1. No category

ECNP INDUSTRY MANUAL
The 27th ECNP Congress foundation is a public-interest-serving entity
ECNP Office – May 2014
CONTENTS
Chapter
th
Page
1. 27 ECNP CONGRESS CONTACT DETAILS
th
1.1
Contact details 27 ECNP Congress Foundation (ECNP Office)
1.2
Contact details organising secretariat (Colloquium Brussels)
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4
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1.3
Contact details CityCube Berlin (Congress venue)
1.4
Contact details official suppliers
2. CONGRESS INFORMATION
2.1
Provisional overview of the daily schedule
3. VENUE
3.1
Address
3.2
Contact information at the congress venue
3.3
Site visit
th
3.4
General space assignment at the 27 ECNP Congress
3.5
How to reach the venue
4. GENERAL INFORMATION
4.1
Agencies
4.2
Banking facilities
4.3
Congress bags
4.4
Customs clearance
4.5
Disabled persons facilities
4.6
External suppliers
4.7
First aid
4.8
Language
4.9
Parking
4.10 Privacy of participants
4.11 Public address (PA) system
4.12 Signage
4.13 Smoking
4.14 Sponsoring
4.15 Telephone, photocopying and fax facilities
5. INDUSTRY RULES AND REGULATIONS
5.1
Adherence to rules, regulations and guidelines
5.2
Adherence to laws
5.3
Governing law, competent court
5.4
Liability and indemnification
5.5
Disclaimer
5.6
Insurance
5.7
Damage to the premises
5.8
Activities (company related) during the official ECNP programme
5.9
Activities (company related) outside the official ECNP programme
5.10 Advertisements
5.11 Printed material (including electronic material, etc.)
5.12 Distribution of material
5.13 Miscellaneous
Further rules for exhibition
5.14 Audio-visual equipment
5.15 Stand activities
5.16 Obstruction of aisles and open spaces
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ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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6. SATELLITE SYMPOSIA
6.1
Access to satellite symposia
6.2
AV equipment, furniture and room specifications for satellite symposia
6.3
Catering
6.4
Disclosure
6.5
ECNP Dinner Invitation
6.6
E-mailing
6.7
Enduring material, recording (audio and image) and live webcast of satellite symposium
6.8
Installation and dismantling times
6.9
Preparation time
6.10 Printed material (including electronic material, etc)
6.11 Signage and room decoration
6.12 Simultaneous translation
6.13 Speakers ‘secretariat
6.14 Temporary staff / hostesses
7. EXHIBITION
7.1
Access to Exhibition
7.2
Allocated exhibition space
7.3
AV and IT equipment
7.4
Badges
7.5
Carpeting
7.6
Catering
7.7
Cleaning
7.8
Electricity & Lighting
7.9
Emergency procedure
7.10 Exhibitor service desk
7.11 Floral
7.12 Furniture
7.13 Hostesses / stand personnel
7.14 Internet connection
7.15 Laser products/gas cylinders and LPG
7.16 List of exhibitors (as of May 2014)
7.17 Price overview
7.18 Security
7.19 Stand information
7.20 Structural integrity and other regulations
7.21 Timetable
7.22 Trolleys
7.23 Water connection
8. SHIPPING/DELIVERY INFORMATION AND STORAGE
8.1
Contact details CEVA
8.2
Courier delivery/shipments
8.3
Material storage
Further information for exhibition
8.4
Delivery
8.5
Delivery entrance/access to the venue/forwarding
8.6
Dismantling and removal of exhibits and stand fittings
8.7
Floor loading capacities
8.8
Lorry Park
8.9
Maintenance and re-stocking of stands
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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9. GROUP REGISTRATION
9.1
General
9.2
Online group registration requests
9.3
Group registration contract
9.4
Submission of participant names
9.5
Group registration confirmation
9.6
Addition to and modification of existing groups
9.7
Letter of invitation for visa application
9.8
Pick-up of congress badges for participants
9.9
Group registration procedure summary
10. HOTEL ACCOMMODATION
11. PRESS
11.1 Press briefings
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11.2 Press facilities and material
12. PAYMENT AND CANCELLATION POLICIES
12.1 Payment terms and conditions
12.2 VAT
12.3 Cancellations and exhibition space reductions
13.
SERVICES AND ORDER CHECKLIST: DATES AND DEADLINES
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ENCLOSURES
Stand plan sketch: layout fittings
Exhibition floor plan (as of May 2014)
AV set-up overview satellite symposia
Detailed floor plan of satellite symposia session rooms (top and front views)
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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1. 27TH ECNP CONGRESS CONTACT DETAILS
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1.1 Contact details 27 ECNP Congress Foundation (ECNP Office)
ECNP Office
P.O. Box 85410
3508 AK Utrecht
The Netherlands
T: +31 88 75 69 555
F: +31 30 2538568
[email protected]
www.ecnp-congress.eu
www.ecnp.eu
Melinda Spitzer
Project Manager
Congresses & Meetings
T: +31 88 75 69 555
[email protected]
Rules and regulations,
exhibition & satellite
symposia applications,
scientific secretariat
1.2 Contact details organising secretariat (Colloquium Brussels)
Organising secretariat
Colloquium Brussels
6 Avenue E. Van Nieuwenhuyse
1160 Brussels, Belgium
T: +32 2 776 06 57
F: +32 2 779 59 60
[email protected]
www.ecnp-congress.eu
Aurélie Caron
Colloquium Brussels
T: +32 2 776 06 57
[email protected]
Exhibition & satellite
symposia logistics
Sergi Migallon
Registration department
T: +32 2 776 06 57
[email protected]
Group registration
Company staff registration
Exhibitor badges and
contractor passes
Cristina Vellar
Hotel department
T: +32 2 776 06 57
[email protected]
Hotels
The exhibition organisers are ECNP and the organising secretariat, Colloquium Brussels, hereinafter called
organisers.
1.3 Contact details CityCube Berlin (Congress venue)
CityCube
Messedamm
14055
Germany
T: +49 30 3038 3000
[email protected]
www.citycube-berlin.com
Rainer Zerell
Project Management Congresses
Berlin
26
Berlin
T: +49-(030) 3038 3071
F: +49-(030) 3038 3032
[email protected]
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
Site visits
4
1.4 Contact details official suppliers
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Satellite symposia and exhibition services at the 27 ECNP Congress are provided by the organising
secretariat, Colloquium Brussels, Michel de Backer, AV advisor, and designated official service suppliers.
The CityCube Berlin has been appointed as the exhibition general contractor.
All suppliers act on their own behalf in all arrangements with companies and are not agents or employees of
the organisers. All services or materials supplied by these companies will be subject to an agreement
between the suppliers and exhibitors and will be invoiced directly by the suppliers to the exhibitors. Please
note that the suppliers may apply their own regulations and instructions to the agreements they use.
Therefore, the organisers do not accept any liability or responsibility for any act performed or committed by
such suppliers.
Exhibitors may not order services or supplies that do not comply with these guidelines. It is the exhibitor’s
responsibility to be aware of the guidelines and to ensure that the services they order are in accordance with
the congress guidelines.
Service
Exhibition
management
Supplier & contact
person
Colloquium Brussels
Aurelie Caron
Address & website
Phone, mobile, fax & e-mail
6 Avenue E. Van Nieuwenhuyse
1160 Brussels, Belgium
[email protected]
www.debackerconsultants.com
T: +32 2 776 06 57
F: +32 2 779 59 60
[email protected]
T: +44 20 32 87 23 77
[email protected]
Satellite
symposia
management
(AV / room setup)
Exhibitor staff
registration and
group registration
DeBackerConsultants
Pty.Ltd.
Michel de Backer
Colloquium Group
Sergi Migallon
6 Avenue E. Van Nieuwenhuyse
1160 Brussels, Belgium
[email protected]
T: +32 2 776 06 57
F: +32 2 779 59 60
[email protected]
Catering for
exhibitors
Capital Catering
GMBH
Oliver Paluch
T: + 49 (0)30 3038 - 2993 / - 1952
F: + 49 (0)30 3038 91 2993
[email protected]
Contact for
technical details
signage satellite
symposium
session room
Signage satellite
symposium
session room
Atelier Köbbert
GMBH
Thomas Köbbert
Messedamm 22
14055 Berlin, Germany
[email protected]
[email protected]
Atelier Köbbert
GMBH
Thomas Köbbert
Nassauische Str. 54
10717 Berlin
[email protected]
T: +49 (0)30 86420086
F: +48 (0)30 8619532
Water, stand
cleaning, waste
disposal, Internet
power supply,
electricity,
telephone/fax,
temporary
personnel
(security)
Hostesses
Messe Berlin GmbH
Bettina Dietzsch
Messedamm 22
14055 Berlin, Germany
http://www.messe-berlin.de/en
T: +49 (0)30 3038 1465
F: +49 (0)30 3038 1460
[email protected]
MB Capital Services
GmbH
Doris Aust
Capital Services
GmbH
Anja Peglow
Thüringer Allee 12 A
D - 14052 Berlin
[email protected]
Thüringer Allee 12
14052 Berlin, Germany
http://www.mb-capitalservices.de/en
T: +49 (0)30 3038 1437
F: +49 (0)30 3038 1440
Stand equipment,
shell scheme
stands, carpeting,
furniture, lighting,
computer,
printer/copier, IT,
AV general, floral
decoration
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
T: +49 (0)30 86420086
F: +48 (0)30 8619532
T: +49 (0)30 3067 2013
F: +49 (0)30 3067 2059
[email protected]
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Hotels
Colloquium Brussels
Cristina Vellar
6 Avenue E. Van Nieuwenhuyse
1160 Brussels, Belgium
www.ecnp-congress.eu
Lifting,
forwarding,
customs
clearance, freight
& shipping
CEVA
Nadja Wever
Elektronweg 12
3542 AC Utrecht
The Netherlands
www.cevalogistics.com
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
T: +32 2 776 06 57
F: +32 2 779 59 60
[email protected]
T: +31 88 028 3183
M: 31 68 362 8592
F: +31 26 31 95 222
[email protected]
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2. CONGRESS INFORMATION
2.1 Provisional overview of the daily schedule
SCIENTIFIC PROGRAMME
Hours
Saturday
18-Oct
07.45 – 08.45
Sunday Monday
Tuesday
19-Oct
20-Oct
21-Oct
Brainstorming sessions (BS)
Career development sessions (CD)
09.00 – 10.40
10.40 – 10.50
Parallel tracks (S&E)
Presentation ECNP Travel Awards
11.00 – 11.45
Plenary lectures (PL)
11.45 – 13.45
12.25 - 12.35
13.15 – 13.45
Poster sessions (P) and coffee & lunch
Presentation poster awards (PA)
Rapid-fire poster sessions
13.45 –14.30
Plenary lectures (PL)
14.45 – 16.25
Parallel tracks (S&E)
16.25 – 16.55
Scientific cafés (CA)
16.50 – 18.30
Parallel
(S&E)
18.45 – 20.15
Keynote session
(incl.
Keynote
lecture)
Welcome
reception
20.15 – 21.45
SATELLITE SYMPOSIA (C)
Hours
Saturday
18-Oct
12.30 – 14.15
1 slot
14.45 – 16.30
17.00 – 18.45
tracks
Sunday
19-Oct
Monday
20-Oct
3 slots
4 slots
The programme consists of:
- 1 Keynote session (KS)
- 6 Plenary lectures (PL)
- 9 Brainstorming sessions (BS)
- 6 Career development sessions (CD)
- 4 Tracks with 7 symposia each (S)
- 1 Educational track with 7 educational update sessions (E)
- 15 Scientific cafés (CA)
- 3 Poster sessions (P)
- 3 Rapid-fire poster sessions (RF)
- 12 Slots for satellite symposia (C)
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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3. VENUE
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The 27 ECNP Congress will be held in the CityCube Berlin.
The congress venue is only 30 minutes away from the city centre, airport, and is directly located at the city
train stop ‘Messe Sud’.
3.1 Address
CityCube Berlin
Messedamm 26
14055 Berlin
Germany
T: +49 30 3038 3000
[email protected]
www.citycube-berlin.com
Location
The congress venue is located in the business and financial district of Berlin, only a few minutes away from
the city centre by underground or by taxi. The drive from the airport takes about 15 minutes.
Distances to congress venue:
8 kilometres from Berlin Hauptbahnhof (City Center Train station)
8 kilometres from the International Airport Tegel (TXL)
26 kilometres from the International Airport Schönefeld (SXF)
10 kilometres from the city centre
For a detailed map of the area around the congress venue and transportation options please see item 3.5.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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3.2 Contact Information at the congress venue
CityCube Berlin
Rainer Zerell
Project Management Congresses
T: +49-(030) 3038 3071
F: +49-(030) 3038 3032
[email protected]
3.3 Site visits
If you wish to visit the venue before the congress, please contact Rainer Zerell (see contact details at item
3.2) at the CityCube Berlin, to schedule your visit. Please keep in mind that construction on the building
might still being finalised at that time.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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3.4 General space assignment at the 27 ECNP Congress
Congress building
Entrance level
Level 1
Level 2
Level 3
Registration area
Congress bag handout
Business centre
Cloakroom
First Aid
ATM
Session rooms
- Hall A4
- Hall A1
- Hall A3
- Hall A7
- Hall A8
Speakers’ secretariat
Members’ and Faculty lounge
Poster & Award area
Exhibition area
ECNP Plaza
Junior Scientists’ lounge
Smaller session rooms
- Room M2
- Room M4
- Room M6
Press briefing (Room M1)
Press room (Room M3)
General overview floor plan
Entrance level
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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Level 1
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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Level 2
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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Level 3
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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3.5 How to reach the venue
From the airport – International Airport Tegel (TXL)
By taxi/car:
Overall duration of trip is approximately 15 minutes, depending on traffic.
The cost by taxi is approximately EUR 25, depending on traffic at specific times of day.
By public transport:
Metro/bus
You can take the TXL bus to Beusselstraat then the S42 to Westkreuz (brown line) and finally the S5 to
Messe Süd one stop further (orange line). You then have to exit from the right side of the track towards
Jafféstrasse and you will find the CityCube across the street from the train station. Your travel time will be
approximately 45min.
From the airport – International Airport Schönefeld (SXF)
By taxi/car:
Overall duration of trip is approximately 35 minutes, depending on traffic.
The cost by taxi is approximately EUR 25, depending on traffic at specific times of day.
By public transport:
The travel time by public transport from SXF to the venue is over 2hours.
From the train station – Berlin Hauptbahnhof (City Center)
By taxi/car:
Overall duration of trip: approximately 20 minutes, depending on traffic.
The cost by taxi is approximately EUR 25 depending on traffic at specific times of day.
By public transport
You can take the S5 line (orange) towards Spandau and get off at Messe Süd (7 stops), then walk towards
the venue. You then have to exit from the right side of the track towards Jafféstrasse and you will find the
CityCube across the street from the train station. Your travel time will be approximately 30min.
For other itineraries and information, please visit the Berlin transport website at
www.bvg.de/index.php/en/index.html
Public transport map of the area around CityCube Berlin
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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4. GENERAL INFORMATION
4.1 Agencies
The use of agencies for logistical and technical purposes is permitted, provided the company informs the
organising secretariat, Colloquium Brussels, in writing of the name of the agency and which activities it will
perform. Unfortunately, it is not possible to handle any requests by agencies before such a written statement
has been received. Please note that the company remains responsible for the activities organised. Should
you desire to work with an agency, please fill in the Agency reply form.
NB: Material regarding the contents of the satellite symposia must be provided by the company itself to the
ECNP Office (including printed and press material).
4.2 Banking facilities
The CityCube Berlin has an ATM machine in the entrance lobby next to the cloakroom. There are also banks
and post offices located at the Theodor-Heuss-Platz (approx. 2km) such as “Postbank Finanzcenter”.
The official currency in Berlin is the euro (EUR). Foreign currencies may easily be exchanged in banks,
exchange offices, at the airport and at major points of interest that are listed here. The closest to the
CityCube Berlin is at the train station “Zoologischer Garten / Bahnhof Zoo”.
4.3 Congress bags
The contents of the bag will be limited to the final programme, notepad, pen and ECNP promotional material
which are all supplied by ECNP.
4.4 Customs clearance
The official freight forwarder, CEVA, has supplied full customs clearance instructions in their Shipping
Instructions form. For a full quotation please complete this Shipping Instructions form and send it to
[email protected].
4.5 Disabled persons facilities
All access points at the congress venue are adapted for disabled persons (appropriate access to session
rooms, lifts to access the different levels, disabled persons’ restrooms on each floor of the building, parking
for disabled persons).
Please ensure that your stand and exhibits are equally accessible to people with disabilities as well as to
people without disabilities. Any stand with a platform should provide an appropriate access ramp.
4.6 External suppliers
An exhibitor, who would like to propose an external company or supplier, must contact Colloquium Brussels
with their request. The exhibitor is responsible for ensuring that the supplies ordered in accordance with the
congress guidelines. The exhibitor is responsible for following the rules and procedures established by the
CityCube Berlin regarding the use of external companies or suppliers.
4.7 First aid
First aid service is available at the entrance level of the CityCube Berlin.
Telephone number within the CityCube Berlin: 2222; from outside the CityCube Berlin: 112
The nearest hospital is Krankenhaus Westend.
4.8 Language
The official language of the congress is English. There is no simultaneous translation allowed, neither during
the scientific programme, nor the satellite symposia.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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4.9 Parking
The CityCube Berlin has close public parking all around the venue that participants can have access to. On
the Conventions Center map, the parking are indicated with a “P”. The ones that are circled in red are the
closest from the CityCube Berlin, which are P10 (80 parking spaces), P11 (40 parking spaces), P11a (200
parking spaces), P13 (44 parking spaces) and P13a (350 parking spaces). Participants will not be able to
have access to P12 as it is only for trucks or P17 and P18 because it is already reserved for another event
but any other ones will be free.
There is no need or possibility to reserve parking spaces.
The CityCube Berlin does not have any parking for trucks, coaches or vans.
4.10 Privacy of participants
All parties involved in the organisation of ECNP Congresses are urgently requested to respect the privacy of
the participants. This implies that it would be greatly appreciated if no promotional material was displayed in
hotels or left for the attention of the participants in their hotel rooms. Please ensure that hospitality areas in
hotels are kept low profile.
4.11 Public address (PA) system
The PA system is for official use by the organisers only.
4.12 Signage
Signage related to satellite symposia and the exhibition will be provided and organised by ECNP. No other
signage is permitted.
4.13 Smoking
The ECNP Congresses are non-smoking congresses.
4.14 Sponsoring
There are no industry sponsored activities allowed during the congress besides the satellite symposia and
exhibition.
4.15 Telephone, photocopying and fax facilities
Exhibitors can hire fax machines and phones through the venue by filling in this order form and send it to [email protected]. Printers and computers can be requested to MB Capital Services GmbH by filling
in the order form and send it back to [email protected].
A business centre will be located at the entrance level of the CityCube Berlin behind the cloakroom and will
be open during the congress from 09.00-18.30 on Saturday and from 07.30-18.00 from Sunday to Tuesday.
Please note that this business centre will accept cash and credit cards.
Service
A4 BW copy
A3 BW copy
A4 Colour copy
Fax
Price in EUR (as of 1 February 2014)
0.25
0.30
1.00
1.30
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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5. INDUSTRY RULES AND REGULATIONS
5.1 Adherence to rules, regulations and guidelines
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All companies involved in the 27 ECNP Congress should adhere to this document, the ECNP Industry
Guidelines (February 2014) sent out by the ECNP Office and to the Exhibition Regulations of the CityCube
Berlin as stated in this document.
In order to achieve an efficient flow of information it would be appreciated if you could provide this
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information to all persons involved in the 27
agencies working on your behalf.
ECNP Congress within your own company, as well as to
5.2 Adherence to laws
It is the companies’ responsibility to adhere to any laws applicable in the country where the ECNP Congress
is being held. The organisers accept no responsibility whatsoever for any transgression of such laws by
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exhibitors and/or satellite symposia organisers at the 27 ECNP Congress.
5.3 Governing law, competent court
The law of The Netherlands shall be applicable to the whole contractual relationship between the organisers
and the companies, which includes - but is not limited to – the guidelines and all other agreements.
Any disputes which might arise as a result of the agreements are subject to the adjudication of the
competent court of jurisdiction in The Netherlands.
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Participation in the exhibition and/or satellite symposia of the 27 ECNP Congress implies acceptance of
these conditions.
5.4 Liability and indemnification
The company will be fully responsible for any claims, liabilities, losses, damages, or expenses relating to or
arising out of any injury to any of the companies’ personnel or to any other person or any loss or damage to
any property of company or any other property where such injury, loss or damage is incident to, arises out of,
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or is in any way connected with companies participation of the 27 ECNP Congress.
Moreover, the company shall protect, indemnify, hold harmless and defend the organisers and their
employees from and against any and all such claims, liabilities, losses, damages and expenses. The
company further waives any claim against the organisers, their officers, directors, agents, and suppliers,
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arising out of oral and written publication or republication of any statement made in connection with the 27
ECNP Congress concerning the company’s or his/her exhibits, products or services. The foregoing does not
apply to claims arising from gross negligence or wilful misconduct on the part of the organisers or any person
or object for which the organisers can be held liable under Dutch law.
5.5 Disclaimer
For reasons beyond their control (such as war, strikes, lockouts, riots or any such civil disturbances, any acts
of God, including but not limited to earthquakes, floods and droughts and any other cause or circumstance of
whatsoever nature beyond its control that have an impact on the arrangements, timetables or planning of a
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scientific meeting), the 27 ECNP Congress and/or its agent Colloquium Brussels and/or its agents have the
right to immediately alter or cancel the congress or any of the arrangements, timetables, plans or other items
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relating directly or indirectly to the 27 ECNP Congress. The company and/or participants shall not be
entitled to any compensation for damages that result from such alteration or cancellation.
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Furthermore, with the exception of any wilful damage or gross negligence committed by the 27 ECNP
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Congress and/or its agent Colloquium Brussels and/or its agents, neither the 27 ECNP Congress nor its
agent Colloquium Brussels and/or its agents shall at any time be liable for any direct or indirect damage
suffered by the company and/or participants, including consequential and immaterial damage, caused by
failure to comply with any provision of this document.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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5.6 Insurance
Although every reasonable precaution will be taken to protect the company’s property whilst on display at the
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exhibition or during the satellite symposium at the 27 ECNP Congress, it must be clearly understood that
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the company takes part in the 27 ECNP Congress entirely at his or her own risk. Furthermore, with the
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exception of wilful damage or gross negligence on their part, the 27 ECNP Congress and/or its agent
Colloquium Brussels and/or its agents, the management of the CityCube Berlin, the local authorities, and the
designated official service suppliers accept no liability for any loss or damage sustained or occasioned from
any other cause. It is highly recommended that all exhibitors carry the proper individual medical travel and
health insurance.
Furthermore, all companies should carry proper liability insurance, as the company is responsible for all
personal injury or damage to property arising in connection with the construction and dismantling of the
exhibition stand and/or with the satellite symposium on anything permitted, omitted or done thereon or there
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from during the period of congress or the construction and dismantling periods of the 27 ECNP Congress,
with the exception of personal injury or damage to property to third parties which is caused by ECNP or any
person or object for which ECNP can be held liable under Dutch law.
5.7 Damage to the premises
Nails, screws or other fixtures may not be driven into any part of the premises including floors, nor may any
part of the premises be damaged or disfigured in any way. If any damage occurs, the company responsible
for such damage will be invoiced for any charges incurred.
5.8 Activities (company related) during the official ECNP programme hours
Company related activities (other than exhibition) are not allowed during the official ECNP programme from
Saturday 18 October 16.50 till Tuesday 21 October 16.55, including the ECNP Dinner on Tuesday 21
October 2014.
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The 27 ECNP Congress has meeting rooms for rent available (only for private staff meeting purposes) at
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the CityCube Berlin during the 27 ECNP Congress at a first come first serve basis.
Meeting rooms can be rented from Saturday 18 October until Tuesday 21 October 2014 between 07.0018.30 daily.
For further information and reservation please send an e-mail to [email protected].
5.9 Activities (company related) outside the official ECNP programme hours
If a company or an organisation intends to organise a private meeting or other event during the
th
27 ECNP Congress, it would be appreciated if the ECNP Office could be notified of this for information
purposes only. It would also be appreciated if no activities were organised in parallel with the satellite
symposia.
5.10 Advertisements
Company advertisements are not permitted in the congress supplement to the journal European
th
Neuropsychopharmacology (ENP) or any printed matter of the 27 ECNP Congress.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
18
5.11 Printed material (including electronic material, etc.)
No use may be made of the ECNP logo. The logo is understood to include the letter type and colours of the
th
ECNP letterhead. However, the ECNP promotional kit is available for use for materials related to the 27
ECNP Congress.
Text reference can be made to the ECNP Congress or ECNP:
 On the invitation for satellite symposia, worded as follows: ‘satellite symposium on the occasion of
th
the 27 ECNP Congress with educational financial support provided by <name company>’
 On written information for the press, see chapter 10.2 under Press facilities and material
 On the live webcast of a satellite symposium, see chapter 6.10.
Reference to exhibition is limited to ‘please visit the exhibition booth/stand of <name company>’.
No trade logos and/or names may be printed on invitations for satellite symposia.
5.12 Distribution of material
Apart from the exhibition stands and the rules, as stated in chapter 6 for satellite symposia, companies will
th
not be permitted to distribute or mount any material at the venue of the 27 ECNP Congress. Clothing etc.
on which advertisements appear are considered to be printed material and staff wearing such items should
remain at the exhibition stand. In addition, the use of ‘living promotional material’ outside the exhibition stand
or the session room of the satellite symposium is not permitted, e.g. staff ‘helping’ participants to read the
signs or to find satellite symposia, exhibition or other company related matters.
5.13 Miscellaneous
In addition to these ECNP Industry Guidelines, the terms and conditions, important notes and technical
guidelines mentioned in the ECNP Industry Manual, as well as the Exhibition Regulations and Technical
Guidelines of the CityCube Berlin also apply. In the event of a dispute, the decision of the organisers is final.
Further rules for exhibition
5.14 Audio-visual equipment
The use of microphones/audio-visual equipment on the exhibition stand is permitted, but the volume must
not be such as to cause annoyance to other exhibitors. The organisers reserve the right to prohibit the use of
such equipment, if in the organisers’ opinion, any annoyance is being caused.
5.15 Stand activities
It would be appreciated if companies endeavour to organise medically oriented exhibits. Exhibitors are
permitted to demonstrate the company’s equipment and to make informational presentations regarding the
product line or service within the stand. Demonstration areas must be indicated on your stand plans and,
where necessary, must include soundproofing within the construction of this area. Plans must also show any
proposed queuing and viewing areas within the stands. Any other attention-getting devices must be
approved by the organisers prior to the start of the congress.
Only activities which, in the opinion of the organisers, are in line with medically oriented exhibits will be
permitted. The organisers reserve the right to end activities or to close a stand.
5.16 Obstruction of aisles and open spaces
Exhibitors will not be allowed to display exhibits outside their own exhibition stands. Additionally, the
organisers reserve the right to order changes to exhibition stands, which are in any way obtrusive. Any form
of light projection, etc. outside the exhibition stands is not permitted. Aisles must be kept clear and free for
passage at all times. Any exhibitor who does not abide by the rules is liable to have his or her stand closed
by the organisers at the exhibitor’s own risk and expense.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
19
6. SATELLITE SYMPOSIA
6.1 Access to satellite symposia
All registered congress participants have access to satellite symposia. Participants are required to wear their
badges in order to have access to the congress venue.
Free satellite symposium staff badges
Satellite symposium organisers are entitled to 4 (four) satellite symposium staff badges per satellite
symposium free of charge, which will be provided on-site. These badges allow admission only to your
satellite symposium and these are not name-specific but time slot-specific. On the satellite symposium staff
badges, only the company name and corresponding time slot, as indicated on the satellite symposium
application form, will be printed. Therefore, they are only valid for one satellite symposium. Badges for
satellite symposium staff do not allow access to the scientific sessions.
Exhibitors do not have access to satellite symposia. However exhibitors may attend the satellite symposium
of their company. To access these, please present your exhibitor badge at the entrance of the room.
For security reasons, all participants must wear the provided badges at all times during the congress.
Security staff will not allow you or your staff to enter the congress without a valid badge.
Additional satellite symposium staff badges can be purchased at a price of EUR 150 (excl. VAT) per
badge on the satellite symposium registration link.
Temporary staff/hostesses badges
Badges for your additional temporary staff/hostesses are provided free of charge. These badges allow
admission only to your satellite symposium and these are not name-specific but time slot-specific. Please
indicate the number of additional badges you require on the satellite symposium registration link in the
appropriate section.
Information on how to order additional temporary staff/hostesses can be found at item 6.14.
Speakers and chairs of your satellite symposium
Please note that it is mandatory to register the speakers and chairs of your satellite symposium through the
online individual or group registration form if you have not already done so.
Please note that ECNP faculty members cannot be registered through a group. They are registered through
the scientific secretariat. They can, however, be part of a group for hotel accommodation and travel
arrangements.
Although every effort will be made to inform you in the event of a double registration, when either an
individual or another group registers the same participant, the organising secretariat cannot be held
responsible should such an event occur.
Badge pick-up
Free and additional satellite symposium staff badges will be available for pick-up (in an envelope under the
company’s name and satellite time slot) on-site at the registration desks from 15.00 until 19.00 on Friday 17
October 2014 and during the registration opening hours from Saturday 18 October 2014 to Tuesday 21
October 2014.
6.2 AV equipment, furniture and room specifications for satellite symposia
AV advisor
th
The ECNP AV advisor for the 27 ECNP Congress is the contact person for companies organising a satellite
th
symposium at the 27 ECNP Congress. For any technical requests or assistance concerning AV equipment,
live webcasts etc. and assistance for satellite symposia, please contact:
Michael De Backer
[email protected]
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
20
Room specifications
th
The following rooms will be used for satellite symposia on the occasion of the 27 ECNP Congress:
Room
Building
Level
Capacity
(theatre)
Hall A1
Congress centre
Level 1
850 seats
Hall A3
Congress centre
Level 1
447 seats
Hall A7
Congress centre
Level 1
447 seats
Hall A8
Congress centre
Level 1
850 seats
Room set-up for all satellite symposia is theatre style. Please note that the standard room set-up can under
no circumstances be changed to fit your own requirements, since this might jeopardise the set-up for the
scientific sessions. Detailed floor plans of the rooms are enclosed to this manual.
All rooms are equipped with the following furniture and congress staff:






1 table (140 cm x 70 cm) / main entrance(s) of the room for handing out materials
1 poster board / main entrance(s)
1 panel table with space for 4 seats
1 speaker lectern (with fixed microphone)
1 senior AV-technician
1 badge checker at main entrance(s)*
* Staff will be available 30 minutes prior to the start of the satellite symposium and remain until the end of the
session time.
For detailed information concerning the technical equipment and technical staff provided in the satellite
symposia rooms, please see the enclosed document with the AV set-up overview for satellite symposia.
Any additional AV items and technical staff must be ordered through the AV advisor Michael De Backer.
Please contact him for any AV needs.
The deadline for confirming orders is Friday 3 October 2014 and will incur additional costs for the company
organising the satellite symposium. A surcharge of 50% will apply to additional orders confirmed between
Saturday 4 October 2014 and the end of congress.
6.3 Catering
Due to the limited space at the venue it has been decided to discontinue the possibility for companies to
provide catering for their satellite symposium participants.
6.4 Disclosure
ECNP requests speakers and chairs and poster presenters in the scientific programme of ECNP and in the
satellite symposia to disclose potential conflicts of interest. This will allow the audience to take potential
conflicts of interest into account when assessing the objectivity of the presentation. Speakers are requested
to disclose potential conflicts of interest regarding their current presentation in the first slide of their
presentation. Chairs are also requested to disclose potential interest regarding the topics of the
presentations during their session in the first slide of their session. Poster presenters are requested to
disclose potential conflicts of interest regarding their current poster presentation at the bottom of their poster.
Potential conflicts of interest can involve: grants, honoraria, shares, paid positions on advisory boards etc.
The text to be used for speakers {1} and for chairs {2} in the satellite symposia is:
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
21
Conflict of interest statement regarding {1 my presentation} {2 the topics of the presentations}
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in the satellite symposium on the occasion of the 27 ECNP Congress with educational financial support
provided by
<name company>
{1< title presentation>}{2 <title satellite symposium>} on
<date> October 2014
○
I have no potential conflict of interest to disclose
○
I have an interest in relation to one or more organisations that could be perceived as a possible conflict
of interest in the context of the {1 subject of this presentation} {2 topics of the presentations}. The
relationship(s) is (are) summarised below:
Interest
Name of organisation
Grants
Honoraria
Shares
Paid positions
Advisory boards
Other involvement
_________________
_________________
_________________
_________________
_________________
_________________
6.5 ECNP Dinner invitation
th
For each company organising a satellite symposium on the occasion of the 27 ECNP Congress 2 (two)
representatives per company are invited to attend the ECNP Dinner. The ECNP Dinner will take place on
Tuesday 21 October 2014 at the ‘AXICA’, from 19.30. The names of the two representatives should be sent
by the company to the ECNP Office at [email protected] by 15 July 2014 at the latest.
6.6 E-mailing
A participants list will not be available for companies. An e-mailing promoting the satellite symposia will be
sent out by the organising secretariat Colloquium Brussels about four weeks before the congress to all preregistered participants. In this e-mailing participants will be invited to visit the ECNP Congress website that
includes the digital versions of the invitations for satellite symposia, as produced by the companies.
6.7 Enduring material, recording (audio and image) and live webcast of satellite symposium
ECNP gives permission to re-use the content of the programme of a satellite symposium to create enduring
material and allows recording (audio and image) of a satellite symposium by the medical company in
principle and if possible from a logistical point of view. ECNP allows live webcasting of satellite symposia.
Re-use is permitted, provided that:
 This activity does not, in any way, cause any disturbance to the attendees, or causes any damage
to the building
 All legal issues such as, for example, copyright and privacy of the attendees involved in this activity
are the responsibility of the company
 The recorded material is a full version of the satellite symposium given without omissions or
additional information
 There is no link or reference to ECNP or the ECNP Congress other than the sentence ‘satellite
th
symposium on the occasion of the 27 ECNP Congress with educational financial support provided
by <name company>’
 A reference is made that the content is not necessarily the opinion of ECNP
If the approved satellite symposium is to be webcasted live, the utmost will be done by the organisers to
provide a time slot for a short technical rehearsal in the session room.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
22
6.8 Installation and dismantling times
Companies are permitted to have material delivered to the outside of the session room and can set up their
tables up to 1 hour before the start of their satellite symposium. However, companies will only have access
to their assigned room and can only start to hand out material 30 minutes before the start of the satellite
symposium. Extensions beyond the assigned time slot are not allowed under any circumstances.
The room should be vacated immediately after the end of the satellite symposium. It is the responsibility of
the company organising the satellite symposium to ensure that all materials arising from preparing their
satellite symposium are completely removed from the assigned room immediately after the session. If
material is left in the room, requiring CityCube Berlin to arrange waste removal, a fee will be charged for this
service to the company who is responsible for the waste.
6.9 Preparation time
Please note that you only have 30 minutes to set up your satellite symposium inside the allocated room. A
rehearsal time slot with Michael De Backer (AV advisor) is offered for companies. You can find your exact
rehearsal time slot in the enclosed AV set-up overview for satellite symposia.
6.10 Printed material (including electronic material, etc.)
Printed material of the satellite symposia must have the name of the medical company involved on the cover
of printed matter, on the poster and on the first page of electronic material, in the following wording ‘satellite
th
symposium on the occasion of the 27 ECNP Congress with educational financial support provided by
<name company>’.
Printed material announcing satellite symposia will only be distributed by:
1. E-mailing to the pre-registered participants: the organising secretariat Colloquium Brussels will
organise an electronic mailing to all pre-registered participants approximately four weeks prior to
the congress, inviting participants to visit the ECNP congress website that includes digital versions
of all the invitations for satellite symposia produced by the companies. This pdf of the invitation
should be approved by the ECNP Office and the final version should be sent to the ECNP Office no
later than 1 September 2014.
2. Display of posters on 3 identical poster boards (1 poster – max. A1 format – per board per satellite
symposium). Two poster boards for the promotion of your satellite symposium, with corresponding
racks for leaflets, will be placed in the general area of the congress venue on which the posters
should be placed on Saturday 18 October from 08.00 and can remain until Tuesday 21 October
th
18.00. These poster boards and racks are especially provided for this purpose by the 27 ECNP
Congress at the congress venue.
The third poster board will be located at the main entrance of the room allocated for your satellite
symposium. If the allocated room has two main entrances, a fourth poster board will be provided.
These posters can be put up no more than 30 minutes prior to the start of the satellite symposium.
The format of these posters should be A1 format, 841 mm high and 594 mm wide (portrait
style) and these posters need to be approved by the ECNP Office.
It will also be possible to order a panel for the main entrance(s) of the room allocated for your
satellite symposium through the signage package order form instead of a third poster board. See
item 6.11 for more details. If you order this sign, we will not provide a board for your third poster.
3. Handing out material from the exhibition stand.
4. Handing out material from the table(s) at the entrance of the room used for the satellite symposium,
commencing no more than 30 minutes before the start of the satellite symposium. Companies are
allowed to bring in their material to the tables 60 minutes before the start of the satellite
symposium. However, the material needs to be covered until 30 minutes before the start of the
satellite symposium
A pdf. version of all printed material used in relation to satellite symposia should be sent for approval by 1
September 2014 at the latest to the ECNP Office to the attention of Melinda Spitzer, Project Manager
Congresses & Meetings, e-mail [email protected]. As a rule, a response will be given within 5 working
days.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
23
6.11 Signage and room decoration
Directional signage related to satellite symposia will be provided and organised by ECNP. No other
directional signage or promotional signage (beyond that is mentioned in chapter 6.10) inside or outside the
venue is permitted. Please see chapter 6.10 as well as chapter 5.11 of this document for information about
the approval of printed matter.
The organisers will provide room decoration and ECNP signage.
Companies may brand the session room with their own images as they wish, but it needs to be ordered
through the signage package order form. The organisers will take care that the material ordered is ready in
the room 30 minutes before the start of the satellite symposium and that it is removed no later than 15
minutes after the end of the satellite symposium.
The branding is being centralised in order to take care that the congress signage and decoration provided by
the organisers is not removed or damaged in any way.
Standard in the room will be a lectern and a panel table for 4 persons both with ECNP branding on three
sides.
The following packages can be ordered:
1. LECTERN BRANDING (excl. design-cost)
€
189,00
€
268,00
€
635,00
€
915,00
1x banner (450cm H x 150cm W)
€
578,00
2x banners (each 450cm H x150cm W) - identical
€ 1.130,00
free-standing 133 high (H) x 71 wide (W) x 45 deep(D)
(front-panel = 135cm H x 75cm wide)
(2x side-panels = each 135cm H x 45cm wide)
2. PANEL TABLE WITH COMPANY BRANDING (excl. design-cost)
4pax (comes with 2x panel mikes)
4pax (front 282cm W ; 2x sides each 100cm W ; 80cm H)
5pax (comes with total of 3x panel mikes)
5pax (front 362cm W ; 2x sides each 100cm W ; 80cm H)
6pax (comes with total of 4x panel mikes & 3rd comfort monitor)
6pax (front 423cm W ; 2x sides each 100cm W ; 80cm H)
3. BANNER inside session room (excl. design-cost, incl. labour/pulley/lighting)
(position as per ECNP-drawing = red banners)
4. Satellite symposium printed panel outside entrance (excl. design-cost)
1-sided sign (100cm W ; 200cm H)
€
138,00
Details with drawings and positions can be found on the signage package order form.
Deadline for ordering is 3 October 2014. On late orders a surcharge of 50% will be added and these need to
be paid immediately either by bank transfer or credit card, in any case before the start of the congress.
6.12 Simultaneous translation
The official language of the congress is English. There is no simultaneous translation allowed, neither during
the scientific programme, nor during the satellite symposia.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
24
6.13 Speakers’ secretariat
Companies organising a satellite symposium are invited to use the speakers’ secretariat free of charge to
upload, review or make changes to their presentations. Presentations will be directly dispatched to the
appropriate room by the official congress IT company, COVR. Only PowerPoint presentations are accepted.
If you do not wish to use the speakers’ secretariat, please note that you will have to provide your own laptop
in the session room.
Please notify Michael De Backer ([email protected]), the AV advisor, no later than 19
September 2014 if you plan to make use of this service or if you will provide your own laptop for your satellite
symposium. Please note that companies who do not make use of the speakers’ secretariat may not have
access to certain services (e.g. the PowerPoint computer in the room, which is connected to the speakers’
secretariat).
6.14 Temporary staff / hostesses
Some technical assistance and personnel is included in the session room as specified in chapter 6.2 above
and in the enclosed document AV set-up overview for satellite symposia.
If you require additional temporary staff to assist with your satellite symposium, please send your request to
the official supplier, MB Capital Services. Please fill in their order form and send it back to [email protected].
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
25
7. EXHIBITION
7.1 Access to Exhibition
The exhibition will take place on 19-21 October 2014 from 09.00 until 17.00 in Hall B on level 2 of the
CityCube Berlin, Berlin, Germany.
Exhibitors may enter the exhibition hall 1,5 hours before and 1 hour after the opening hours of the exhibition
each day. Exhibition staff will be able to enter with either an exhibitor badge or set-up pass (see chapter 7.4).
Set-up passes are special vouchers provided to exhibitor staff members registered with free congress
participant badges.
Exhibitors do not have access to satellite symposia. However, exhibitors may attend their own satellite
symposium. To access these sessions, please present your exhibitor badge at the entrance.
Exhibitors must ensure that their stands are staffed and open throughout the opening hours of the exhibition.
For security reasons, all exhibitors must wear the provided badges at all times during the congress. Security
staff will not allow you or your staff to enter the congress without a valid badge.
7.2 Allocated exhibition space
The allocation of stand space does not mean that the organisers endorse or support the information provided
at the exhibition stand.
Exhibitors are not allowed to sublet their assigned stand space.
7.3 AV and IT equipment
A full range of AV and IT-equipment can be ordered through MB Capital Services GmbH. For the rental of
AV and IT equipment, please fill in their order form and send it back to [email protected].
7.4 Badges
Contractor passes
During the build-up and dismantling hours of the exhibition, all exhibitors and stand contractors are required
to wear contractor passes due to security reasons. These passes are valid during build-up and dismantling
only and will be supplied by the organisers, free of charge. All vehicles delivering exhibits or stand-fittings
must have a contractor pass. For security reasons, the contractor pass must be displayed in the vehicle at all
times. Please indicate the number of contractor passes you require on the exhibition registration form and
enter the code that has been sent to you by e-mail.
Free exhibitor badges
Exhibitors are entitled to a certain number of free exhibitor badges, depending on the size of their stand
(please see below the summary table of free exhibitor and congress participant badges), which will be
provided on-site.
The exhibitor badges allow admission to the exhibition area 1,5 hours before and 1 hour after the opening
hours of the exhibition, each day (see chapter 7.21).
The exhibitor badges also give access to the satellite symposia organised by the badge holder’s own
company as well as access to the coffee breaks and lunches served during the official breaks.
Exhibitor badges do not allow access to the scientific sessions.
Only the company names, as indicated on the application form, will be printed on the exhibitor badges;
therefore exhibitors can rotate these badges, as they prefer.
Additional exhibitor badges
Additional exhibitor badges for stand personnel can be purchased at a price of EUR 150 (excl. VAT) per
badge by using the exhibition registration form and entering the code that has been sent to you by e-mail.
Free congress participant badges / set-up passes
Exhibitors are also entitled to a certain number of free congress’ participant badges, provided the stand
space hired is at least 25 m². The number of free congress participant badges depends on the size of the
stand (see the summary table below of free exhibitor and congress participant badges).
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
26
The congress participant badges allow access to the scientific programme, satellite symposia, exhibition
during opening hours, coffee breaks and lunches served during the official breaks. For more details what is
included in the registration fee for congress participants please check: http://www.ecnpcongress.eu/registrationhotel/individualregistration/whatisincluded.aspx.
Please note that congress participant badges do not give access to the exhibition area before and/or after
the opening hours of the exhibition. However, you can request set-up passes free of charge for your
exhibition staff with free congress participant badges that entitle them to enter the exhibition area 1,5 hours
before and 1 hour after the opening hours.
To obtain your free congress participant badges /set- up passes, please complete the exhibition registration
form and enter the code that has been sent to you by e-mail.
Additional congress participant badges
Any additional congress participants can be registered through the online individual registration form or the
online group registration form and must be paid for in full.
Deadline to complete the online exhibition registration form is: 22 September 2014
Badge pick-up
Contractor passes will be available for pick up at the registration desk located on the Entrance level of the
CityCube Berlin from Thursday 16 October 2014 onwards.
Free and additional exhibitor badges and free congress participant badges with set-up passes, when
indicated, will be available for pick-up (in an envelope under the company’s name) at the registration desk
located on the Entrance level of the CityCube Berlin from 15.00 until 19.00 on Friday 17 October 2014 and
during the registration opening hours from Saturday 18 October 2014 to Tuesday 21 October 2014.
Summary table of free exhibitor and congress participant badges
Stand size
2
9 - 19 m
2
20 - 24 m
2
25 - 29 m
2
30 - 39 m
2
40 - 49 m
2
50 - 59 m
2
60 - 69 m
2
70 - 74 m
2
75 - 79 m
2
80 - 89 m
2
90 - 99 m
2
100 - 109 m
2
110 - 119 m
2
120 - 124 m
2
125 - 129 m
2
130 - 139 m
2
140 - 149 m
2
150 - 159 m
2
160 - 169 m
2
170 - 179 m
2
180 - 189 m
2
190 - 199 m
2
> 200 m
Free exhibitor badges
2
3
3
4
5
6
7
8
8
9
10
11
12
13
13
14
15
16
17
18
19
20
20
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
Free congress participant
badges
0
0
1
1
1
2
2
2
3
3
3
4
4
4
5
5
6
6
6
6
6
6
6
27
7.5 Carpeting
Carpeting will be provided in the aisles and general areas of the exhibition hall (blue 3914PF2*) and in the
catering area (grey 3905PF2*). Exhibitors must provide suitable floor covering, such as carpets, in their
stand space. Carpeting is required for all shell scheme stands. If the exhibitor fails to order carpeting for the
stand, the exhibition manager will order carpeting for the stand and the exhibitor will be invoiced by the
supplier for all charges and late order fees.
To order carpeting, please fill in this order form and send it back to [email protected].
Before initiating the stand and in order to avoid damaging the floor, the entire surface area of the stand has
to be covered with carpet (fixed by means of double-sided adhesive tape). Both the floor covering and
adhesive tape must be removed at the end of the exhibition. Failure to do so will result in the exhibitor being
charged for the removal costs and waste disposal. In case the surface area is not covered and the floor
damaged, there will be a cost for repairing the floor which will be charged to the exhibitor.
7.6 Catering
Tea, coffee and lunch is provided free of charge for any of your staff members registered at the congress
during the exhibition period. Congress catering will be served in the direct proximity of the exhibition area,
thus ensuring maximum contact between exhibitors and participants. To locate the catering areas within the
exhibition hall, please refer to the latest exhibition floor plan. Food stations with buffet tables will be installed
in the congress catering areas.
Exhibitors can place orders for catering by using the catering order form and send it back to Oliver Paluch at
[email protected]. It is forbidden to bring food and beverages from outside. The exhibitor
is responsible for ensuring that the ordered supplies follow the congress guidelines and the exhibitor is
responsible for following the rules and procedures established by the CityCube Berlin.
Please refrain from serving alcoholic beverages in the exhibition area and take note that the ECNP
Congresses are non-smoking congresses.
7.7 Cleaning
Exhibitors are responsible for cleaning their own exhibition stands. Stand cleaning is compulsory and every
exhibitor is obliged to keep the stand and surrounding areas perfectly clean. To order cleaning (waste
disposal included), please fill in the catering order form and send it back to [email protected].
Aisles and other areas within the exhibition will be cleaned by the organisers.
Exhibitors are requested to arrange with the official forwarder that the packing materials, empty cartons and
wooden crates will be removed for disposal or storage before the exhibition opens.
Exhibitors will be responsible for any charges incurred if the exhibition areas of the CityCube Berlin are not
cleared by the stated time of 16.00 on Wednesday 22 October 2014.
For safety reasons, aisles must be left clear and free for passage and must not be obstructed in any way.
Each day, at the closing of the exhibition and during build-up and dismantling times, exhibitors are requested
to ensure that rubbish is left in the aisle for collection.
7.8 Electricity & Lighting
Electricity in Berlin is supplied at 220V - 50Hz AC. The plugs are continental type and have 2 round pins
similar to those in many European countries.
All electrical equipment must comply with the standard power supply described above and must conform to
the safety standards and regulations set out by the CityCube Berlin or it will be disconnected.
Exhibitors may provide their own electrical fittings, only where such fittings are in the form of made-up units,
showcases, and/or signs complete and ready for connection to the main supply.
The stand areas may only be connected to the main power supply by staff authorised by the CityCube Berlin.
The only authorised staff is the staff from CityCube Berlin, the official electrical contractor for the 27th ECNP
Congress.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
28
To order your electrical requirements please fill in this order form and send it back to [email protected]
For further information please contact Bettina Dietzsch by phone: +49 30 3038 1465, by fax +49 30 3038
1460or by email on [email protected].
See also all the rules in chapter 5 of this document.
Electricity supply
All exhibitors are requested to specify their electricity needs through this order form. Messe Berlin GmbH will
provide specific feedback on a case by case basis to exhibitors, if needed. The application for a power
supply will only be processed once a stand drawing with clear indication of the location of the power
connection has been received.
Any electrical installations that take place at the CityCube Berlin must meet the local requirements and must
be approved by Messe Berlin GmbH. As the official mandatory service provider of electrical installations and
th
the only company authorised to perform electrical installations at the 27 ECNP Congress, Messe Berlin
GmbH will conduct a safety inspection of all electrical installations. The cost is included in the rental fee for
the power connection.
The electricity for all exhibition stands will be supplied by Messe Berlin GmbH and has the following
characteristics:
400V - for line voltage
230V - for neutral to line voltage
Please note that when needed, you can ask for a higher supply by contacting Messe Berlin GmbH at
[email protected]. Please specify on the order form how many volts you need.
As the CityCube Berlin is fully dependent on the Electricity Board for its power, it can in no way be held
responsible for inconsistencies in the supply caused by accidents, power shortages or power cuts beyond its
control.
Please contact Messe Berlin GmbH to request your special authorisation.
For more information, please contact Bettina Dietzsch of Messe Berlin GmbH at [email protected].
Electrical connections
Connections will be made from the high safety power outlet deemed most appropriate by the venue’s on-site
technician to ensure the best use of the electrical network.
The exhibiting company can choose connections including a fuse box or bring their own. All options are
mentioned on the order form as well as all regulations for own fuse boxes are mentioned on the form and in
the CityCube’s technical guidelines.
The exhibiting company must be able to guarantee the safe and proper working order of the electric box/fuse
box by ensuring that it is of the right size and technical conditions.
For any further information related to the distribution of electricity to stands please contact Bettina Dietzsch
by email [email protected].
Every stand has to pay EUR 173 excl. 19% German VAT for the electricity connection. This charge includes
electricity consumption of 3,3 kW/16 A AC with neutral conductor 230V, distribution and 1 socket + 1 socket
for night current (max. 1,1 kW for 1 fridge only).
Supply from electric boxes and service ducts
Phone lines and electric cables will run at floor level from the appropriate service duct to the point i-on the
stand requested by the exhibitor. The exhibitor must send a plan indicating the exact location where these
items should be connected before the start of the event. Should the exhibitor not specify the exact location
for these items, they will be installed in the place deemed most appropriate by the official supplier.
Deadlines for orders and documentation
The deadline for ordering electrical supply is 16 September 2014. For a complete list of deadlines, please
see page 48 of this document. For any extra orders during build up, please go to the Exhibitor Services
Desk.
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29
7.9 Emergency procedure
All exhibitors are requested to inform the organisers of the responsible contact person of his or her substitute
for emergency situations via the Exhibitor on-site contact form in enclosures. The appointed contact person
for each stand is responsible for evacuating the stand in the case of an emergency and for ensuring that the
fire and safety regulations of the CityCube Berlin and the directions of the organisers and/or security officials
are followed.
The organisers will conduct a tour together with all contact persons for emergency situations to indicate
among other things the location of all emergency exits. This will take place on Saturday 18 October 2014
after the general inspection of the exhibition area at 15.00.Please fill in the exhibitor order form and send it
back to Aurelie Caron at [email protected].
7.10 Exhibitor service desk
An exhibitor services desk is located in the exhibition area (Hall B) on level 2 of the CityCube Berlin and will
be open during build-up to assist exhibitors with last minute orders and verification and adjustments of their
orders for equipment, furniture and other auxiliary services.
7.11 Floral
MB Capital Services GmbH will supply the floral decorations and arrangements. They would be pleased to
give quotations for stand decoration. To order your floral decoration please fill in this order form and send it
back to [email protected].
7.12 Furniture
MB Capital Services can supply a wide variety of furniture for your stand. Furniture for hire can be viewed
and ordered through their order form.
7.13 Hostesses / stand personnel
Exhibitors can order hostesses from MB Capital Services through this order form.
Please do not forget to order additional exhibitor badges for your hostesses (in case they are not included in
the number of your free exhibitor badges) via the personalised exhibition registration form, which you
received by e-mail.
7.14 Internet connection
Exhibitors can order high-speed internet connections (cable connections) from the CityCube Berlin, through
their order form.
7.15 Laser products/gas cylinders and LPG
Laser products, gas cylinders and LPG gas are not allowed.
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7.16 List of exhibitors (as of May 2014)
Company (in alphabetical order)
Stand number
Angelini ACRAF Spa
AstraZeneca
Biotrial
Cambridge University Press
CINP - The International College of Neuropsychopharmacology
Dove Medical Press Ltd
Eli Lilly
Elsevier
EUFAMI
EPA - European Psychiatric Association
Ferrer Internacional S.A.
GAMIAN-Europe
H. Lundbeck A/S
Janssen Pharmaceutica
Otsuka Pharmaceutical Europe Ltd
Otsuka Pharmaceutical Europe Ltd and H. Lundbeck A/S
Servier
Sunovion Pharmaceuticals Europe Ltd. and
Takeda Pharmaceuticals International GmbH
The Lancet Psychiatry
Wiley
Wisepress Ltd
4
5
22
18
14
20
1
ECNP Plaza
15
13
11
16
6, 7, 8
12
10
9
2
3
21
19
17
For the exact allocations please refer to the exhibition floor plan in the enclosures.
7.17 Price overview
Type of exhibitor
Price* per m
Companies
EUR 770 / m
2
2
(excl. VAT)
Services included



Publishers/booksellers
EUR 300 / m
(excl. VAT)
2



Stand space only
Company details mentioned in the congress
programme
Cleaning of the aisles and public areas within
the exhibition area
A number of free exhibitor badges, depending
on stand size (see chapter 7.4.)
A number of free congress participant badges,
depending on stand size (see chapter 7.4)
One congress bag per company
2
*Please note that there is a minimum of 9 m per order of exhibition space
7.18 Security
Security provided by the organisers has been implemented to prevent unauthorised access to the exhibition
areas and not to secure the contents of exhibition stands. Each exhibitor is responsible for his or her property
and necessary precautions should be taken. Whilst every reasonable precaution will be taken, the organisers
accept no responsibility for any loss or damage, which may occur to persons or property at the exhibition
from any cause whatsoever.
Exhibitors are requested to use common sense precautions at all times, and to ensure that all stand
personnel wear the official access badges. It is essential that you report any loss or theft from your stand to
the nearest police station.
To help ensure security at the exhibition, please follow these points:
 Make one member of your team responsible for your company’s safety and security at the exhibition.
 Do not leave cash, handbags, mobile phones, valuables etc. in unlocked drawers, cupboards or on
display at your stand.
 Do not leave wallets in unattended clothing.
 Check that all lockable desks and cupboards are locked before leaving your stand.
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

Please note that build-up and dismantling days are high-risk periods. You are recommended to work
in pairs so that the stand is manned at all times.
Make sure you arrive prior to the official opening time and do not leave your stand before the official
closing time.
Please note that different ECNP activities may take place before or after the official closing hour of the
exhibition. ECNP will provide basic venue security to prevent unauthorised access to the exhibition area, not
to secure the content of the exhibition stands. It is the responsibility of the exhibitors to provide security for
their own stand and material.
Exhibitors can book security guards from CityCube Berlin through their order form.
It is recommended that exhibitors take out insurance to cover risks of damage and theft.
7.19 Stand information
A choice of shell scheme or free-build (space only) stands is offered to exhibitors. Allocated space is hired on
the basis of stand space only. Stand space is defined as square metres (m²) up to the maximum height as
indicated under height restriction. Stand constructions should adhere to the following criteria:
 Stands must not be obstructive in any way (openness of individual stands and the exhibition in
general is aimed for at all times).
 Stands should be transparent.
 Only single story stands are allowed.
 All shell scheme stands must have a solid back and side wall(s) depending on the final location of
the stand (see latest exhibition floor plan).
The final decision rests with the organisers.
Free-build stands
Allocated space for free build stands is on the basis of stand space only. Stand services are at the exhibitors’
expense.
The exhibition space dimensions have been communicated to exhibitors together with the allocation of space
in February 2014. For dimensions of aisles, pillars and location of emergency exits please refer to the latest
exhibition floor plan.
The maximum stand height in the exhibition area is 4.00 meters. However, 25% of the stand construction
may exceed this maximum with an ultimate height of 5.00 meters. This maximum height should include the
technical floor of the stand, any lighting and/or lighting fixtures.
Stands may not be constructed without the organisers’ written approval. All free-build stand exhibitors must
supply Colloquium Brussels with two sets of drawings showing the proposed layout of their stand and all
dimensions in both plan and elevation for official approval. The drawings must show the name of the
company as well as the stand number. All working layout plans should be to reasonable scale, but not less
than 1:100 and should include:
 Identification of walling, raised platforms, machinery, store rooms and special structures
 Description of materials used in the construction of the stand
 Specifications of machines and/or special equipment
 Lighting and lighting fixtures
Deadline to submit stand drawings to the organising secretariat is 24 June 2014. Exhibitors will be
advised of official approval and/or of modifications that must be made to the drawings via e-mail by
latest 24 July 2014.
Electronic plans are preferred; please send your stand drawings in PDF format by e-mail to Aurélie Caron at
[email protected].
For exhibitors who choose to build their own stand (free-build stands), stand construction and stand services
are at the exhibitor’s expense.
Shell scheme stands
Please note that wall panels and carpeting are required for shell scheme stands. Standard shell scheme
stands do not need special approval prior to set up as long as these shell scheme stands are hired through
the official stand builder appointed by the organisers. However, if you will bring your own stand/panels, you
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
32
are required to submit a photo of the constructed stand to the organisers for approval. Please send the
photos to Aurélie Caron at [email protected].
A basic shell scheme package is available to exhibitors. All stand equipment for shell scheme stands,
including walls and fittings, spot lights, carpeting and lettering as well as any additional material can be
ordered through this order form.
Deadline to order shell scheme stands: 16 September 2014
To order carpeting, please fill in this order form. If you fail to order carpeting for your stand, the exhibition
manager will do so on your behalf and the carpeting supplier will invoice the exhibitor directly for all charges
and late order fees. Carpeting will be provided in the aisles and general areas of the exhibition hall (blue
3914PF2*) and in the catering area (grey 3905PF2*).
The maximum building height for shell scheme stands is 2.50 metres.
Please remember that no item of interior display may extend beyond the limits of the stand or above the
height of the dividing walls. There must also be no alteration or adjustment to any part of the shell scheme
structure.
If you wish to attach materials to your shell scheme such as posters, graphics and/or material we suggest the
use of adhesive materials or chains that do not damage any stand part. Any damage incurred to panels or to
other part of the stand will be charged to the exhibitor.
7.20 Structural integrity and other regulations
All exhibit displays should be designed and erected in a manner that will withstand normal contact or
vibration caused by neighbouring exhibitors, hall labourers or installation/dismantling equipment such as
forklifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall
when freight doors are open.
Exhibitors should ensure that any display fixtures such as tables, racks or shelves are designed and installed
properly to support the product or marketing materials to be displayed upon them.
All entrances, exits, aisles, stairways, lobbies and passageways shall be unobstructed at all times. Exhibitors
may not place their materials in the floor space of other exhibitors or common areas of the exhibition.
Common areas must remain unobstructed at all times in order to allow the free flow of traffic. It is forbidden
to keep empty packaging, excess printed material and advertising material more than necessary for a daily
consumption. Items must not be stored behind stands/between inner and outer walls or areas under raised
platforms. All exit doors shall remain unobstructed at all times. Exit signs, manual pull stations, fire
department handsets, fire hose cabinets and portable fire extinguishers shall not be obstructed in any
manner.
All materials used in the construction of stands and stand interiors must comply with the German Fire
Regulations. Information about this can be found in the Exhibition Regulations of the CityCube Berlin which
you can find in the enclosures. Please read them carefully. All materials used in display construction or
decorating should be made of fire retardant materials and be certified as flame retardant. Samples should
also be available for testing. Materials that cannot be treated to meet the requirements should not be used. A
flame proofing certificate should be available for inspection. All public safety laws and fire prevention
regulations must be observed. Moreover, the exhibitor agrees to permit the adoption of all control and safety
measures established by the organisers or by the management of the CityCube Berlin.
All fire hose cabinets, fire extinguishers, pull stations and emergency exits, including those inside an
exhibition space, must be visible and accessible at all times.
Stoves, cooking facilities, electrical heaters or other similar electrical appliances inside the hall are forbidden.
Any machinery that creates dust, shavings, and dangerous or irritating omissions must be fitted with an
extraction system. For purposes of safety and in compliance with the Exhibition Regulations of the CityCube
Berlin, fire extinguishers will be provided by the organisers in the display areas and placed as regulations
require.
In no case may any inflammable material or object be introduced in the exhibition.
The use of open fire demonstrations is not allowed.
Before initiating the stand and in order to avoid damaging to the floor, it is obligatory to cover the entire
surface area of the stand with non-self adhesive carpeting.
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The construction of stands with construction materials or adornments that contain products such as cement,
sand, plaster, tile, brick or any other similar material are prohibited.
It is also prohibited to drill, use glue or any other adhesive that can be difficult to remove from the structure of
the CityCube Berlin.
No items may be placed on the walls and seats, they must be correctly put into a pile wherever the security
of the CityCube Berlin authorises. No item may be dragged unless a carpet is placed under it.
Electrical and other mechanical apparatus must be muffled so that the noise does not disturb other exhibitors
or other areas of the congress centre.
During set-up if using paint and wallpaper the area must be covered by PVC sheeting.
The CityCube Berlin will not be responsible for any item or material that has not been removed once the
event is finished. The CityCube Berlin will proceed to remove the items and the exhibitor will be charged for
the expense of this removal service.
The exhibitor agrees to permit the adoption of all control and safety measures established by the organisers
and by the management of the CityCube Berlin.
The exhibitor agrees to observe the norms in force on safety, and particularly the maximum capacity of the
halls and rooms, emergency exits and fire prevention measures. In no case may any flammable material or
object be introduced in the exhibition. In no case may any access to a fire exit or fire hydrant be blocked.
(Please refer to the floor plans to see the location of these items).
Workers must remain in the areas where they work, and avoid going through any other different place in the
CityCube Berlin.
The exhibitor must ensure that the companies working on their behalf during the build-up, exhibition opening
hours and break-down (contractors, decorators, audio-visual, catering, hostesses and other companies) are
aware of the strict legislation in regard to safety and hygiene. They will respond to the damages, which might
be caused by accident where there is fault or negligence, leaving the CityCube Berlin and the organisers
exempted from the same.
Safety measures and access
The location of any fire-fighting material such as fire hoses and fire alarms, as well as access to emergency
exits, must be strictly respected at all times, even when these fall within a contracted space or stand area.
Access to service areas, cables, socket outlets and fuse boxes must also be respected at all times.
For purposes of safety and in compliance with the rules of the CityCube Berlin, fire extinguishers will be
provided by the organisers in the display areas and placed as regulations require.
7.21 Timetable
Based on the experience of previous ECNP Congresses and the CityCube Berlin the times indicated below
should be sufficient for build-up and dismantling. However, exhibitors who expect to need more time to buildup/dismantle can officially request this by contacting the organisers.
The exhibition will open on Sunday 19 October 2014 at 09.00. Please note that the organisers will conduct
the final inspection of the exhibition area on Saturday 18 October 2014 at 15.00. Therefore the stands must
be built up and cleaned before this date and time. However, exhibitors can remain in the exhibition area until
17.00 for staff briefing.
As a courtesy to the participants and your fellow exhibitors, ECNP requests strict adherence to the exhibition
opening and closing hours. Deliveries or removal of equipment must be made before or after exhibition
hours. Dismantling before the official dismantling time at 17.30 on Tuesday 21 October 2014 is prohibited. At
17.00, carpeting in the aisles will be removed and the official dismantling could start at 17.30 when the aisles
will be free of carpeting.
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Build-up dates and hours
Thursday 16 October 2014
08.00 - 22.00
(free build stands only)
Friday 17 October 2014
08.00 - 22.00
(free build stands only)
Saturday 18 October 2014
08.00 – 15.00
(free build stands and shell scheme stands)
15.00 – 17.00
(staff briefing)
Stands must be built up and cleaned before 15.00;
however exhibitors can remain in the exhibition area
until 17.00 for staff briefing.
Exhibition opening dates and hours
(access to the exhibition area is possible from 07.30 – 18.00 with either an exhibitor badge or set-up pass)
Sunday 19 October 2014
09.00 - 17.00
Monday 20 October 2014
09.00 - 17.00
Tuesday 21 October 2014
09.00 - 17.00
Dismantling dates and hours
Tuesday 21 October 2014
Wednesday 22 October 2014
17.00 – 17.30
(removing carpeting in the aisles ONLY)
17.30 - 22.00
(free build stands and shell scheme stands)
07.00 - 16.00
(free build stands only)
7.22 Trolleys
Exhibitors are advised to make their own arrangements for handling exhibits, brochures, etc. For any
additional requirements you can contact CEVA.
7.23 Water connection
The CityCube Berlin does not offer access to drinking water. To order water cooler machines or bottles of
water, please fill in this order form and send it back to [email protected].
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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8. SHIPPING/DELIVERY INFORMATION AND STORAGE
8.1 Contact details CEVA
th
CEVA has been appointed as the official international forwarder and customs broker for the 27
Congress.
ECNP
Contact: Nadja Wever (NW)
T: +31 88 028 3183
[email protected]
Company: CEVA Showfreight
Elektronweg 12
3542 AC Utrecht
The Netherlands
www.cevashowfreight.com
8.2 Courier delivery/shipments
All satellite symposia organisers and all exhibitors using a courier delivery or road freight service should send
deliveries directly to the lifting contractor CEVA and NOT directly to the venue.
CEVA will deliver the goods (that were sent to their advanced warehouse) to the stand by Saturday 18
October by 08.00 or to the given satellite symposium room 1 hour before the satellite symposium starts. This
is at the cost of the exhibitor/satellite symposia organiser. Please contact CEVA before shipping and return
the completed Shipping Instructions form.
Satellite symposia organisers should clearly mark all shipments with the following information:
 Company name
 Satellite symposium room
 Contact person
 Mobile phone number of contact person
 Date and time of the satellite symposia
Exhibitors should clearly mark all shipments with the following information:
 Company name
 Stand number & exhibition area
 Contact person
 Mobile phone number of contact person
The official freight forwarder, CEVA, has supplied full customs clearance instructions in their Shipping
Instructions form. For a full quotation please complete this Shipping Instructions form and send it to
[email protected].
8.3 Material storage
Please send any request for extra storage space to Nadja Wever from CEVA at:
[email protected]
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Further information for exhibition
8.4 Delivery
Due to the expected congestion at the exhibition site, we strongly recommend that you ship your goods in
advance to the CEVA consolidation warehouse. This will avoid loss of valuable time during the build-up and
dismantling period and ensures timely delivery of your goods to your stand.
If you intend to make arrangements for a direct delivery, you must contact CEVA to apply for an allocated
time for delivery and collection. Vehicles will only be allowed at the loading bay with CEVA’s approval.
Unannounced vehicles will not be allowed at the (un)loading bay. This includes courier shipments, which
MUST be shipped in advance to the CEVA warehouse. Please see the shipping instructions provided in the
enclosures.
Companies may not deliver their materials to the CityCube Berlin before the official build-up time begins on
Thursday 16 October 2014 at 08.00. Any goods received before this time will be turned away by the
management of the CityCube Berlin. Please contact CEVA to arrange your advance deliveries to the CEVA
warehouse, deliveries to the CityCube Berlin and storage of empties as well as the reloading after the
exhibition.
CEVA will also assist you with moving your goods through the building. Please contact CEVA before
shipping and to make pre-arrangements for the delivery and transfer of your goods inside the venue.
A storage and freight forwarding service as well as shipping and customs clearance services are available
through CEVA. Please contact them for your needs using the information provided on this Shipping
Instructions form.
Exhibitors may build up their stands from 08.00 during the three days of exhibition set-up (16, 17 and 18
October 2014). Please note that the exhibition hall will close for deliveries at 22.00 on Thursday 16 October
and on Friday 17 October and at 15.00 on Saturday 18 October.
8.5 Delivery entrance/access to the venue/forwarding
Direct shipments to the exhibition site will only be accepted during the official build-up dates and hours. The
exhibition area is only accessible through one freight entrance. Therefore, a maximum of two trailers can
enter this area at the same time for unloading or reloading. Vehicles need to be removed immediately once
these operations have been completed.
To avoid traffic congestion and to allow fast and smooth unloading, a pre-assigned unloading timeslot will be
required for all trucks. All trucks arriving without a pre-assigned unloading timeslot will be unloaded once the
full schedule has been completed. All vehicles bigger than a van cannot drive directly to the congress centre
but need to report to the CEVA / Agility 1 hour prior to the confirmed slot.
Delivery address CEVA / Agility:
CEVA Showfreight / Agility Logistics GmbH
Jafféstrasse 2
14055 Berlin
Germany
The CEVA staff will direct the trucks to the unloading bay at the venue according to the schedule. If a truck
does not arrive at the pre-assigned time, the timeslot will automatically be given to the next in line. Please
note that, under no circumstances, can CEVA be held responsible for delays or waiting times of trucks.
Trucks coming directly to the congress venue, not respecting these regulations will not be allowed to unload
and will be redirected to the marshalling yard. Please contact CEVA to obtain your pre-assigned unloading
timeslot.
To avoid long waiting hours, exhibitors are urged to send shipments less than 25 cbm to the CEVA advanced
warehouse.
Specifications of the freight elevators:
There is no need for elevator use as the Exhibitor Hall is on the same level than the delivery lorry park.
Therefore there are no size or weight restrictions concerning freight elevators.
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Site restrictions
No material or parcel may be delivered through the main entrance of the CityCube Berlin. All staff working
during the build-up period must enter the CityCube Berlin through the staff entry or parking area and not
through the main entrance.
The space in front of the loading bay is limited, so a strict unloading procedure will be applied for the
congress. To avoid congestion, CEVA will control parking / unloading at the venue. Furthermore, note that
only CEVA will be permitted to use forklifts at the unloading bay.
If the loading bay is occupied, it is mandatory to wait at the indicated parking for ECNP.. It is forbidden to
park on the sideways around the CityCube Berlin.
Access map to the Agility Warehouse
8.6 Dismantling and removal of exhibits and stand fittings
There will be a pre-set schedule for the return of empties as well as for uploading of the freight during the
dismantling period to allow for a smooth process. The same rules, regulations and procedure for truck
loading during the build-up will also apply during the dismantling. It is the exhibitor’s responsibility to remove
all goods, materials and belongings at the conclusion of the event.
When the event is finished no goods can be left in the CityCube Berlin. Any shipments remaining in the
exhibition halls will be transferred to the off-site CEVA warehouse at the exhibitor’s or contractor’s cost.
8.7 Floor loading capacities
The maximum weight allowed in the exhibition hall is 1 ton per square meter.
8.8 Lorry park
CEVA Showfreight will permit short term parking at the unloading area. However, to avoid congestions,
shipments need to be unloaded and delivered immediately upon arrival. Overnight parking is strictly
prohibited.
8.9 Maintenance and re-stocking of stands
Please note that the vehicle loading bays will not be open during the congress. Deliveries or removal of
equipment during congress and exhibition opening hours is not allowed. All necessary maintenance as well
as re-stocking of stands should be carried out 1,5 hours before or 1 hour after the exhibition hours. Small
trolleys will be allowed in the exhibition hall during the exhibition opening hours, but companies should keep
the transport of material to a minimum.
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9. GROUP REGISTRATION
9.1 General
th
Groups of a minimum of 10 participants wishing to register and pay for a group of participants at the 27
ECNP Congress should follow the group registration procedure below. Smaller numbers should be
registered through the online individual registration form.
Each group must have a designated group coordinator. All communication for the group will be via the group
coordinator.
Profile statistics of registered participants
ECNP requests participants to answer profile questions on the online individual registration form in order to
obtain their profile as part of ECNP’s on-going attempts to improve its congress and better accommodate the
needs and interests of the participants. Companies that organise a satellite symposium will receive the
th
statistical outcome of the profile questions after the 27 ECNP Congress.
A participants list will not be available for companies. An e-mailing promoting the satellite symposia will be
sent out by the organising secretariat Colloquium Brussels about 4 weeks before the congress (see chapter
6.10).
9.2 Online group registration requests
Group registration requests will be processed online only through the group registration link and should be
made through one contact person, hereinafter called group coordinator.
The deadline for submission of group registration requests is 29 August 2014.
Please note that after 29 August 2014, no more group registration requests will be accepted. Registrations
will be handled on an individual basis through the regular online individual registration form (please note that
these individual registrations cannot be part of group pick-up).
The following information will be requested:
 The names, full address and contact details of the group coordinator and of the represented medical
company (in case the group request is made by an appointed agency).
 The number and type of participants to be registered, their personal e-mail addresses for participants to
receive their certificate of attendance online after the congress, the number of tickets for the welcome
reception to be reserved, whether they want to order the ENP supplement, the invoicing details and the
group pick-up options.
Please note that it is the responsibility of the group coordinator to check the membership status of their group
participants before registering them. The member registration fee is only applicable if the yearly contribution
for membership has been paid. Please note that if this has not been paid or if a participant is not listed on the
ECNP membership list, the organisers reserve the right to register them as a non-member and charge the
corresponding fee.
9.3 Group registration contract
Upon receipt of the completed online group registration form, the organising secretariat will send the group
coordinator the group registration contract together with the invoice corresponding to the number and type
submitted registrations.
The group registration becomes effective only upon receipt of the contract duly signed and with full payment.
Please note, after the contract has been signed, reductions in the number of participants are subject to the
cancellation policy as specified in chapter 12. Please also note that it is possible to increase the number of
participants of a group by notifying the organising secretariat by e-mail at [email protected] before 9 September 2014 (see chapter 9.6).
Deadline for submission of the signed contract and full payment: 30 days after submission of the
group registration request form but no later than 29 August 2014.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
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9.4 Submission of participant names
The group coordinator must submit full contact details for each registered participant. The list of participants
should include the family name, first name, complete work address, personal e-mail and profile of each
participant.
Without personal e-mail address of participants from a group registration, the organising secretariat will not
be able to send certificate of attendance to the participants.
Within a week after the online group registration request, the group coordinator will receive a confirmation email with the group contract and the invoice. Once we have received full payment, the signed contract and
the signed Agency reply form (if applicable); the organising secretariat will send the group coordinator the
access details of the personalised online group page. The online group page offers the possibility to import
participants and make name changes (within the limit of the number of reserved registrations).
Please note that the contact details provided at registration should be the personal or business contact
details of each individual participant registering to attend the congress. If you are registering a participant on
his or her behalf, please do not use your own contact details or the contact details of the company or
institution that is inviting this participant.
Group participants with incomplete contact details as outlined above cannot be registered until such
information is provided. Details of the company or agency in place of the participant's details will not be
accepted unless it is clearly specified that the company/agency employs the participant.
Please note that ECNP faculty members cannot be registered through a group. They are registered through
the scientific secretariat. They can, however, be part of a group for hotel accommodation and travel
arrangements.
Although every effort will be made to inform you in the event of a double registration, when either an
individual or another group registers the same participant, the organising secretariat cannot be held
responsible should such an event occur.
Deadline to upload the full list of group participants: 9 September 2014.
9.5 Group registration confirmation
Please note that the organising secretariat will not issue individual registration confirmations for group
participants. It is entirely the responsibility of the group coordinator to confirm registrations to the group
participants. The group coordinator will receive a registration confirmation of the entire group two weeks prior
to the congress. Nevertheless, in case group pick-up is not required by the group coordinator, the organising
secretariat will issue a confirmation letter some days before the congress with personal information and
barcode to be printed by the participant. He will be able to pick up his badge on site as from Saturday 18
October 2014 at the pre-registration self-service desk scanning his barcode. Please make sure you provide
us with their correct email address so that we can send them the confirmation letter.
9.6 Addition to and modification of existing groups
To add participants to a group after the online request has been already submitted, the group coordinator
should contact the organising secretariat by e-mail at [email protected] before 9
September 2014. Any additions to group registrations received between 15 April and 9 September 2014 will
be charged the standard registration fee. After 9 September 2014, additional registrations can only be
registered on an individual basis through the regular online individual registration form or on-site. Please note
that these individual registrations cannot be part of the group pick-up and participants have to collect their
badge individually, directly at the self-service desks during the registration opening hours from Saturday 18
October 2014 to Tuesday 21 October 2014, by scanning the barcode printed on the confirmation letter they
will receive a few days before the congress.
Please note that after the contract has been signed, reductions in the number of participants are subject to
the cancellation policy as specified in chapter 12. Changes of registration categories will not be accepted
after the contract has been signed.
Changes in the group list (name changes only) are accepted at no additional fee until 18 September 2014
through the personalised online group page. From 19 to 29 September it is possible to make name changes
online with a handling fee of EUR 25 (including German VAT) per name change. Payment is only possible by
credit card or balance invoice. After this date the changes will be handled on-site and a handling fee of EUR
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
40
25 (including German VAT) per change will be charged directly (cash, credit card or balance invoice). This
handling fee is not refundable at any time. If required a balance invoice will be sent no later than 2 weeks
after the congress. Payment of the balance invoice has to be done within 10 days.
Changes received within the above deadline must be done by the group coordinator through the
personalised online group page, providing full contact details for the new participant to be registered (family
name, first name, complete work address and e-mail address).
No online changes will be possible after 29 September 2014, but the group coordinator will have access to
the list of participants through his/her personalised online group page until 17 October 2014.
Furthermore, if a badge needs to be reprinted* on-site due to a mistake in the list of attendees provided by
the group coordinator, the badge reprint will be invoiced to the group at EUR 25 (including German VAT) per
reprint and payment has to be made directly on-site or will be charged on a balance invoice. This handling
fee is not refundable at any time.
*including spelling mistakes, first name-last name inversion and name changes
9.7 Letter of invitation for visa application
International attendees may need a letter of invitation from the congress organisers in order to obtain a visa
for entry into Germany. The organisers will not be able to contact or intervene with the German Embassy or
Consulate office abroad on your behalf. Participants should start the visa application process as early as
possible and at least six weeks prior to their departure.
All participants must have registered and paid the required registration fees before requesting an official
letter of invitation.
Confirmed groups are able to print letters of invitation for visa application for their registered group
participants via a dedicated online page on the ECNP Congress website.
9.8 Pick-up of congress badges for participants
By prior appointment, group badges will be available for pick-up on-site at the group registration desk on
Friday 17 October 2014 from 8.00 to 19.00.
After this date, non-collected badges will have to be printed individually at the self-service desks during the
registration opening hours from Saturday 18 October 2014 to Tuesday 21 October 2014.
When processing your group registration request on the online group registration form the organising
secretariat will ask you to indicate whether you would like to use the possibility to pick up your badges on
Friday 17 October 2014.
Only groups who have indicated their wish to benefit from a group pick-up appointment on the online group
registration form will be contacted for a group pick-up appointment. Groups who have not requested a pickup appointment on the online group registration form will not be contacted. In this case, participants will be
able to collect their badge individually, directly at the self-service desks, by scanning the barcode printed on
the confirmation letter they will receive a few days before the congress. The registration desks will be open
as from Saturday 18 October 2014. Please make sure you provide us with their correct e-mail address so
that we can send them the confirmation letter.
Appointment for group pick-up
For a smooth group pick-up procedure, the organising secretariat will contact each group coordinator (if
group pick-up was indicated on the online group registration form) by e-mail two weeks prior to the congress
in order to schedule an appointment for the collection of badges at the venue.
The organising secretariat will not be held responsible for delays or inaccuracies to group material, if
appointments are not respected. The final list of group participants will be required during the appointment.
Appointments will not be made for group pick-up if the terms and conditions of the group registration contract
have not been met. Should this be the case, individual participants will be responsible for picking up their
own badge at the self-service desks during the registration opening hours from Saturday 18 October 2014 to
Tuesday 21 October 2014.
Any outstanding balance(s) of the total reserved number of registration fees must be paid in full prior to
receiving a group appointment. Changes resulting in additional charges can be paid by credit card or
balance invoice.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
41
Group pick-up will only be possible on Friday 17 October 2014. After this date, badges will have to be
collected individually at the self-service desks as from Saturday 18 October 2014, during the regular
opening hours of the registration desks.
Please note that no group pick-up is possible for individual registrations.
Distribution of badges to group participants
Congress badges for the entire group will need to be picked up at the same time. No badges may be left nor
returned at the group registration desk.
The group coordinator or the person picking up the congress badges must make their own arrangements to
distribute badges to their group participants. The organising secretariat cannot be held responsible for
badges that have been picked up by the group coordinator but have not been forwarded to group
participants.
Please note that duplicate badges will not be issued individually for participants of a group who picked up
their congress material, except in case of a lost badge (see chapter 9.6).
Distribution of congress bags to group participants
The congress bag will be distributed on-site only, as of Saturday 18 October 2014, to individual participants,
by scanning the barcode on the badge of the participant. Pick-up of congress bags by the group coordinator
for the entire group is not possible.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
42
9.9 Group registration procedure summary
GROUP REGISTRATION PROCEDURE SUMMARY
I WANT TO REGISTER MINIMUM 10 PARTICIPANTS
I did not appoint an official
agency for my group
I appointed an official agency
I need to complete and send back the
agency reply form to the organising
secretariat
I or my appointed agency can make the online group registration request on the ECNP
website at http://www.ecnp.eu/industry2014 before 29 August 2014, indicating one group
coordinator (one contact only).
The invoice will be available online, the contract will be sent to the group coordinator directly after
the group request. The signed contract should be returned & full payment should be made before
15 April 2014 to benefit from the early registration fee.
Once full payment has been received, the organising secretariat sends a link to the group
coordinator which will give him access to his personal website. He will be able to upload his list of
participants until 9 September 2014 with the full contact details of each group participant.
Please make sure you provide us with their correct email address so that we can send
them the confirmation letter.
The group coordinator can increase the number of participants of an existing group by notifying
the organising secretariat by email at [email protected] until 9
September 2014. (the standard registration fee will be applied)
From 19 September to 29 September 2014 it is possible to make name changes online with
a handling fee or EUR 25 (including German VAT) per name change. Payment by credit card or
with a balance invoice sent no later than 2 weeks after the congress. This only applies to group
registrations. After this date changes will be handled on-site and charged EUR 25 (including
German VAT) per change.
PICK-UP OF BADGES FOR THE GROUP PARTICIPANTS
I want to pick up the badges of my
group AND I mentioned in the group
registration request form that I wanted
to be contacted for a pick up
appointment.
I do NOT want to pick up the badges of my
group OR I did not mention in the group
registration request form that I wanted to be
contacted for a pick up appointment OR I did
not come to my pick up appointment.
2 weeks prior to the congress, the
organising secretariat will contact you
to schedule an appointment for the
collection of badges at the venue on
Friday 17 October 2014. It is the
responsibility of the group coordinator
or the person picking up the badges to
distribute the badges to the
participants.
Each participant will be responsible for
picking up their own badge at the preregistration self-service desks as from
Saturday 18 October 2014 during regular
opening hours. Participants will receive a
confirmation letter in advance so they can print
their badge on-site.
Please make sure you provide the
organising secretariat with their correct
email address so that we can send them
the confirmation letter.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
43
10. HOTEL ACCOMMODATION
Colloquium Brussels has been appointed as the official housing agency for the 27
Berlin, Germany.
th
ECNP Congress in
For group accommodation (9 rooms or more per night), Colloquium Brussels has blocked hotel rooms in
various price categories. To ensure those preferential rates for your group accommodation booking please
do not hesitate to contact Colloquium Brussels. Every effort will be made to meet your needs through
customised offers.
To receive more information or to request a quote, please contact Cristina Vellar at Colloquium Brussels:
Colloquium Brussels
Cristina Vellar
T: +32 2 776 06 57
[email protected]
www.ecnp-congress.eu
Please make sure that Colloquium Brussels has received your hotel reservation request on or before 18
June 2014. Rooms are subject to availability and cannot be guaranteed after 18 June 2014.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
44
11. PRESS
11.1 Press briefings
Please note that only ECNP organises official press briefings during the congress at the congress venue.
Companies can only organise press conferences outside the congress venue and outside congress hours.
If at the company press conference information or documentation is included about data presented at the
th
27 ECNP Congress:
 The current disclaimer for press material ‘does not necessarily reflect opinions of ECNP’ is to be
used
 Reference to ECNP can only be made with the sentence ‘on the occasion of the
th
27 ECNP Congress with educational financial support provided by <name company>’. No other
reference to ECNP or the ECNP Congress is allowed.
If at the company press conference no information or documentation is included about data presented at the
th
27 ECNP Congress:
 No reference to ECNP can be made
11.2 Press facilities and material
At the congress two rooms are available for the press:
 An interview room where the press can hold interviews. Equipment is not included.
 A work press room where companies organising satellite symposia can leave written information
(folders) for the press. This information must comply with the following rules:
1. Only scientific information related to the contents of the company’s own satellite symposium is
allowed.
2. The company name and the title of the satellite symposium must be mentioned in the press
briefing
3. A maximum of 2 kinds of folders per company, A4 format (reasonable number of copies per
folder). One press pack containing several folders is also permitted
4. The information should be presented by the company to ECNP, through the ECNP Office, at the
latest 10 working days before the congress. As a rule a response will be given within 5 working
days. In the event that the information conforms to the rules the company may provide similar
copies as handouts for the press
5. The top of each page should contain the phrase: ‘does not necessarily reflect opinions of ECNP’
6. It should be clear where the information stems from, for example from a specified satellite
symposium or official publication in a journal. A general statement that the information stems
th
from the 27 ECNP Congress is not allowed
7. At all times the company should make it clear that the information made available is information
provided by the company
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
45
12. PAYMENT AND CANCELLATION POLICIES
12.1 Payment terms and conditions
Exhibition services
Payments for exhibition services should be made according to the instructions mentioned on the order forms.
Please note that services cannot be guaranteed without full payment received in due time.
Group registration
Full payment of the total reserved number of registrations must be paid in advance upon signing the group
registration contract and no later than 29 August 2014. To benefit from the early registration fees, the
payment should be done on or before 15 April 2014. Group registration requests will not be processed
without the required contract and full payment.
The invoice of the online group registration request will be available on the personal group page. The
amount of the invoice is due within 30 days of receipt. For invoices issued after 15 July 2014, payments need
to be made before 29 August 2014 and the 30 days limit does not apply. For invoices issued after 29 August
2014 payments needs to be made as soon as the invoice is received and the 30 days limit does not apply.
Payments should be made to the following bank account:
th
Account name: Stichting 27 ECNP Congress
Bank Name: KBC Bank (KBC Arenberg-Horta, Arenbergstraat 11, B-1000 Brussels, Belgium)
IBAN code: BE09 7310 2480 1457 (mandatory for international bank transfers)
Swift/BIC code: KREDBEBB
The bank transfer must clearly state the name of the company and pro-forma number (if applicable). Please
note that unidentified bank transfers cannot be processed. All applicable taxes and any bank charges are to
be paid by the company/appointed agency. Payments by credit card will only be accepted for group
registrations up to 20 participants. Payments for groups with more than 20 participants have to be done by
bank transfer.
12.2 VAT
Exhibition space
Please note that in order to obtain VAT returns on invoices for exhibition space companies are obliged to
register for German VAT with the German TAX authorities. Please undertake any necessary steps as soon
as possible and send us your German VAT number on the relevant application forms.
Satellite symposia
Invoices for satellite symposia are charged with Dutch VAT.
Group registration
German VAT will be charged in accordance with German legislation.
12.3 Cancellations and exhibition space reduction
Cancellations of satellite symposia and/or exhibition space must be sent in writing to the ECNP Office and
cancellation requests of group registration must be sent in writing to the organising secretariat, Colloquium
Brussels. The effective date of the cancellation will be the date that the written notification was received by
the ECNP Office.
A cancellation will result in the release of the allocated satellite symposium time slot or stand space.
Satellite symposia
In the event of cancellation, the following policy will apply:
 50% of the total amount will be refunded for cancellations made before 15 February 2014
 No refund for cancellations made on or after 15 February 2014
Exhibition space
In the event of cancellation or reduction of exhibition space, the following policy will apply:
 50% of the total amount will be refunded for cancellations or reduction made before 1 March 2014
 30% of the total amount will be refunded for cancellations or reduction made on or after 1 March and
until 1 May 2014
 No refund for cancellations or reduction made on or after 1 May 2014
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
46
Group registration
In the event of cancellation the following penalties will apply:
 Refund of fee minus an administrative fee of EUR 75.63 per registration (excluding German VAT) for
cancellations
received on or before 29 August 2014
 No refund for cancellations made after 29 August 2014
 No refunds will be made for cancellation of registration at reduced rate.
Refunds will be made after the congress.
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
47
13. SERVICES AND ORDER CHECKLIST: DATES AND DEADLINES
The following is a calendar of important dates by which you must confirm reservations and return the forms
in the back of this manual. The prompt return of forms is always appreciated.
Deadlines:
Completed
Service
How to order
Guaranteed hotel reservations
Please see at the ECNP Congress
website:
http://www.ecnpcongress.eu/registrationhotel/group
hotelreservation.aspx
24 June 2014
Stand plan (free-build stands)
See enclosures
Drawings to be sent to Aurélie
Caron
at
[email protected]
15 July 2014
Names of 2 representatives per
company that will accept the
invitation to the ECNP dinner
Send it to [email protected]
29 August 2014
Group registration deadline & full
payment of total reserved number of
registration fees
Requests to be sent to Sergi
Migallon - Registration Coordinator
at
[email protected]
1 September 2014
All printed material used in relation to
satellite symposia
Send to [email protected]
1 September 2014
Final pdf of invitation satellite
symposia to ECNP Office for
approval and for publication on
www.ecnp-congress.eu
Send it to [email protected]
8 September 2014
Forwarding & customs clearance
Please see the CEVA order form.
9 September 2014
Increase
number
registration if needed
Send
it
[email protected]
9 September 2014
Upload list with full contact details
and profile of each group of
participants through personal group
page
Please see your personal group
page.
9 September 2014
Increase in number in the list of
participants at no additional cost
Send
it
[email protected]
16 September 2014
Cleaning
Please click on this order form
16 September 2014
Waste disposal
Please click on this order form
16 September 2014
Internet
Please click on this order form
16 September 2014
Stand security
Please click on this order form
16 September 2014
Printer
Please click on this order form
16 September 2014
Laptop
Please click on this order form
Deadline
18 June 2014 (or until
rooms sell out)

(if applicable)
of
group
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
to
to
48
16 September 2014
AV equipment Exhibition
Please click on this order form
16 September 2014
Carpeting
Please click on this order form
16 September 2014
Electricity
Please click on this order form
16 September 2014
Furniture
Please click on this order form
16 September 2014
Stand equipment/fittings
Please click on this order form
16 September 2014
Floral
Please click on this order form
19 September 2014
Deadline to notify AV-advisor
whether you will use your own laptop
or the PPT-PC via speakers’
secretariat
Contact Michel de Backer at
[email protected]
19 September 2014
Exhibitor on-site contact
Please see the exhibitor order form
22 September 2014
(Additional) exhibitor badges and
contractor passes
Please see additional exhibitor link
(personal code sent through email)
22 September 2014
Additional satellite symposia badges
Please order badges through your
personal link.
29 September 2014
Name changes in the list
participants at no additional cost
Change on the personalised online
group page
3 October 2014
Signage satellite symposium
Please use
order form
3 October 2014
Deadline to request additional AV
equipment for satellite symposia
from the AV advisor
Requests
to
be
send
to
[email protected]
3 October 2014
Hostesses satellite symposia
Please click on this order form
6 October 2014
Catering Exhibition
Please use the order form
16 October 2014
Pick up contractor passes
At the registration area on Entrance
level in the CityCube Berlin
17 October 2014
Pick-up exhibitor/satellite symposium
staff badges and group materials
At the registration area on Entrance
level in the CityCube Berlin
of
ECNP Industry Manual 27th ECNP Congress, 18-21 October 2014, Berlin, Germany
the signage package
49
STAND PLAN
SKETCH: LAYOUT FITTINGS
Please use the template below to show the connection points (electrical connections and
installations, telephone, water etc.) on your stand.
Scale (please tick the appropriate box below):


For large stands use: 1:100 (1 cm = 1 m)
For small stands and shell scheme use: 4:100 (4 cm = 1 m)
For electrical installations please use the following symbols:
triple socket
1
m2
spotlight (arrow in direction of light)
single socket
WC Damen
WC Herren
16
3.00
3.00
15
9 sqm
14
9 sqm
3.00
13
9 sqm
4.00
3.00
9 sqm
3.00
12 sqm
3.00
12.00
3.00
17
3.00
18
3.00
3.00
9 sqm
IS. 13
Schacht
1.00
IS. 12
Schacht
3.00
9 sqm
Coffee & lunch
20
3.00
3.00
9 sqm
WC Damen
Entrance
Publishers / societies
3.00
19
10.00
9.00
6.00
9 sqm
10
3.00
22
FT. 09/10
Fahrtreppe
23
11
12
100 sqm
36 sqm
72 sqm
TR. 15
Fluchttreppe
FT. 03/04
Fahrtreppe
4.00
9 sqm
3.00
3.00
10.00
3.00
6.00
9 sqm
8.00
21
WC Behinderte
3.00
3.00
Coffee & lunch
100 sqm
10.00
10.00
400
7
8
2.73
400
8.00
07
Poster, Award &
Catering area
6.00
08
4
150 sqm
09
60 sqm
10
400
Elevators
1.45x2.5 mtr
2.73
400
2.73
400
To and from
100 sqm
2.73
48 sqm
15.00
2.73
Lager
4.00
16
400
5
10.00
17
2.73
10.00
18
AS. 02/03
Aufzug
6.00
10.00
40 sqm
4.00
6
9
19
Entrance Exhibition area
10.00
10.00
2.73
Session rooms
400
2.73
400
Entrance Exhibition area
HKV
12.00
20.00
TR. 08
Haupttreppe
TR. 02
Fluchttreppe
10.00
2
120 sqm
10.00
3
200 sqm
2.47
1.45
AS. 04/05
Aufzug
AS. 06/07
10.00
FM
30 sqm
Vorwand WC
1.50m hoch
Coffee & lunch
3.00
1
Coffee & lunch
Personal WC
Flur Catering
2.69
Ansichtskante 60er Wand aus ZE1
2.93
TR. 07
Fluchttreppe
Ausstellungserweiterung
TR. 06
Fluchttreppe
Ausstellungserweiterung
Deckenkante
1,2
0
15
2.94
400
20140501V04 published May 2014
The 27th ECNP Congress foundation is a public-interest-serving entity
1,2
1,2
0
0
14
2.94
400
13
2.94
400
1,2
0
TR. 05
Fluchttreppe
12
2.81
400
11
4.93
Putzmittel
UV-AV
FM
AS. 01
Lastenaufzug
2.81
400
27th ECNP Congress, 18-21 October 2014, Berlin, Germany
Provisional exhibition floor plan (subject to alteration)
CityCube, Level 2, Hall B
140526_ecnp2014_satsymp_specsV3
ECNP2014 - Berlin 18-22OCT2014 : AV-setup overview sat.symposia (status 26MAY2014)
Hall_A1 (850pax)
timing
audio
light
visual
1
2
1
2
2
2
4
1
2
3
5
3+3
1
2
2
1
(W34.6 x D29.3 x H7.0)
rehearsal sat.symp.
access sat.symp.
sat.symp. C.02 Janssen Pharmaceutica NV
rehearsal sat.symp.
access sat.symp.
sat.symp. C.05 Servier
rehearsal sat.symp.
access sat.symp.
sat.symp. C.09 AstraZeneca
SAT 18oct 13h15-14h15
PA-system for 850pax - delayed - mono
monitoring for speaker & chairman-table
monitoring ppt-operator
lectern-microphone (wired) on 1 lectern
lavalier-microphones(wireless)
panelmicrophone (wired)
Q&A-microphones on stand (wired)
audio-feed on XLR to camera-area
inhouse PA-system (8+4 K&Fspeakers ; 16ch-console)
basic lighting : speakerdesk (front-light only)
basic lighting : chairman-table (front-light only)
uplight draped backdrop (onstage)
uplight draping (L&R of stage)
remote-controlled roomlight (up/down)
inhouse light-package 2xprofile&4xfresnell ; from truss
data-projector PPT
screen (4:3) for ppt
matrix splitter/switcher for rgbhv / vga
inhouse 10K LCD projector
SAT 18oct 14h15
SAT 18oct 14h45-16h30
SUN 19oct 11h00-12h00
SUN 19oct 16h30
SUN 19oct 17h00-18h45
MON 20oct 11h00-12h00
MON 20oct 16h30
MON 20oct 17h00-18h45
one small loudspeaker each behind lectern / chairman-table
one small loudspeaker with volume-control : Fostex
inhouse gooseneck microphones
UHF - wireless : SKM
MX418
sennheiser e840
signal out from sound-console via aux on XLR
LED-bar-uplights (blue) on floorstands
inhouse dimmable lighting
Extron USP405 or ISS108 or similar
2x vga-IN for laptop @ ppt-tech-desk
comfort-monitor for speaker
comfort-monitor for chairman
laserpointer back-up
elec. connection at camera-area
cue-system by COVR
timing-device by COVR
mouse-on-lectern
17in HD
1
1
1
1
1
1
inhouse stage
set of surround for tech-desk (height 120cm)
draped backdrop over width of room
lectern with reading-light
chairman-table for 04pax
ECNP-branded printed backdrop
modular stage 8m*3m c/w carpet/skirting
1
ECNP-session-manager
main speaker-contact / ppt-system-supervisor
1
allround AV-tech CCB
operate audio, light, switcher, projector
1
2
1
1
COVR
COVR
COVR
crew
LED-bar-uplights (blue) on floorstands
inhouse screens : frontproj. 600*450cm
check
staging
inhouse light-package 2xprofile&4xfresnell ; from truss
DeBackerConsultantsPtyLtd
17in HD
inhouse CCB-laserpointer green
16Amp 220V shucko
only for networked ppt-pc (DSAN)
only for networked ppt-pc (built-in software)
only for networked ppt-pc
colour black
grey molton
CCB-lectern with built-in comfort-monitor
4-pax table with ECNP-branding on cover (284cm W * 80cm H * 100cm D)
suspended from ceiling in between the 2x projection-screens
Page 1 of 4
140526_ecnp2014_satsymp_specsV3
ECNP2014 - Berlin 18-22OCT2014 : AV-setup overview sat.symposia (status 26MAY2014)
Hall_A7 (447pax)
rehearsal sat.symp.
access sat.symp.
sat.symp. C.01 H. Lundbeck A/S
access sat.symp.
sat.symp. C.03 H. Lundbeck A/S
rehearsal sat.symp.
access sat.symp.
sat.symp. C.06 Eli Lilly
rehearsal sat.symp.
access sat.symp.
sat.symp. C.10 H. Lundbeck A/S
SAT 18oct 11h00-12h00
1
2
1
2
2
2
2
1
PA-system for 450pax - delayed - mono
monitoring for speaker & chairman-table
monitoring ppt-operator
lectern-microphone (wired) on 1 lectern
lavalier-microphones(wireless)
panelmicrophone (wired)
Q&A-microphones on stand (wired)
audio-feed on XLR to camera-area
inhouse PA-system (4+2 K&Fspeakers ; 16ch-console)
2
3
5
1
basic lighting : speakerdesk (front-light only)
basic lighting : chairman-table (front-light only)
uplight draped backdrop (onstage)
remote-controlled roomlight (up/down)
inhouse light-package 2xprofile&4xfresnell ; from truss
1
1
1
data-projector PPT
screen (4:3) for ppt
matrix splitter/switcher for rgbhv / vga
inhouse 10K LCD projector
timing
audio
light
visual
(W18.1 x D29.3 x H7.0)
SAT 18oct 12h00
SAT 18oct 12h30-14h15
SAT 18oct 14h15
SAT 18oct 14h45-16h30
SUN 19oct 11h00-12h00
SUN 19oct 16h30
SUN 19oct 17h00-18h45
MON 20oct 11h00-12h00
MON 20oct 16h30
MON 20oct 17h00-18h45
one small loudspeaker each behind lectern / chairman-table
one small loudspeaker with volume-control : Fostex
inhouse gooseneck microphones
UHF - wireless : SKM
MX418
sennheiser e840
signal out from sound-console via aux on XLR
inhouse dimmable lighting
Extron USP405 or ISS108 or similar
2x vga-IN for laptop @ ppt-tech-desk
comfort-monitor for speaker
comfort-monitor for chairman
laserpointer back-up
elec. connection at camera-area
cue-system by COVR
timing-device by COVR
mouse-on-lectern
17in HD
1
1
1
1
1
2
inhouse stage
set of surround for tech-desk (height 120cm)
draped backdrop over width of room
lectern with reading-light
chairman-table for 04pax
ECNP-banners
modular stage 8m*3m c/w carpet/skirting
1
ECNP-session-manager
main speaker-contact / ppt-system-supervisor
1
allround AV-tech CCB
operate audio, light, switcher, projector
1
2
1
1
COVR
COVR
COVR
crew
LED-bar-uplights (blue) on floorstands
inhouse screen : frontproj. 600*450cm
check
staging
inhouse light-package 2xprofile&4xfresnell ; from truss
DeBackerConsultantsPtyLtd
17in HD
inhouse CCB-laserpointer green
16Amp 220V shucko
only for networked ppt-pc (DSAN)
only for networked ppt-pc (built-in software)
only for networked ppt-pc
colour black
grey molton
CCB-lectern with built-in comfort-monitor
4-pax table with ECNP-branding on cover (284cm W * 80cm H * 100cm D)
suspended from ceiling L&R of proj.screen
Page 2 of 4
140526_ecnp2014_satsymp_specsV3
ECNP2014 - Berlin 18-22OCT2014 : AV-setup overview sat.symposia (status 26MAY2014)
Hall_A3 (447pax)
rehearsal sat.symp.
access sat.symp.
sat.symp. C.04 H. Lundbeck A/S
rehearsal sat.symp.
access sat.symp.
sat.symp. C.07 Ferrer
rehearsal sat.symp.
access sat.symp.
sat.symp. C.11 Sunovion Pharmaceuticals Europe Ltd and
Takeda Pharmaceuticals International GmbH
SAT 18oct 13h15-14h15
1
2
1
2
2
2
2
1
PA-system for 450pax - delayed - mono
monitoring for speaker & chairman-table
monitoring ppt-operator
lectern-microphone (wired) on 1 lectern
lavalier-microphones(wireless)
panelmicrophone (wired)
Q&A-microphones on stand (wired)
audio-feed on XLR to camera-area
inhouse PA-system (4+2 K&Fspeakers ; 16ch-console)
2
3
5
1
basic lighting : speakerdesk (front-light only)
basic lighting : chairman-table (front-light only)
uplight draped backdrop (onstage)
remote-controlled roomlight (up/down)
inhouse light-package 2xprofile&4xfresnell ; from truss
1
1
1
data-projector PPT
screen (4:3) for ppt
matrix splitter/switcher for rgbhv / vga
inhouse 10K LCD projector
timing
audio
light
visual
(W18.1 x D29.3 x H7.0)
SUN 19oct 16h30
SUN 19oct 17h00-18h45
MON 20oct 11h00-12h00
MON 20oct 16h30
MON 20oct 17h00-18h45
one small loudspeaker with volume-control : Fostex
inhouse gooseneck microphones
UHF - wireless : SKM
MX418
sennheiser e840
signal out from sound-console via aux on XLR
inhouse light-package 2xprofile&4xfresnell ; from truss
LED-bar-uplights (blue) on floorstands
inhouse dimmable lighting
inhouse screen : frontproj. 600*450cm
Extron USP405 or ISS108 or similar
2x vga-IN for laptop @ ppt-tech-desk
comfort-monitor for speaker
comfort-monitor for chairman
laserpointer back-up
elec. connection at camera-area
cue-system by COVR
timing-device by COVR
mouse-on-lectern
17in HD
1
1
1
1
1
2
inhouse stage
set of surround for tech-desk (height 120cm)
draped backdrop over width of room
lectern with reading-light
chairman-table for 04pax
ECNP-banners
modular stage 8m*3m c/w carpet/skirting
1
ECNP-session-manager
main speaker-contact / ppt-system-supervisor
1
allround AV-tech CCB
operate audio, light, switcher, projector
1
2
1
1
COVR
COVR
COVR
crew
SUN 19oct 11h00-12h00
one small loudspeaker each behind lectern / chairman-table
check
staging
SAT 18oct 14h15
SAT 18oct 14h45-16h30
DeBackerConsultantsPtyLtd
17in HD
inhouse CCB-laserpointer green
16Amp 220V shucko
only for networked ppt-pc (DSAN)
only for networked ppt-pc (built-in software)
only for networked ppt-pc
colour black
grey molton
CCB-lectern with built-in comfort-monitor
4-pax table with ECNP-branding on cover (284cm W * 80cm H * 100cm D)
suspended from ceiling L&R of proj.screen
Page 3 of 4
140526_ecnp2014_satsymp_specsV3
ECNP2014 - Berlin 18-22OCT2014 : AV-setup overview sat.symposia (status 26MAY2014)
Hall_A8 (850pax)
timing
audio
light
visual
1
2
1
2
2
2
4
1
2
3
5
3+3
1
2
2
1
(W34.6 x D29.3 x H7.0)
rehearsal sat.symp.
access sat.symp.
sat.symp. C.08 Otsuka Pharmaceutical Europe Ltd and H.
Lundbeck A/S
rehearsal sat.symp.
access sat.symp.
sat.symp. C.12 Otsuka Pharmaceutical Europe Ltd and H.
Lundbeck A/S
SUN 19oct 11h00-12h00
PA-system for 850pax - delayed - mono
monitoring for speaker & chairman-table
monitoring ppt-operator
lectern-microphone (wired) on 1 lectern
lavalier-microphones(wireless)
panelmicrophone (wired)
Q&A-microphones on stand (wired)
audio-feed on XLR to camera-area
inhouse PA-system (8+4 K&Fspeakers ; 16ch-console)
basic lighting : speakerdesk (front-light only)
basic lighting : chairman-table (front-light only)
uplight draped backdrop (onstage)
uplight draping (L&R of stage)
remote-controlled roomlight (up/down)
inhouse light-package 2xprofile&4xfresnell ; from truss
data-projector PPT
screen (4:3) for ppt
matrix splitter/switcher for rgbhv / vga
inhouse 10K LCD projector
MON 20oct 11h00-12h00
MON 20oct 16h30
MON 20oct 17h00-18h45
one small loudspeaker with volume-control : Fostex
inhouse gooseneck microphones
UHF - wireless : SKM
MX418
sennheiser e840
signal out from sound-console via aux on XLR
inhouse light-package 2xprofile&4xfresnell ; from truss
LED-bar-uplights (blue) on floorstands
LED-bar-uplights (blue) on floorstands
inhouse dimmable lighting
inhouse screens : frontproj. 600*450cm
Extron USP405 or ISS108 or similar
2x vga-IN for laptop @ ppt-tech-desk
comfort-monitor for speaker
comfort-monitor for chairman
laserpointer back-up
elec. connection at camera-area
cue-system by COVR
timing-device by COVR
mouse-on-lectern
17in HD
1
1
1
1
1
1
inhouse stage
set of surround for tech-desk (height 120cm)
draped backdrop over width of room
lectern with reading-light
chairman-table for 04pax
ECNP-branded printed backdrop
modular stage 8m*3m c/w carpet/skirting
1
ECNP-session-manager
main speaker-contact / ppt-system-supervisor
1
allround AV-tech CCB
operate audio, light, switcher, projector
1
2
1
1
COVR
COVR
COVR
crew
SUN 19oct 17h00-18h45
one small loudspeaker each behind lectern / chairman-table
check
staging
SUN 19oct 16h30
DeBackerConsultantsPtyLtd
17in HD
inhouse CCB-laserpointer green
16Amp 220V shucko
only for networked ppt-pc (DSAN)
only for networked ppt-pc (built-in software)
only for networked ppt-pc
colour black
grey molton
CCB-lectern with built-in comfort-monitor
4-pax table with ECNP-branding on cover (284cm W * 80cm H * 100cm D)
suspended from ceiling in between the 2x projection-screens
Page 4 of 4
_A3 (447pax)
Hall_A1 (850pax)
MAIN ENTRANCE
Scientific & Sat.Symp.
xxx
(1x table 140*70)
(1x poster sat.symp.)
(1x badge-checker)
140*70
xxx
140*70
140*70
Unlocked door = xxx
xxx
FOYER
Hall_A3 (447pax)
Hall_A1 (850pax)
MAIN ENTRANCE
Scientific & Sat.Symp.
(1x table 140*70)
(1x poster sat.symp.)
(1x badge-checker)
Unlocked door = xxx
xxx
PLENARY
140*70
xxx
140*70
140*70
xxx
PLENARY
xxx
140*70
140*70
140*70
MAIN ENTRANCE
Scientific & Sat.Symp.
(1x table 140*70)
(1x poster sat.symp.)
(1x badge-checker)
Unlocked door = xxx
Hall_A7 (447pax)
Hall_A8 (850pax)
FOYER
_A7 (447pax)
140*70
140*70
xxx
140*70
MAIN ENTRANCE
Scientific & Sat.Symp.
(1x table 140*70)
(1x poster sat.symp.)
(1x badge-checker)
Unlocked door = xxx
Hall_A8 (850pax)