N/A
Type
Branding
Measurements/Type
Top facia
n/a
Your company name will be
displayed here on a white
background using upper and lower
case Arial font in a black colour. We
cannot accept any branded artwork
for this facia
Type
Branding
Measurements/Type
Main facia
Printed
area
The display area per panel is
*quantity x 95cm wide x 225cm (If
you require and supply us with your
artwork files that need to be printed
on the panels, please include a
20mm bleed.
Please note this will be an
additional cost
Shell scheme
Please remember to submit your company name by the allotted deadline of Thursday 10 April 2014, via the Exhibition
AV / Furniture Form (see page 43).
Please do not leave any goods or equipment in shell scheme cupboards or on the stand after the breakdown of the
exhibition. The organisers cannot be held responsible for the loss of goods or any additional charges that may occur for
the removal of the shell scheme materials must be cleared by 14:00 on Sunday 4 May 2014.
12
EXHIBITION TABLE BOOTHS (4M2)
Stand Type
Table Booth
Structure
W: 2m x L: 2m x H: 2.5m
Carpet
N/A
Skirted display table
Lighting
N/A
1X Spotlight
Power
1X Power Block
Materials Handling
Furniture
excluded from price
Measurements
2X Chairs
N/A
1X Trash bin
N/A
Type
Item
Poster Board Bring your own
posters
Poster Area
W: 192cm x H: 90cm
You will be supplied with double sided tape to stick your
posters onto the poster board area
Table Booth
Please do not leave any goods on the table top stand. The organisers cannot be held responsible for the loss of
equipment or any additional charges that may occur to remove them. All shell scheme materials must be cleared by
14:00 on Sunday 4 May 2014.
13
Raw Space
All raw space only stands are allocated on a space only basis. This means that no stand services are included.
All raw space only stands must complete and submit the following documentation:
• A completed Exhibitor/Sponsor Registration and Contact Details form (see page 32), including full details of
your stand contractor
• A completed Exhibition Risk Assessment Form (see page 34) and Method Statement (see pages 35-38)
• A full set of detailed stand drawings (including structural calculations/load weightings where appropriate),
preferably electronically
This documentation must be submitted to the organisers (MCI UK Ltd) by FRIDAY 21 March 2014
IMPORTANT
Build Height
Maximum constructible build height is set at 3.5 metres
No hanging devices from the ceiling (i.e. banners) are permitted. The entire exhibit must be self-standing.
Double-decker Stands (2 level stands)
th
2 level stands of any kind are not permitted at the 29 International Conference of Alzheimer’s Disease International
(ADI)
Use of Rented Space & Height Limitation
The use and branding of rented space may not exceed the rented surface and space in three dimensions. The height
limitation as communicated above must be respected both for physical and visual devices e.g. lasers, gobos, etc.
Stand Transparency
For Island and Peninsular raw space stands, the line of sight through the stand must be possible from aisle to aisle for
at least 30% of the stand width when viewed from each open side.
Adjacent Stands
The wall height between adjacent stands should not exceed 4 metres. It is the exhibiting companies responsibility to
build its own adjacent wall. Anything above 2.5m on the back of the wall has to be cleanly dressed and finished in flat
white. All raw space stands must be neatly finished / closed on top.
Noise
Exhibitors may not produce noise and/or use amplification of music and/or voice which may be heard outside the space
assigned to the exhibitors, or which may interfere with or be felt objectionable to attendees or other exhibitors. The
volume level must not exceed 70dB (A) at the boundaries of the stand. The organisers reserve the right to require
exhibitors to discontinue any such activity. Live presentations at the stand are not permitted without prior approval from
the organisers.
Stand Activities
“Meet the Expert” sessions or press briefings at the stand are not allowed during the official scientific programme. A
round table for a maximum of eight participants during coffee breaks is accepted. A request to hold such sessions must
be submitted to the organisers (MCI UK Ltd) for approval.
14
Raw Space (CONTINUED)
Sporting Events
Broadcasting of National, European or World Sporting events is NOT permitted in the exhibition halls. As per the ADI
Code of Conduct, stand activities not related to the practice of medicine are deemed inappropriate.
Dismantling
Exhibition stands and structures can be dismantled between 14:00 – 22:00 hours on Sunday 4 May 2014. Under no
circumstances should you commence breakdown prior to this time, nor before all delegates have left the exhibition hall.
Please do not leave any goods or equipment on the stand. The organisers cannot be held responsible for the loss. All
goods must be cleared by 22:00 on Sunday 4 May 2014.
If you have any questions or concerns regarding any details outlined in these regulations and the impact they have on
your stand then please contact the organisers (MCI UK Ltd).
15
AUDIO VISUAL EQUIPMENT & EXHIBITION FURNITURE ORDERING
Exhibitors who wish to enhance their space can order extra furniture or audio visual equipment from the preferred
partner for exhibition furniture items:
Audio Visual Equipment
PSAV Presentation Services, Sheraton Puerto Rico Convention Center Hotel & Casino, 200 Convention Boulevard, San
Juan, PR 00907. United States
Telephone: + (1) 787 522 0601 Website: http:/partner.psav.com/SheratonPuertoRic oConventionCent er.aspx
Furniture / Electrical
Inclusive Management Services, Inc. (IMS), 12917 Royal Ascot Drive, Fort Worth TX 76244, United States
Telephone: + (1) 817 337 3050 Fax: + 888 301 1273
Please use the Exhibition AV / Furniture Order Form (see page 44-48 & 60-68) to order extra equipment.
All ordering, payment and logistics should be coordinated directly with the contacts listed above.
ADI CANNOT BE HELD RESPONSIBLE FOR ANY BREAKDOWN OF CONTRACT BETWEEN THE PREFERRED
PARTNERS AND EXHIBITORS.
16
GENERAL EXHIBITION GUIDELINES
Audio Visual
All audio visual enquiries for exhibition stands can be requested directly from the preferred partner for audio visual
services via the Exhibition AV / Furniture Order Form (see page 66-68); this will be subject to an additional cost based
upon requirements. All ordering, payment and logistics should be coordinated directly with the preferred partner.
Noise
Exhibitors must not produce noise and/or use amplification of music and/or voice which may be heard outside the space
assigned to the exhibitors, or which may interfere with or be felt objectionable to attendees or other exhibitors. The
volume level must not exceed 70dB (A) at the boundaries of the stand. The organisers reserve the right to require
exhibitors to discontinue any such activity. Live presentations at the stand are not permitted without prior approval from
the organisers.
Stand Activities
“Meet the Expert” sessions or press briefings at the stand are not allowed during the official scientific programme. A
round table for a maximum of eight participants during coffee breaks is accepted. A request to hold such sessions must
be submitted to the organisers (MCI UK ltd) for approval.
Sporting events
Broadcasting of National, European or World Sporting events is NOT authorized in the exhibition halls. As per the ADI
Code of Practice, stand activities not related to the practice of medicine are deemed inappropriate.
ADI CODE OF PRACTICE – Important
Please do take the time to read the ADI Code of Practice which outlines the ADI congress guidelines and regulations
and particularly to exhibition – please refer to page 27.
Deliveries
Please refer to the Freight Forwarding and Shipping section of this document for further instruction.
Dismantling
Please refer to the Exhibition Timetable section of this document for further instruction.
Furniture
All furniture enquiries for exhibition stands can be requested directly from the preferred partner for Exhibition services
using the Exhibition AV / Furniture Order Form (see page 44-48); this will be subject to an additional cost based upon
requirements. All ordering, payment and logistics should be coordinated directly with the preferred partner.
Internet
All internet and communication enquiries for exhibition stands can be requested directly from the preferred partner for
Exhibition services using the Exhibition AV / Furniture Order Form (see page 68); this will be subject to an additional
cost based upon requirements. All ordering, payment and logistics should be coordinated directly.
Insurance
All exhibitors should be aware of the need for adequate insurance cover. Whilst we take every precaution to protect
your property during the event, we are not responsible for any loss or damage and we strongly advise you to check your
own insurance policy to ensure you are adequately covered. You are also responsible for insuring against any legal
liability incurred in respect of injury or damage to property belonging to third parties. In addition to this, you should
protect your expenditure against abandonment and cancellation or curtailment of the event due to reasons beyond our
control.
For further information or advice, please contact:
Hiscox Uk, 22 Cleveden Gardens, Glasgow, G12 0PT, UK
Contact: Marion Rankin (Appointed Representative of Hiscox Underwriting Limited Event Insurance)
Email: [email protected]
Telephone: +44 (0)141 339 7260
Website: www.hiscox.co.uk/events/3483
17
Responsibilities
As an exhibitor, you must ensure the health, safety and welfare of your employees, contractors and visitors as far as is
reasonably practicable throughout the exhibition. You should ensure that your actions (or inactions) do not give rise to
accidents, injuries or unsafe working environments; you should provide proper information, instruction, training and
supervision to all parties throughout the event.
You should also check that any contractors, suppliers, agents, etc. which you may have contracted have a Health and
Safety Policy, applicable to the exhibition environment.
The organisers (MCI UK Ltd) wish to stress the importance of a CONSTANT CHECK being made on the contents of
your exhibit stand to see that no unidentified package, case or bag has been left unattended. In any case of doubt, the
article should not be handled you must inform a member of the organisers (MCI UK Ltd) or a member of the convention
centre staff.
Risk Assessment
We would always recommend that you complete your own risk assessment before you go onsite. Any exhibitor who is
constructing a raw space stand must complete the Exhibitors Risk Assessment Form (see page 34) and provide
detailed structural drawings of the stand to the meeting organisers (MCI UK Ltd) by Friday 21 March 2014. Shell
scheme exhibitors are covered under the contractor’s documentation.
Storage
All enquiries should be sent to the preferred partner for Freight Forwarding and Shipping; this will be subject to an
additional cost based upon requirements. All ordering, payment and logistics should be coordinated directly; please see
Contacts for details or refer to the Shipping Instructions and Handling and Forwarding tariff (see page 39-42 & 49 - 59),
for further instruction.
Security
For security reasons, exhibitors are advised to remove all portable items (including pop up stands) and valuable items
immediately on closure of the event and not leave their stand unattended until all such items are clear. ADI cannot be
held responsible for any items that go missing during the conference.
Vehicle Access
Please will ALL exhibitors whether using our services or otherwise register their deliveries with us in advance. Upon
receipt of your delivery requirements we will issue details of the advance truck holding area, together with your booking
reference and unloading time slot.
For further information please see Freight Forwarding and shipping (see page 24)
ADI CANNOT BE HELD RESPONSIBLE FOR ANY BREAKDOWN CONTRACT BETWEEN THE
PREFERRED PARTNERS AND EXHIBITORS.
18
SPEAKER INSTRUCTIONS
Presentations
th
The 29 International Conference of Alzheimer’s Disease International (ADI) will feature a networked presentation
management system. All presentation laptops in the lecture rooms will be running Windows 7 with PowerPoint 2010.
The tips below are for both Windows and MAC users.
All presentations should be submitted in PowerPoint (ppt) 2010.
All presentations must be submitted via the speak er preview room in Sol Boardroom at least four hours prior to the
start time of the presentation in order that the technical team can check and upload the PowerPoint files. The room will
be open at the following times:
Day
Thursday, 1 May 2014
Friday, 2 May 2014
Saturday, 3 May 2014
Sunday, 4 May 2014
Open
13:00
07:00
07:00
07:00
Closes
19:00
19:00
19:00
13:30
Presentations can be provided on either a CD, DVD or USB device, in PowerPoint 2010 (.pptx) format 2007 will also be
supported but for presenting, the file will be saved out as 2010. A member of the technical team will assist in uploading
the presentation, along with any minor changes that there may be. If videos are embedded within your presentation,
please remember to bring these files separately on a CD, DVD or USB device. Please see below instructions on how to
build your presentation and for a full list of supported video formats.
Please contact a member of the technical team in advance of the conference if you would like to use another form of
media or an apple computer at [email protected]
Key Points
•
•
•
•
•
All presentations will be played on powerpoint 2010 (.pptx) or acrobat reader 10 for pc
Only video codec’s and fonts as detailed below will be supported
There will be no internet connectivity in the speaker preview room or in session rooms
To clearly identify your presentation, please save it with your name as part of the file name i.e. Jane_smith.pptx
Please ensure your first slide is a title slide stating - your name, presentation title and affiliation
Movies
Please take steps to compress your videos. Uncompressed videos will take longer to upload and will not be better
quality than a modern MPEG-4 codec. We can only accept movies created as MPGs, WMVs or AVI formats. If you are
using a different codec please contact a member of the technical team before the start date of the event at
[email protected]
Apple Quicktime formats such as MOV, QT, MP4, or DV files are NOT supported in Windows PowerPoint.
DVDs
If you plan to play a DVD as part of your presentation, please notify a technician in the Speaker Preview Room so
arrangements can be made for assistance in your meeting room.
Fonts
We only support fonts that are included with Office 2007/2010. If you need a specialised font, it should be embedded
into your PowerPoint presentation. For instructions on this process, please click on the following link:
http://support.microsoft.com/kb/826832/en-uk
19
Keynote
Keynote will not be accepted since it cannot be played back on PC. Please export your presentation as PowerPoint.
If you cannot convert the files or have a considerable number of files, please check with a technician in the Speaker
Preview Room who can make arrangements to convert the videos, or at the association’s discretion, confirm you will be
allowed to present off your own laptop.
Backup
Please bring a copy of your presentation along with you. Copy your PowerPoint and all movies to a folder on a USB
drive or CD-ROM. PowerPoint does NOT embed movies. They must all be placed in the same folder as your
PowerPoint. It is good practice to keep a second copy in your luggage.
Considerations for Mac Users
If your presentation is on a Mac computer, we kindly urge you to contact a member of the technical team before the
start date of the event at [email protected].
20
PROGRAMME
SCIENTIFIC PROGRAMME
*ALL TIMES BELOW ARE SUBJECT TO CHANGE*
Wednesday 30 April 2014
09:00 – 17:30
Alzheimer's Disease International Board Meeting (ADI Board Members ONLY)
Thursday 1 May 2014
13:00 – 16:30
Council Meeting (ADI Council Members and Observers ONLY)
16:30 – 18:00
Opening Ceremony
18:00 – 20:00
Welcome Reception
Friday 2 May 2014
09:00 – 10:30
Plenary Session 1
11:00 – 12:30
Plenary Session 2
14:00 – 15:30
Parallel Session & ADI Workshop
16:00 – 17:30
Parallel Session & ADI Workshop
19:00 – 21:00
Members Reception
Saturday 3 May 2014
09:00 – 10:30
Plenary Session 3
11:00 – 12:30
Plenary Session 4
14:00 – 15:30
Parallel Session & ADI Workshop
16:00 – 17:30
Parallel Session & ADI Workshop
19:00 – 23:00
Conference Dinner (Purchased ticker holders only)
Sunday 4 May 2014
09:00 – 10:30
Parallel Session & ADI Workshop
11:00 – 12:30
Plenary Session 5
12:30 – 13:30
Closing Ceremony
Satellite Symposia will be scheduled outside of the main conference programme. Please view the conference website
for further developments and details: www.adi2014.org.
21
PROGRAMME (CONTINUED)
Social Programme
The following social events are being planned for ADI 2014 and can be booked as part of the online registration
process.
Opening Ceremony
The ADI 2014 Opening Ceremony will be held at the Sheraton Puerto Rico Hotel and Casino on Thursday 1 May 2014
from 16:30 – 18:00 in the San Juan Ballroom.
Welcome Reception
Following the Opening Ceremony there will be a Welcome Reception at the Sheraton Puerto Rico Hotel and Casino
which will take place in the Miramar Ballroom between 18:00 - 20:00 on Thursday 1 May 2014. The Welcome Reception
will give delegates the chance to network with other participants, sponsors and exhibitors. Refreshments will be served.
Conference Dinner
The ADI 2014 Conference Dinner will be held on Saturday 3 May 2014 from 19:00 – 23:00 in the San Juan Ballroom at
the Sheraton Puerto Rico Hotel and Casino. Tickets for this dinner can be purchased for $90.00 as part of the
registration process. The dinner will consist of a drinks reception, three course meal with drinks and entertainment.
22
REGISTRATION & ACCOMMODATION
REGISTRATION DEADLINES
Deadline for exhibitors / sponsors to submit names:
Advance registration deadline:
Onsite registration opens:
Friday 14 March 2014
Tuesday 22 April 2014
Thursday 1 May 2014
Sponsors and exhibitors will be contacted individually with instructions on how to register attendees for the conference
and the number of exhibitor passes / complimentary registrations they are entitled to. If you have any queries
concerning the registration procedure please contact the conference secretariat at [email protected]
ACCOMMODATION
MCI have reserved a number of rooms at the Sheraton Puerto Rico and Doubletree by Hilton Hotel and will be offering
delegates discounted rates. Accommodation is available to book online as part of the registration process.
Sheraton Puerto Rico Hotel & Casino
200 Convention Boulevard,
San Juan,
Puerto Rico 00907,
United States
Doubletree by Hilton Hotel
105 Avenida De Diego,
San Juan,
Puerto Rico 00914,
United States
Telephone: +1 (787) 993 3614
Telephone: +1 (787) 721 1200
The Sheraton Puerto Rico Hotel has offered low rates of $199.00 which include all applicable taxes but exclude
breakfast. These rates are exclusively for ADI participants attending the conference. Situated in the midst of the Puerto
Rico Convention Center District and next to the marina, the hotel is a district centre piece that is conveniently located
just 10 minutes from the international airport and five minutes from historic Old San Juan. All guest rooms feature views
of the bay, marina, city, or infinity pool, plus complimentary high speed internet access.
The Doubletree by Hilton Hotel San Juan has offered low rates of $153.05 including all applicable taxes. These rates
are exclusively for ADI participants attending the conference. A full American breakfast is available for $10.00 per
person, per day. Located 10 minutes from the airport in the popular Condado area of Puerto Rico's capital city, The
Double Tree Hilton is a modern full-service hotel offering the wonderful balance of relaxed comfort and warm hospitality.
The hotel is only three miles from the historic district of Old San Juan and just five miles from San Juan's Luis Muñoz
Martin International Airport (SJU). Contemporary guest accommodation includes excellent in-room conveniences and
high-speed internet access.
If you have any queries on accommodation please contact MCI UK Ltd at [email protected].
23
FREIGHT FORWARDING AND SHIPPING
Inclusive Management Services, Inc. (IMS) are pleased to have been selected to serve as General Services Contractor
for the 29th International Conference of Alzheimer’s Disease International 2014.
Contact Details
Your contacts at Inclusive Management Services, Inc. (IMS), for this event are shown below:
Dennis Torres, 12917 Royal Ascot Drive, Fort Worth TX 76244, United States
Telephone: +817-337-3050 Fax: +888-301-1273
They will be happy to assist you with any questions you have regarding shipping items to the event. We strongly
recommend that anyone wishing to ship items to and from the event, contact IMS in advance to discuss the best
method of shipping.
Order forms can be found within the form section of the manual.
24
TERMS & CONDITIONS
1. Acceptance of General Terms
Those wishing to participate as a sponsor or exhibitor unreservedly accept and undertake to comply with these general
terms and conditions of the ADI Code of Conduct. The event organiser reserves the right to give notice should any new
provisions, circumstances or changes in the interest of the event occur.
2. Letter of Commitment
If you would like to be a sponsor or exhibitor, please complete, sign and return the booking form by fax or post to the
following address:
ADI 2014, c/o MCI UK Ltd
Durford Mill, Petersfield, Hampshire, GU31 5AZ, UK
Telephone: +44 (0)845 1800 360
Fax: +44 (0) 1730 715 291
Email: [email protected]
Website: www.adi2014.org
Upon receipt of the completed booking form, we will then proceed to issue your company the necessary invoice with full
payment instructions.
3. Payment
100% of the entire sponsorship money is to be paid to ADI in order to secure the opportunity, no later than 15 days from
receipt of the official invoice. In the event of failure to pay within the payment terms, the organiser reserves the right to
terminate the reservation at any time with immediate effect and without formalities.
4. Cancellation Policy
We cannot accept cancellation of sponsorship commitment once it has been secured. We will consider a completed
booking form as confirmation of your commitment. Upon receipt of this commitment of sponsorship, the sponsors will be
liable to the organising committee for the total sponsorship committed. This includes the cost of the items/materials
pledged under the commitment of sponsorship agreements.
5. Re-Assignment
The commitment from a sponsor or exhibitor is non-transferrable to any other organisation without prior written consent
by the organiser. No booking or space confirmed is permitted to be re-assigned or sub-let in any manner. It is not
permitted for more than one organisation to share a booth space without prior consent from the organiser.
6. Damage
Sponsors and exhibitors shall leave the shell scheme and hired equipment in the same good condition that it was found
in and will be liable for any damage caused as a result of their facilities and decoration.
7. Distribution of Materials
Any distribution of advertising materials, corporate leaflets, invitations or flyers may only be carried out from the
exhibitors stand or within the pre reserved meeting room.
8. Exhibition Plan
The exhibition floor plan and the session schedules are compiled by the organiser which attributes the spaces on a first
come, first served basis and takes into account insofar as possible, the preferences expressed by the sponsors and
exhibitors. The organiser reserves the right to change the exhibition floor plan and the session schedules at any time
with the sponsors and exhibitors waiving entitlement to make any claim in this respect and undertaking to comply with
the decisions taken.
9. Non Occupancy
The allocated exhibition spaces shall be occupied by the sponsor or exhibitor at all times during the conference opening
hours and the exhibition session schedule published. Failing this, the spaces will be deemed available and may be
otherwise attributed without the defaulting exhibitor being entitled to claim any form of indemnity or repayment.
25
TERMS & CONDITIONS (CONTINUED)
10. Liability for Loss or Theft
Exhibitors, sponsors and participants are responsible for all equipment for which they are the custodians and, in
particular, for the equipment which they are exhibiting and that which they are renting and which are present on their
stand. The organiser does not accept any liability for loss, theft or damage to the equipment for which the participant is
the custodian. The participant shall directly arrange specific insurance in this respect.
11. Prioritisation
In the event that more than one company is interested in sponsoring an item, the date in which we receive the booking
form will decide on item assignment and will be based on a first-come, first-served basis.
12. Unscheduled Meetings and Events
During the event, no participant, sponsor or exhibitor may organise, attend or favour meetings, gatherings or any other
events, relating to the topics covered by the congress, which shall not have been reported to, and approved by, the
organising committee beforehand.
13. Intellectual Property
Unless otherwise provided for in writing, the copyright and other intellectual property rights held over all the organiser’s
offers, publications and other products or services shall remain its property. Any rights which may be granted by the
organiser are destined for the participant’s sole use and may not be assigned, transferred or granted under sub-licences
without the organiser’s prior agreement. Granted rights shall be nonexclusive. The participant shall not acquire any
intellectual property right over the services and products offered by the organiser.
14. Trademarks and Logos
The sponsors and exhibitors shall be personally responsible for any authorisations relating to copyright or related rights,
originating from the elements of any nature whatsoever which it provides or uses during the event. It shall hold the
organiser harmless as regards any action in this respect. Moreover, the participant hereby expressly authorises the
organiser to use the candidate’s trademarks and logos within the strict framework of the event for its organisation and
promotion.
15. Insurance
The sponsor and exhibitor undertakes to arrange a public liability insurance policy providing cover for any/all
loss/damage caused to third parties for which it is liable (including all regular and temporary staff). The policy shall
include a „rental risks, clause to cover loss, theft, damage to all/any equipment that it is the custodian. Upon request,
the organiser will be provided with copies of such policies.
16. Force Majeure
In the event that the congress does not take place owing to an event of force majeure, the participants undertake not to
claim any indemnity from the organisers. The amounts still available following payment of all the expenses incurred
shall be distributed to the participants on a pro-rata basis of the amounts paid.
17. Exclusion of Liability
The organiser may not be held liable for the conference attracting a lower than expected number of participants or for
any lack of interest in the event as a whole.
18. Disputes
This contractual relationship is governed by the English Commercial Court, a sub-division of the Queen’s Bench
Division of the High Court of Justice. In the event of a dispute, the English Commercial Court shall have sole jurisdiction.
26
ADI CODE OF CONDUCT
BETWEEN ADI AND THE PARTICIPATING INDUSTRY PARTNERS
Thank you for participation in our forthcoming event The conference is an important event for the presentation and
exchange of up-to-date scientific data, sharing of best practices and bringing together medical professionals, experts in
dementia care, researchers, professional and family carers, people living with dementia and staff and volunteers from
Alzheimer associations from around the world for the exchange of information and experience that could not be
achieved by correspondence. It also creates the opportunity for the commercial companies involved to interrelate faceto-face with their audience. Without the co-operation of our industry partners the conference would be difficult to
manage financially and we thank you for your contribution.
It is essential that the inter-relationship between science and commerce at these events is sensibly balanced and
professionally managed. It is recognised that responsibility for this lies equally with both individual delegates and
professional and commercial organisations.
For these reasons, we have developed a “Code of Practice” which governs the relationship between the organisers of
the conference and the involved industry representatives in the preparation of, during and after this event.
It is important that the commercial companies participating in international conferences and any other scientific meeting
under the jurisdiction of ADI understand that the objective of such manifestations is to advance and enhance science in
this therapeutic field. As a consequence, commercial activities must not exceed what is deemed acceptable.
The following guidelines should therefore be adopted:
1. Organisation
The overall responsibility for the 28th International Conference of Alzheimer’s Disease International congference lies
with ADI. Part of the organisational work may be delegated to a third party company (PCO), such as registration and
accommodation, abstract handling, sponsoring activities, exhibition, etc. The third party company acts in the name and
on behalf of ADI for all delegated activities. At this time, ADI has mandated MCI UK with these activities.
2. Participating Companies
The exhibitor/sponsor company shall inform all subsidiaries, affiliates, third party companies etc. involved on its behalf
of the rules and regulations of the “Code of Practice”. It is the exhibitor’s/sponsor’s responsibility – being the official
contracted partner to ADI – that its subcontractors adhere to all rules and regulations.
MCI as well as ADI will communicate exclusively with clearly identified third party companies officially mandated by
participating exhibitors and sponsors. Queries received from third party companies (i.e. communication and press
agencies) which do not clearly indicate which company they are representing will not be answered.
3. Exhibition
It is widely recognised that the exhibition stand is a major forum for exhibitors to create the opportunities where they
may talk to medical professionals and interested parties about their company and their products. Exhibition stands
should therefore create the opportunity for the company to show and display information relevant to the company and
their products as well as other scientific information they may choose. Activities not related to the field are deemed
inappropriate under this Code of Practice.
Assignment of Space
Exhibition space will first be allocated to previous supporters and subsequently to other companies on a first come, first
served basis.
Use of Rented Space & Height Limitation
The use and branding of rented space may not exceed the rented surface. The height limitation as communicated in the
Exhibition Technical Manual must be respected both for physical and visual devices (e.g. lasers, gobos, etc.)
Noise
Exhibitors may not produce noise and/or use amplification of music and/or voice which may be heard outside the space
assigned to the exhibitors, or which may interfere with or be felt objectionable to attendees or other exhibitors. The
volume level must not exceed 70dB (A) at the boundaries of the stand. The organisers reserve the right to require
exhibitors to discontinue any such activity. Live presentations at the stand are not permitted without prior approval from
the organisers.
27
ADI CODE OF CONDUCT (CONTINUED)
Stand Activities
“Meet the expert” sessions or press briefings at the stand are not allowed during the official scientific programme for a
maximum of 8 participants during coffee breaks is accepted. A request to hold such sessions must be submitted to the
organisers (MCI) for approval. Stand activities such as quizzes, contests, etc. can take place throughout the exhibition
opening hours with a limitation of 8 simultaneous participants.
Recording
Taking of pictures, filming and audio-recording in the exhibition halls are not allowed. Exhibitors may take pictures of
their own stands but not of the stands of other exhibitors.
Give-aways and Printed Material
Give-aways and printed material may only be distributed in the space rented by the exhibitor in the exhibition hall, in
hospitality suites, or at Satellite Symposia. No such material may be distributed in any hotel used by ADI.
Contests, lotteries, raffles are subject to the approval by the organisers (ADI).
Space Integrity / Promotional Activities
Exhibitors are prohibited from publicising, distributing, canvassing, and/or maintaining any activities, inducements,
demonstrations, materials or displays outside the space assigned to them.
Product Disclaimer
The acceptance of a product or service for exhibition does not in any manner constitute an endorsement by ADI.
Exhibitor’s Participation in Sessions
Participants registered as exhibitors will not be permitted to attend scientific sessions at the congress. Exhibitors
interested in attending any scientific session must register as regular conference participants.
Exhibitors will receive complimentary exhibitor registrations. The number of complimentary registrations depends on the
size of the exhibit.
ADI reserves the right to refuse applications of companies not meeting or not having met in previous occasions the
standard requirements or expectations. ADI reserves the right to curtail or to close exhibits (wholly or partially) that
reflect unfavourably on the character and the purpose of the congress.
28
ADI CODE OF CONDUCT (CONTINUED)
4. Satellite Symposia Guidelines
Satellite symposia held by industry partners will have, as their main objective, the communication of scientific material,
which will enhance the knowledge of attendees. There will be no material inducement or publication of a reward to
attend the symposium. Delegates may of course be sent special invitations but no reward to participants is allowed for
attending a symposium.
At least 60% of the programme of a satellite symposium must be of general scientific content, and not more than 40%
may be related to any specific drug or form of treatment or similar. The satellite symposium programme must be
submitted to the PCO in advance of the event.
The chairperson of the satellite symposium has a responsibility to oversee that the messages and conclusions
presented during the symposium are based on available scientific data. The sponsor should inform the chairperson(s) of
this responsibility. In addition, the holder of a satellite symposium and the chairperson are jointly responsible for
adhering to the assigned time slot of the symposium.
Satellite symposium holders may receive a number of free full delegate registrations. The number of free registrations
depends on the size of the symposium (size of auditorium).
All satellite symposia must be held at the conference venue during the official time slots offered by the organisers (see
Exhibitor & Sponsor Manual). Companies holding a satellite symposium outside the conference centre and/or outside
the official satellite symposia slots will be fined with $80,000, and they will not be invited to participate at the two
following conferences. ADI also reserves the right to close their booth if the company is exhibiting at the congress.
Advertising & Promotion of Satellite Symposia during the Congress
Satellite symposia programmes and invitations may only be distributed in the space rented by the exhibitor in the
exhibition hall (if applicable), in hospitality suites, and at the entrance to the auditorium used for the satellite symposium
no more than 30 minutes before the start of the symposium.
Designated areas in high-traffic locations at the conference venue will be made available to companies for displaying
posters advertising their satellite symposia. The display of posters and visuals advertising satellite symposia during the
congress is limited to such designated areas, rented exhibition space, hospitality suites as well as staffed hospitality
desks.
Stand-alone signs advertising satellite symposia and/or any other corporate branding in congress hotels are not
authorised unless these are located next to and part of a permanently staffed company hospitality desk.
Photos, Filming and Audio Recording of Satellite Symposia
A company holding a satellite symposium (or symposia) has the exclusive right to organise photos, filming and audio
recording of their satellite symposium. Any such recording requires prior approval by the organisers (MCI).
Live Broadcasting
Live and/or simultaneous broadcasting of satellite symposia in any way is prohibited.
Delayed Broadcasting
For sound and image recording of satellite symposia (or parts thereof by any type of media) that are dedicated for
presentation to a public or closed audience outside the congress, the company holding the satellite symposium is
required to obtain formal acceptance from all speakers in writing and send it to the organisers (MCI) at the latest 2
weeks before the congress. Satellite symposia must not be broadcast in any way until the first Monday following the end
of the ADI congress at which the satellite is scheduled. See item 6 for additional guidelines for Internet publication.
29
ADI CODE OF CONDUCT (CONTINUED)
5. Press, Media and Publication
Press conferences, briefings of any kind or similar group events organised directly or indirectly by the pharmaceutical
industry may be held in the conference centre and not be organised during the official scientific programme hours. All
such events with groups larger than 8 participants need the prior approval of the organisers (MCI).
The use of the ADI name and congress logo in any fashion, by any commercial entity, for any purpose is expressly
prohibited before, during and after a congress without prior written consent of ADI. The official congress logo may be
used on invitations for officially approved satellite symposia (see item 4). It can be requested from the MCI Secretariat.
Picture taking, filming and recording of the Scientific Programme or any part of it is not allowed.
Press and media interviews can be arranged on demand through ADI or the Puerto Rican Alzheimer Disease and
Related Disorders’ Association.
6. Internet Publication of Material
The guidelines for press, media and publications are likewise applicable for the publication of material and information
on the Internet. Given that all material presented at the congress is of public interest and not confidential anymore, ADI
expects such publications to be accessible without prior registration to a site even if the registration is free.
7. Social Events
The social programme of a conference is an important part of the event itself. It creates the opportunity for participants
from different countries to get together outside the busy scientific programme of the conference. However,
exhibitors/sponsors are reminded that social events must not be arranged during the official scientific programme hours
(see event website). Transportation to social events must not depart during the official scientific programme hours.
Social events organised by the industry partners according to the "ADI Code of Practice” may contain a “Welcome
Introduction” not exceeding 15 minutes in total by a maximum of two speakers. This introduction may be referred to in
the invitation to the social event as “Introduction to (subject)” and should contain no more than 40% product placement.
8. Legal Issues
Each exhibitor/sponsor is responsible for the material and information they make available at the conference.
Exhibitors/sponsors should only present material and information which has been approved by their legal departments
and which is in compliance with the legislation of the host country of the congress. To summarise, exhibitors/sponsors
should address these issues and any conflicts arising from such matters directly among themselves as the organisers
will never intervene or arbitrate in any way in legal issues.
9. Code of Practice Enforcement
All companies must comply with the ADI Code of Practice and general conference guidelines.
Penalties will be applied when violations occur.
The procedure for policing and enforcing the violation system is as follows:
- Alleged violations will be reported to MCI and/or the ADI Secretariat.
- Once the alleged violation has been duly considered by the ADI Secretariat, a representative of the relevant
company will be invited to present the company’s view. The final decision on the applicable penalty will be taken
by the ADI Secretariat jointly with the ADI Committee.
10. Other Relevant Documents
Further to this code of practice, the following documents may be of assistance. They are available from the Conference
Secretariat (MCI)
- Speaker Briefing document
- The International Pharmaceutical Congress Advisory Association's (IPCAA) Code of Conduct and Medical
Congress Guidelines and Housing Guidelines
-
Code of Practice of the European Federation of Pharmaceutical Industry Association
30
FORMS
EXHIBITION / TABLE BOOTH CONTACT DETAILS ......................................................................................32
SATELLITE SYMPOSIUM ................................................................................................................................33
EXHIBITOR RISK ASSESSMENT.....................................................................................................................34
METHOD STATEMENT .....................................................................................................................................35
INCLUSIVE MANAGEMENT SERVICES (IMS) PAYMENT ............................................................................39
SHELL SCHEME NAME ....................................................................................................................................43
FREIGHT FORWARDING AND SHIPPING .....................................................................................................49
MATERIALS HANDLING...................................................................................................................................53
WAREHOUSE SHIPMENTS..............................................................................................................................57
OUTBOUND SHIPMENTS .................................................................................................................................59
ELECTRICIAL ORDER ......................................................................................................................................60
CLEANING HIRE................................................................................................................................................64
FLOWERS ..........................................................................................................................................................65
PSAV AUDIO VISUAL PAYMENT ....................................................................................................................66
PSAV AUDIO VISUAL EQUIPMENT HIRE.......................................................................................................67
PSAV INTERNET CONNECTION......................................................................................................................68
31
FORM: EXHIBITION/TABLE BOOTH CONTACT DETAILS
TO BE COMPLETED AND RETURNED NO LATER THAN FRIDAY 21 MARCH 2014
Telephone: +44 (0)845 1800 169 / Fax: +44 (0)1730 715291 / Email: [email protected]
EXHIBITION CONTACT DETAILS
COMPANY
Name
Address
Town/City
Postal Code
Country
State/Province
Telephone
Fax
VAT Number
KEY CONTACT
Stand
Name
Telephone
Mobile
Email
Number
32
FORM: SATELLITE SYMPOSIUM
TO BE COMPLETED AND RETURNED NO LATER THAN FRIDAY 21 MARCH 2014
Telephone: +44 (0)845 1800 169 / Fax: +44 (0)1730 715291 / Email: [email protected]
SATELLITE SYMPOSIUM CONTACT DETAILS
COMPANY
Name
Address
Town/City
Postal Code
Country
Telephone
BOOKING
Name
CONTACT
Telephone
Mobile
Email
SYMPOSIUM
Name
SPEAKER
Telephone
Mobile
Email
CHAIRPERSON
Name
Telephone
Mobile
Email
SYMPOSIUM TITLE
SUMMARY OF CONTENT
State/Province
Fax
Please provide any information that you feel we may find useful e.g. audience capacity expected, preferred
room format, special access needs and any additional audio visual equipment requirements. These items are
subject to availability and time restriction in terms of room layout.
33
FORM: EXHIBITOR RISK ASSESSMENT
TO BE COMPLETED AND RETURNED NO LATER THAN FRIDAY 21 MARCH 2014
Telephone: +44 (0)845 1800 169 / Fax: +44 (0)1730 715291 / Email: [email protected]
Please complete the form below, using each row for a different hazard or risk. The first row contains some
guidance notes to help you.
EXHIBITOR RISK ASSESSMENT FORM
STAND
COMPANY
KEY CONTACT
#
Example
Number
Name
Name
Telephone
Mobile
Email
HAZARD
RISK CONTROL MEASURES
Description
Effect
At risk
Describe all
hazards, using a
different row for
each hazard or risk.
Describe all
effects that may
be realised if
hazard was to
occur.
Slips, Trips, Falls,
Sprains
Name all types of
persons at risk.
Low,
Medium
or High
Describe fully all control measures applicable
for each hazard. All controls must reduce risk.
Employees
Low
All persons trained in the correct manual
handling method prior to working on site.
Correct PPE to be issued.
Manual Handling
1
2
3
4
5
Comments
34
FORM: METHOD STATEMENT
PLEASE COMPLETE AND RETURN NO LATER THAN FRIDAY 21 MARCH 2014
Telephone: +44 (0)845 1800 169 / Fax: +44 (0)1730 715291 / Email: [email protected]
Contractor
Name:
Address:
Tel:
E-mail:
Project Name
Description of the
Task/Activity
Site
Address/Location:
Start
Date/Time:
Finish
Date/Time
Name
Role/Trade
Personnel Involved
Site Supervisor:
Tel:
Safety Officer
Tel:
Key Plant & Tools
(Attach
Certification)
Key Materials
(i.e. access platforms/winches/ladders, etc)
Other Essential
Equipment:
Specific Identified
Residual Hazards:
(or refer to the task
specific risk
assessment(s))
Specific Staff
Training
35
1.
2.
Sequence of Operations:
(include sketches
if required)
3.
4.
5.
(if none, state none)
Temporary Supports and
Props needed to
facilitate the works:
(i.e. Ladders/MEWPS/Scaffold/Trestles/Step Ladder, etc)
Method of Access and
Egress to the work area:
(i.e. Guard Rails/Toe Boards/Brick Guard/Safety Harnesses/Exclusion Zones, etc.)
Fall Protection
Measures:
(Where work at height cannot
be eliminated – consider both
Personnel & Materials)
Hazardous Substances:
(Attach MSDS if
required)
Applicable:
Very Toxic
Harmful/
Irritant
Corrosive
Dangerous
For the
environment
Oxidising
Highly
flammable
Yes/No
Yes/No
Yes/No
Yes/No
Yes/No
Yes/No
Explosives
Yes/No
Storage Arrangements:
Details of Permits to
Work:
36
(Detail any limits on the loadings applicable to temporary plant/equipment or fixed elements of the structure where the work is
taking place)
SWL’s:
Other:
Required Personnel
Protective Equipment:
1. Hi-Viz
2. Coveralls
Safety Boots
Hard Hats
Eye Protection
Safety Gloves
Hearing
Protection
Respiratory
Protection
3.
Emergency Procedures:
Name of On-Site First Aider:
First Aid
Facilities:
First Aid Box Location:
Location of Nearest Hospital:
Welfare Requirements
Services to be supplied by
Others
Other information &
Comments
All work will be undertaken by qualified competent persons with experience of the type of work described above, and in all cases in
full accordance with safety procedures specified in the companies health and safety Policy.
Prepared by:
Position:
Date:
Reviewed by:
Position:
Date:
37
Items Attached:
Sketches
Certification of Plant etc.
Programme of Work
Risk Assessments
Yes
No








Method Statement Briefing Record
Briefing delivered by:
Position:
Date:
We (the undersigned) have read and understood the attached method statement and will comply with the specified requirements
and control measures. If the work activity changes or deviates from that originally envisaged, we will seek further advice and
request an amended method statement.
Name (Print)
Signature
Date
38
FORM: INCLUSIVE MANAGEMENT SERVICES (IMS) PAYMENT
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
Calculations of Orders (estimate)
• Material Handling
$TBD AT SHOWSITE
• Installation & Dismantle Labour
$TBD AT SHOWSITE
• Furnishings/Specialty furniture
$_______________
• Booth Cleaning
$_______________
• Floral
$_______________
• Electrical
$_______________
• Subtotal
$_______________
• Tax 7%
$_______________
• TOTAL
$_______________
39
FORM: TERMS AND CONDITIONS
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
40
FORM: TERMS AND CONDITIONS (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
41
FORM: TERMS AND CONDITIONS (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
42
FORM: SHELL SCHEME NAME
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
43
FORM: FURNITURE HIRE (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
44
FORM: FURNITURE HIRE (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
45
FORM: FURNITURE HIRE (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
46
FORM: FURNITURE HIRE (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
47
FORM: FURNITURE HIRE (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
48
FORM: FREIGHT FORWARDING AND SHIPPING
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
49
FORM: FREIGHT FORWARDING AND SHIPPING (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
50
FORM: FREIGHT FORWARDING AND SHIPPING (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
51
FORM: FREIGHT FORWARDING AND SHIPPING (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
52
FORM: MATERIALS HANDLING
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
53
FORM: MATERIALS HANDLING (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
54
FORM: MATERIALS HANDLING (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
55
FORM: MATERIALS HANDLING (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
56
FORM: WAREHOUSE SHIPMENTS
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
57
FORM: WAREHOUSE SHIPMENTS (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
58
FORM: OUTBOUND SHIPMENTS
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
59
FORM: ELECTRICIAL ORDER
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
60
FORM: ELECTRICIAL ORDER (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
61
FORM: ELECTRICIAL ORDER (CONTINUED)
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
62
FORM: ELECTRICIAL TERMS AND CONDITIONS
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
63
FORM: CLEANING HIRE
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
64
FORM: FLOWERS
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +817-337-3050 / Fax: +888-301-1273
65
FORM: PSAV AUDIO VISUAL PAYMENT
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +787-522-0601 / Website: http:/partner.psav.com/SheratonPuertoRicoConventionCenter.aspx
66
FORM: PSAV AUDIO VISUAL EQUIPMENT HIRE
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +787-522-0601 / Website: http:/partner.psav.com/SheratonPuertoRicoConventionCenter.aspx
67
FORM: PSAV INTERNET CONNECTION
PLEASE COMPLETE AND RETURN NO LATER THAN THURSDAY 10 APRIL 2014
Telephone: +787-522-0601 / Website: http:/partner.psav.com/SheratonPuertoRicoConventionCenter.aspx
68
69