Exhibitors’ Technical Manual
Exhibitors’ Technical Manual Dear Exhibitor, This ESPID 2014 Exhibitors’ Technical Manual is designed to assist you in preparing for a successful event and contains important information. Please read the information in this manual. It will take you very little time now and could save you a great deal of time later. We recommend exhibitors using independent booth contractors to include a site visit in the planning process to assure a smooth and well planned set up. Please contact Mr. Richard Yeomans of the CCD at: [email protected] to coordinate a visit. The Exhibition will be held in conjunction with the 32nd Annual Meeting of the European Society for Paediatric Infectious Diseases (ESPID 2014) held on May 06‐10, 2014, at the CCD – The Convention Center Dublin in Dublin, Ireland. Please note that the Exhibition will be held during May 07‐09. The Exhibition floor plan has been designed to maximize the Exhibitor’s exposure to the delegates. Please do not hesitate to contact me for further information or assistance. Warm regards, Hanna Safier [email protected] 1 Table of Contents SECTION 1: Contact Information Kenes Contacts Contractors Contacts 3 3 4 SECTION 2: Timetables 5 Exhibition Timetable Welcome Reception 5 5 SECTION 3: Deadlines Table 6 SECTION 4: Exhibition Stands 7 Shell Scheme Package Designer/Independent Contractor Stands 7 8 SECTION 5: Exhibition Technical Information 9 Exhibitor Table Exhibition Floor Plan CCD Site Plan 12 13 14 SECTION 6: Exhibitor Badges SECTION 7: Lead Retrieval Wireless Barcode Readers 15 17 SECTION 8: Rules & Regulations and General Information 19 SECTION 9: Shipping, Tariffs, Material Handling and Shipping Labels 22 SECTION 10: Official Meeting Contractors’ Order Forms 36 2 SECTION 1: Contact Information ORGANIZER CONTACT INFORMATION PROJECT MANAGER Ms. Idit Reisner +41 22 9080488 Ext 545 Email: [email protected] EXHIBITION MANAGER Ms. Hanna Safier Cell: +972 54 6787820 Email: [email protected] TECHNICAL PROJECT COORDINATOR Ms. Mor Kristal +41 22 9080488 Ext 554 Email: [email protected] INDUSTRY LIAISON AND SALES ASSOCIATE Ms. Carolina Groenendal/ Ms. Leonie Hulstein +31 20 763 01 01 Email: [email protected] [email protected] HOTEL ACCOMMODATION FOR GROUPS Ms. Revital Michaeli +41 22 908 0488 Ext 978 Email: [email protected] REGISTRATION MANAGER Ms. Orna Gilboa +41 22 908 0488 Ext 976 Email: [email protected] 3 OFFICIAL CONTRACTORS CONTACT INFORMATION STAND CONSTRUCTION & FITTINGS, FURNITURE HIRE, ELECTRICS, AUDIO‐VISUAL, GRAPHIC O’Brien Expo Services Mr. Tony O’Brien Tel: +35 31 614 47 00 Cell: +35 38 724 92 489 Fax: +35 31 614 47 00 Email: [email protected] www.obexpo.ie IT & TELECOMMUNICATIONS, AUDIO‐VISUAL, STAND CLEANING, RIGGING, FLORAL, HOSTS CCD – THE CONVENTION CENTRE DUBLIN Orders should be submitted via the CCD Online Ordering System found at the CCD website: http://www.theccd.ie/ From The CCD home page please select the Order Online option. Then you should enter the Event ID: 5540, and select Exhibitor ordering or Banqueting Drinks Ordering as applicable. If you have any problems whilst placing your order, please email [email protected] for assistance CATERING CCD – THE CONVENTION CENTRE DUBLIN Catering is exclusive to the CCD, and need to be ordered in advance via the Online Ordering System. All food and beverage consumed on The CCD premises must be purchased through The Convention Centre Dublin Hospitality department. For a full menu, please contact CCD Hospitality: [email protected] CUSTOMS CLEARANCE, FREIGHT HANDLING & ONSITE LOGISTIC SERVICES Hermes‐Exhibition and Projects, Ltd. Ms. Zehavit Akerman Tel: +49 6173 966 95 28 Cell: +972 52 511 4982 Email: zehavitak@hermes‐exhibitions.com 4 SECTION 2: Exhibition Timetable Exhibition Set up 10:00‐22:00 For “space only” stands Monday, May 05 14:00‐22:00 For “shell scheme” booths Tuesday, May 06 08:00‐20:00 Exhibition Hours Wednesday, May 07 10:00‐ 21:00 Thursday, May 08 09:30‐16:30 Friday, May 09 09:30‐16:30 Exhibition Breakdown Friday, May 09 16:30‐23:00 Please note: Empty crates and packaging material must be removed/stored no later than Tuesday, May 6 at 22:00. Please contact the Official Freight Agent for available storage options (see Section 1B Contact information). An updated Timetable can be found at on the ESPID 2014 Congress website by clicking Here. Welcome Reception You are cordially invited to the Welcome Reception on Wednesday, May 7, at 20:15 in the Exhibition Hall. 5 SECTION 3: Deadlines Table Tick Box Upon Completion Submission of Exhibition Forms Deadlines Hotel Reservation for Staff Designed Stand Approval & Safety Forms Text for Flag Sign (Shell Scheme booths only) As soon as possible Tuesday, April 1st Tuesday, April 15 After the deadline, a 30% surcharge will apply to all services Tuesday, April 15 After the deadline, a 30% surcharge will apply to all services Tuesday, April 15 After the deadline, a surcharge will apply to all services Tuesday, April 15 After the deadline, a surcharge will apply to all orders Tuesday, April 15 Exhibitor Badge Order Lead Retrieval Wireless Barcode Reader Payment of Invoice Balance Cargo Information Tuesday, April 15 Tuesday, April 15 Must be received in full before the congress’ opening Door to door shipments ready for pick up Airfreight shipments – arrival to Dublin Airport Tuesday, April 22 Friday, April 25 Wednesday, April 30 Monday, May 5 Electricity Order Stand Construction & Fittings, Furniture Hire, Audio‐Visual, Graphic IT & Telecommunications, Audio‐Visual, Stand Cleaning, Rigging, Floral, Hosts Stand Catering Shipment via Dublin warehouse – no later than Direct Deliveries to Congress Venue 6 SECTION 4: Exhibition Stands To ensure the smooth and efficient installation and dismantling of your booth, an official Stand Builder has been appointed (see SECTION 1: Contact Information). Booth furniture and accessories are available for rent (please refer to the enclosed catalogue and order forms at the end of this manual). Shell Scheme booths, that have been pre‐booked from Kenes, include: White shell walls, 2.5 meters high Two spotlights One socket (500w) Nameplate featuring company name. Corner stands will be provided with two nameplates. There is no limitation on the number of characters. However, the longer the company name is the smaller the fonts are. Please note: Corner stands are provided with two open sides, and two nameplates‐ one for each open side. Stand package hire does not include furniture. Cleaning is not included with your shell scheme. All additional electrics to the package are subject to a consumption charge. Please send your flag order form, found at the end of this manual, by Tuesday, April 15 to Ms. Hanna Safier at: [email protected] If text for your flag sign is not received by this date, we will provide you with a title as per your application form. If you require additional furniture or services for your stand, please refer to the order forms at the end of the manual, and to the CCD online ordering system. 7 Designer/Independent Contractor Stands Exhibitors using independent contractors are required to submit the following for approval to [email protected] no later than Tuesday, April 1st, 2014: 1. A scaled drawing (including elevation views) of the proposed booth to be built. 2. A list of all Electrical / gas powered devices / appliances to be installed in the booth. All exhibits are to be displayed so as to avoid blocking aisles, obstructing adjoining booths, or damaging the premises. Exhibitors are kindly requested to allow sufficient see‐through areas that ensure clear views of surrounding exhibits. Any part facing neighboring stands that is above 2.50 m in height needs to be designed with neutral surfaces (white). For stands that are slightly raised (maximum 4.5 cm) provision shall be made for an accessibility ramp for mobility‐challenged people. The Organizers will not approve stands that do not comply with the accepted standards until the necessary changes have been made. Raw stands do not include electricity. All free build stands need to order the mains and incorporate the consumption charge in their order ‐ as per the order form. Please find the order form in the relevant section of this manual. Exhibitors are required to submit the name and contact details of their respective construction company to Hanna Safier at: [email protected] 8 SECTION 5: Exhibition Technical Information Exhibition Hall: THE FORUM on the Ground Floor. Explore The CCD with their interactive venue plan: http://www.theccd.ie/index.jsp?p=106&n=148 Maximum Build‐up Height: The maximum allowed build‐up height for your stand is 4 meter. Rigging Options: Ceiling hangings are permitted. For suspended banners/objects the maximum allowed height is 6 meter (measuring from the floor to the top of the suspended element). Rigging proposals require prior approval by the CCD Technical Department. Please send your booth and suspension plan to [email protected] for approval. Please note that if your booth floor platform is higher than 4.5 cm, you are required to provide a ramp for handicapped access. Floor Finish: Carpeted latex felt floor. Max floor load: 12.5 kilonewtons per sqm. The maximum permitted loading is 6 kilonewtons per square meter. Electricity: All stand power requirements should be confirmed by Tuesday, April 15. When placing your order please confirm any requirements for a 24‐hour power supply. Internet: Free Wi‐Fi is available in the Exhibit Hall. If you require a secure, high bandwidth wireless connection (faster), these are available on a pre‐order basis from the CCD. Internet – Wired Connection – If you require cabled internet access to your stand, please use the online ordering facility at www.theccd.ie Storage ‐ As the CCD has no storage facilities, no deliveries will be accepted prior to the congress. The CCD does not provide storage facilities for exhibitors during the congress. Storing of packaging and literature to the side or behind stands is forbidden as it creates a fire risk. We advise that, where feasible, storage areas are built into exhibition stands. Otherwise, please contact Hermes for storage of empties. Smoking Policy ‐ The CCD operates a NO SMOKING policy in All halls. Stand Cleaning ‐ Stand cleaning is not included for all stands. If you wish to order stand cleaning please order it via the CCD website. Stand Catering ‐ Catering and the sale of all food and drinks on site are reserved exclusively for the CCD, and may be ordered in advance via the CCD online ordering system. Exhibitors may bring in their own coffee machine/barista & milk /coffee etc. 9 Unloading and Loading Unloading and loading may only be carried out in designated areas clear of the public highway. The CCD cannot authorize vehicles to wait or unload in contravention of local road traffic regulations. All loading/unloading passes are issued by CCD Security and must clearly be displayed in the vehicle windscreen. Drivers of vehicles without passes should contact the Event Manager before arrival in order for loading/ unloading arrangements to be made. All personnel in control of vehicles using either Truck access road, loading bay or truck and van lifts must comply with instructions from The CCD banksman or CCD Hosts at all times. Vehicles at a height of more than 4.2 metres will not be permitted entry to the ramp, truck access road or loading bay. Vehicle access to The Convention Centre Dublin is via a ramp to an underground car park at the rear of the venue, located on Lower Mayor Street. The height limit of the underground car park is 4.2 metres. The weight limit of the ramp is 12.5Kn/m2 with an axle load of 8.5 tonnes. Access to the exhibition halls is then via a truck lift or van lift. As space is limited, once the vehicle loading or unloading has occurred you will be asked to move your vehicle on, to allow other vehicles to use the lifts. Please visit the location and travel section for information about access to The CCD at: http://www.theccd.ie/ccd/locationtravel . There is a HGV 5‐axle ban in force throughout Dublin City Centre. Check the Restriction Zone Map on the www.hgv.ie website to plan your access point and route. Access to the CCD can be facilitated via a truck lift or van lift. Truck Lift: The weight limit for the truck lift is 2500kg. The truck lift can accommodate a trailer size of maximum 13600mm long x 2500mm wide x 4000mm high or, 2 x vans of maximum 7345mm long x 2360mm wide x 3055mm high. The maximum dimensions of the truck lift entrance and exit are 3900mm wide x 3200mm high. Van Lift: The weight limit for the truck lift is 6000kg. The Van Lift can accommodate a vehicle of maximum 2360mm wide x 7345mm deep x 3055mm high. The maximum dimensions of the Van Lift entrance and exit are 2900mm wide x 3200mm high. Each lift serves our exhibition and conference halls. Please note that once your trailer or van is unloaded, you will be asked to remove it from the lift to facilitate the next vehicle requiring access. 10 East Access Door to Forum – a separate entrance to the Forum is also available on ground road level, accessed via Northwall Quay and along the East Access Road of The CCD, and through a roller shutter door. The dimensions of this door are 4560mm high by 5000mm wide. Please be aware there is very little space to back an Artic Trailer into the Forum through this door. Please note that the CCD does not accept event deliveries at the main entrance. For convenience, access to the East Road is controlled by our Security Traffic Marshals, who manage a strict loading and unloading time schedule. The electrically operated vehicle entry door to The Forum shall be operated only by The CCD's personnel or such other persons as The CCD may designate in writing. Wheeled vehicles, whether motor driven or hand propelled, must not be taken through any of the emergency pedestrian exit doors from The Forum hall. Loading Bay Doors’ Dimensions: Loading Door 1 (on front of the van lift) ‐ 3225mm high & 3590mm wide Loading Door 2 (on front of the truck lift) ‐ 3225mm high & 3775mm wide Parking around the CCD is strictly regulated. It is restricted to equipment unloading and loading, during set up and dismantling periods. Parking is prohibited during the event. Car Parks near The CCD, operated separately, also have dedicated spaces for people with disabilities. Please check the CCD website www.theccd.ie for details. Deliveries to Venue For shipping options direct to the venue please refer to SECTION 9: Shipping, Tariffs, and Material Handling & Shipping Labels. 11 Exhibitor Table Company Baxter Healthcare SA ESID ESPID ESPID‐Oxford Course GSK Novartis Pfizer International Operations Sanofi Pasteur MSD Statens Serum Institut Wisepress Medical Bookshop Booth # 7 6 13 6A 2 3 4 1 9 5 Size 24 9 24 9 49 42 48 56 12 6 Layout Space Shell Space Shell Space Space Space Space Shell Space 12 Exhibition Floor Plan 13 CCD Site Plan 14 SECTION 6: Exhibitor Badges All Exhibitors are required to be registered and will receive a badge displaying the exhibiting company’s name. Individual participant names will not appear on badges and may be used interchangeably between staff members. Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for each 9 sqm thereafter. Any additional staff members will be charged an exhibitor registration fee of €180 +VAT (includes all lunches and coffee breaks). Companies can purchase a maximum number of exhibitor registrations as follows: Booths of up to 60 sqm – 15 exhibitor registrations Booths larger than 60 sqm – 25 exhibitor registrations For additional badges, please use the Exhibitor registration form on the next page. Please return the form to the attention of: Hanna Safier at [email protected], no later than Tuesday, April 15, 2014. Exhibitors’ badges give free access to the exhibition area, lunches, coffee breaks and welcome reception. All personnel are required to wear badges to access the venue. Company representatives not wearing their badges will not be allowed to access the exhibition. Company name badges are for the use of company personnel for booth staff purposes only and should not be used by companies to bring visitors into the Exhibition. Exhibitor’s badges will not be mailed in advance and may be collected at the Registration Desk on arrival. 15 Exhibition Badge Order Form Please return to [email protected] no later than Tuesday, April 15, 2014. Company: _________________________________________ Email: _______________________________________ Contact name: _____________________________________ Tel: __________________ Fax: ___________________ All stand personnel are required to register. Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for each 9 sqm thereafter. Any additional stand personnel will be charged €180 + VAT per exhibitor badge. These badges are for Company personnel and will not entitle access to the Scientific Sessions. Please note that individual participant names will not be written on the badges. Only the company name will appear. Registered stand personnel will receive: Badge with Company name Entrance to Welcome Reception Access to the Exhibition Hall Tea / Coffee / Lunches during official breaks A maximum of 25 characters can be printed on the badge. Please indicate in the box below how you would like your company name to appear: Please indicate the total number of badges required. An invoice will be sent for all additional badges. Description Cost Quantity Free Badges Additional Badges N/A Total Cost N/A €180 + VAT Total 16 Lead Retrieval Wireless Barcode Readers are a helpful tool for collecting Participants contact information. The Smart Scanner Online comments per scanned badge Online expanded participant info Handheld Cost per unit‐ €350 The Mini Scanner No editing capabilities Basic participant info Pocket size Cost per unit‐ €300 Please Note: Barcodes on participants' badges contain contact information as supplied by the registrant or the agency responsible for the registration process of that participant. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details. In addition, please note that neither Kenes International nor the Organizing Committee are responsible for the content of the information. In order to reserve your Lead Retrieval Wireless Barcode Reader, please return the credit card form on the following page. 17 Order Form ‐ Lead Retrieval Wireless Barcode Reader Please complete the following Order Form. Please note, if the system is not returned to the Exhibition Manager one hour after the exhibition closing hour, an additional €1500 charge will be made to your credit card. In accordance with the security measures taken by credit card companies, please complete the following form in your own handwriting and sign. Please email this form no later than Tuesday, April 15 to the attention of Hanna Safier at [email protected] Number of Smart Scanners Requested: ______________________ (€350 per unit) Number of Mini Scanners Requested: _______________________ (€300 per unit) Company Name: ________________________________________ Email Address: __________________________________________ Telephone Number: ______________________________________ Card Type: Visa / MasterCard / AMEX: _______________________ Credit Card Number: _____________________________________ Expiration Date: _________________________________________ Security Digits (on the back of the credit card): ________________ Name of Card Holder: ____________________________________ Date: __________________________________________________ SIGNATURE of Card Holder: _______________________________ 18 SECTION 8: Rules & Regulations and General Information Binding for all Exhibitors and their subcontractors Security The Organizers will provide security guard service in the exhibition hall during off‐show hours. Neither The CCD nor the Organizers can accept responsibility for the security of the stands and their contents and for damage to, or theft of any goods. Exhibitors are fully responsible for the security of their stand and equipment. For ordering additional security, please contact The CCD. Waste Removal Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. Any discarded waste, including promotional material, left behind will be removed by the Organizers at the expense of the exhibitor concerned. Smoking The ESPID 2014 Meeting is a non‐smoking meeting. Disposal of Material It is obligatory to collect and dispose of all material during the breakdown or dismantling of the event. When the dismantling period is over, the exhibitor loses any right to claim for losses or damage to property left behind and any costs incurred by the venue in removing this property will be charged to the exhibitor. Damage to the Premises Exhibitors are liable for all damage caused to floors, walls and pillars during the installation, exhibition and dismantling periods. No adhesive stickers and fixtures of any kind are allowed on floors, walls and pillars. 19 Fire Insurance (compulsory) Exhibitors must be insured against fire. Fire Regulations (General). Stand material and fittings must be of non‐inflammable materials or impregnated with fire‐retardant chemicals. As a general rule, easily inflammable synthetic substances, foam polyester, and non‐fireproof straw and reeds are prohibited. Poster Hanging, Banners etc. Hanging of posters, banners or decals, stickers or similar things, on the walls, floors, ceilings or columns within or outside the installations of The CCD is not allowed without prior written authorization. Liability Insurance You are obliged to have a public liability insurance that covers all injuries to persons and damages which might cover in connection with the exhibition. We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer. Insurance (Compulsory) The Organizers nor The CCD, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage. The Organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance, and shall hold harmless the Organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended‐coverage policy. Exhibitors are personally liable for all expenses incurred by the organizer or by third parties in regard to technical services provide 20 Promotional Activities All demonstrations or instructional activities must be confined to the limits of the exhibition stand. Advertising material and signs may not be distributed or displayed outside the exhibitor’s stands. Sound equipment must be regulated and directed into the stand so that it does not disturb neighboring exhibits. The Exhibition Management reserves the right to require the exhibitor to discontinue any activity, noise or music that is deemed objectionable. Special Effects Special effects lighting, live music, smoke and laser projection may not be used in the stands. No permission will be given for projection in the aisles or on the walls of the hall. Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein. 21 SECTION 9: Shipping, Tariffs, Material Handling and Shipping Labels CUSTOMS CLEARANCE, FREIGHT HANDLING & ONSITE LOGISTIC SERVICES Hermes‐Exhibition and Projects, Ltd. Ms. Zehavit Akerman Tel: : +49 6173 966 95 28 Mobile: +972 52 511 49 82 Email: zehavitak@hermes‐exhibitions.com 22 Dear Exhibitor/Stand Builder, Hermes‐Merkur is the official handling agent for KENES congresses in 2014. We are a full door to door service company, and sole on site logistics contractor. As such, we are pleased to update you regarding the services and guidance as how we dispatch shipments to the Meeting. Onsite Handling Due to security, insurance and organizer policy, Hermes‐Merkur is the exclusive handler inside the venue. Please note that companies, stand builders & PR companies may make their own arrangements to deliver and retrieve goods directly to the warehouse/venue entrance. Contact Details Hermes Exhibitions & Projects Ltd. Contact: Ms. Zehavit Akerman Tel: +49 6173 966 95 28 Mobile: +972 52 511 4982 E‐mail: zehavitak@hermes‐exhibitions.com 23 Please note these important dates: Labor day Normal working day Saturday Sunday Bank holiday Thursday, May 1 Friday, May 2 Saturday, May 3 Sunday, May 4 Monday, May 5 Service Deadline Door to Door Shipments ready for pick up (EEC Countries) Tuesday, April 22 Airfreight Shipments Arrival to Dublin Airport Friday, April 25 Shipment via Dublin Warehouse no later than Exhibition Goods ‐ Direct Deliveries to Congress Venue Earlier shipments to the CCD will not be accepted! Wednesday, April 30 Not before: Monday, May 5 Shipment Categories All shipments must be packed, labeled and sent according to the appropriate destination. Please use only the attached labels. Please do not mix different types of shipments in one box. Categories Exhibition goods ‐ for exhibition stand only 24 1. Door to Door Shipment We offer companies services from starting point to venue as part of consolidated international shipments for the congress. This will assist in reducing costs and ensuring a timely delivery. 2. Airfreight Shipments Please send all airfreight shipments to Dublin airport only – please contact up for details. IMPORTANT!!! Please do not send any airfreight shipment unless you receive very specific instructions for invoices, packing list, etc. Documents Original AWB, BL & Proforma Invoice must be received 2 working days prior to goods arrival. 3. Shipment via Dublin Warehouse 4. Direct Deliveries to Congress Venue Rhenus Logistics (Ireland) Ltd Kore Development Park J.F.K.Drive Naas Road Dublin 12, Ireland Domestic Cargo / Courier Shipments / Full Load Trucks Delivery Address: Convention Center Dublin North Wall Quay, spencer Dock, Dublin 1 Exhibition goods will be accepted only on Monday, May 5 starting at 08:00 Unloading/ loading will submitted upon pre alert will be received by HERMES Shipment arriving without pre alert will be asked to wait for free loading area 25 Courier Shipments It is not recommended to use a courier service for shipping your goods to the congress venue. In case of sending a courier shipment, please be sure to send us a pre‐advise with the full details of the shipment: courier company, number of pieces and tracking number. All courier shipment must be sent on DDP terms Shipments will be accepted in the show site by our representative starting from the first move in date. Shipments arriving before that time will not be accepted. Dangerous Cargo Exhibitors need to complete a special form for dangerous goods. These forms will be provided upon request and the completed forms should reach us before shipment is dispatched. There will be a surcharge of 100% for handling this kind of shipment. Insurance All goods must be fully insured with all risk coverage. Insurance can be provided upon request. We regret that we can take no responsibility for goods after delivery to the exhibitors stand regardless if the exhibitor is present or not. Heavy & Oversized Shipments A heavy and oversized shipment applies to any single exhibit in excess of 1000 kg and 5 CBM that requires the use of a forklift mobile crane for installation. Exhibitors with heavy and oversized exhibits must inform us at least seven days prior to delivery. A detailed layout should also be provided to better assist our onsite operations. 26 Feb 11, 2014 ESPID 2014 MAY 6‐10, DUBLIN, Ireland Handling Rates Inbound Handling Charges 1 CBM = 330 kg 1. Air Freight From free arrival Dublin airport up to free delivered booth . Minimum per shipment € 325.00 Up to 250 kg € 2.05 / Kg Up to 500 kg € 1.55 / Kg Up to 1000 kg € 1.40 / kg Above 1000 kg each additional kg € 1.35 / Kg Airport taxes, storage, fees etc. will be calculated as per outlay Min € 125.00 Outlay fees + 10% for pre payment 2. Handling via Warehouse From free arrival Dublin warehouse up to free delivered booth customs cleared goods. Shipment up to 25 kg € 175.00 Shipment up to 50 kg € 200.00 Shipment over 50 kg € 95.00 / CBM / Min 3 CBM 27 3 Direct Delivery to Venue From free arrival venue up to free delivered booth , first time spotted: Shipment up to 25 kg € 125.00 Shipment up to 50 kg € 155.00 Per CBM or part of € 90.00 / per CBM / Min 3 CBM Truck 7.5 T €960.00 Truck 13.6 M € 1840.00 Customs Formalities Carnet ATA Temporary importation under ATA Carnet Temporary Importation Temporary importation and/or re‐exportation with commercial invoice For each customs tariff code Customs bond fee 1.5% CIF Value Min Permanent Importation Per shipment / per document / per exhibitor For each customs tariff code Duties & Taxes as per outlay. Fees for an advanced payment of duty & tax + 10% for pre payment Customs inspection Export document € 190.00 € 190.00 € 6.50 € 150.00 € 190.00 € 6.50 € 55.00 € 65.00 28 Special Clearances Food, beverages, pharmaceuticals etc. Available upon request Other Charges Handling of empties (including storage) € 75.00 / CBM (Min 2 CBM) Forwarding commission ‐ per order / shipment € 75.00 On‐site representative for service / support € 55.00 Outbound Handling Charges The same rates will apply for outbound services. Please Note: The above rates do not include VAT that will be charged where applicable. The above rates are for services provided from Mon – Fri, 08:00 – 17:00. Overtime surcharge (18:00 – 22:00) – additional 50% on total move in/out charges. Overtime surcharge (22:00 – 08:00) – additional 100% on total move in/out charges. Saturday ‐ additional 75% on total move in/out charges. Sunday & Holidays – additional 100 % on total move in/out charges. 29 Payment Terms In order to ensure move in/out of your shipment/s, please complete and sign the attached Material Handling form/payment confirmation and return it to our attention. Please note that your signature will be used as payment guarantee based on the general tariff. Please notify “Hermes ‐ Merkur” immediately about any requirements relating to invoices. All invoices must be settled by exhibitors/contractors and agents in advance of the Meeting. In case of non‐payment of invoices, shipments will be held in storage until the invoices are paid in full. Please note that all payments should be made in EUR. Any services not outlined in the attached tariff will be quoted on an individual basis. Terms and conditions All orders are accepted exclusively on the basis of the Local forwarders terms and conditions (ADSp). We wish you a successful experience! Hermes ‐ Merkur 30 Date: ___________ Dear Exhibitor/Stand Builder/PR Company, Please complete the form below and return to HERMES via email at: zehavitak@hermes‐exhibitions.com Handling and Payment Confirmation Form Congress Name ESPID 2014, May 06‐10, Dublin, Ireland Exhibitor Name Stand Number Shipment Information Service requested Airfreight shipments Arrival to Dublin Airport Dublin Advance Warehouse Direct to Venue 31 Shipment Information Continued… Shipper's Name Email Address Phone Number Purchase Order Number Truck Size Courier Tracking Number Airway Bill (AWB) Number Number of Pieces Weight in Kg CBM 32 Payment Details This is to confirm that the payment for handling the above cargo will be covered by our company. Company Details: _________________________________________ Please enclose a copy of both the front and back of your credit card. VAT Number: ____________________________________________ For payments made by credit card, an additional 2.5% service Email Address: ___________________________________________ charge will be added. Phone Number: ___________________________________________ Only Inserts/Display materials that arrive by the deadline will be guaranteed for delivery to the Congress Venue. Any materials that arrive after the deadline date will not be delivered. Address: ________________________________________________ Card Type: VISA DINERS MASTERCARD AMEX We cannot guarantee services for any cargo arrival without a completed Pre‐Advise form and payment confirmation! Credit Card Number: ______________________________________ Only shipments with pre‐notification and payment confirmation Expiry Date: _____________________________________________ will be accepted. CVC (Last 3 digits on back of credit card): ______________________ Name of Card Holder: _____________________________________ Card Holder's Signature: ___________________________________ 33 EXHIBITION GOODS Via Dublin Warehouse Domestic Cargo / Courier Shipments Exhibitor or Company Name Stand/Booth No. Contact Person Mobile Phone Rhenus Logistics Ltd. Kore Development Park John F. Kennedy Drive, EIR-Dublin 12 Dublin, Ireland Phone: +353 (0)1 429 2300 For ESPID 2014 congress Box No. _______ of _______ 34 EXHIBITION GOODS For the Exhibitor's Stand Only Direct to Venue Exhibitor Name Stand/Booth Number Contact Person Mobile Phone The Convention Centre Dublin North Wall Quay Spencer Dock Dublin 1, Irleand For ESPID 2014 Congress Box No. _______ of _______ 35 SECTION 10: Official Meeting Contractors STAND CONSTRUCTION & FITTINGS, FURNITURE HIRE, ELECTRICS, AUDIO‐VISUAL, GRAPHIC O’Brien Expo Services Mr. Tony O’Brien Tel: +35 31 614 47 00 Cell: +35 38 724 92 489 Fax: +35 31 614 47 00 Email: [email protected] www.obexpo.ie IT & TELECOMMUNICATIONS, AUDIO‐VISUAL, STAND CLEANING, RIGGING, FLORAL, HOSTS CCD – THE CONVENTION CENTRE DUBLIN Orders should be submitted via the CCD Online Ordering System found at the CCD website: http://www.theccd.ie/ From The CCD home page please select the Order Online option. Then you should enter the Event ID: 5540, and select Exhibitor ordering or Banqueting Drinks Ordering as applicable. If you have any problems whilst placing your order, please email [email protected] for assistance. CATERING CCD – THE CONVENTION CENTRE DUBLIN Catering is exclusive to the CCD, and need to be ordered in advance via the Online Ordering System. All food and beverage consumed on The CCD premises must be purchased through The Convention Centre Dublin Hospitality Department. For a full menu, please contact CCD Hospitality: [email protected] 36 /01/2014 b 21:07 ! obexpo ! orderforms Shell Scheme Booth Package ! each shell scheme booth includes the following: • white walls as shown ( specification attached) • 2 spotlights and 1 power socket ( 500w) • Nameplate with company name Leaflet display Executive furniture pack counter with stool Pod set obrien expo services ltd.- the coachhouse- rear of1warwick terrace - appian way - ranelagh - Dublin 6 - Ireland !! ! ! tel: 0035316144700 fax 0035316144676 mob: 00353872492489 email: [email protected] registered in ireland no. 442039 v.a.t. no. ie 9666131k ! ! www.obexpo.ie 37 /01/2014 b 21:07 ! obexpo ! orderforms F1 - DEM COUNTER WITH GRAPHIC white demonstration counter with high stool and full graphic infill sliding doors and shelf ( not lockable) 90cm high x 100 cm w x 45 cm deep PRICE 240.00 F5 - EXPO TRESTLE TABLE 150cm x 55cm ! price - 90.00 A4 - FLAT SHELVING 99cm wide x 30 cm in white laminate finish - can be continuous or individual ! PRICE - 35.00 per linial metre F2 - EXECUTIVE FURNITURE PACK round table 75cm diameter with 3 navy casala curvy upholstered chairs ! F3- POD SET high bar table with 2 high back stools available in black or white F4 - BEECH FURNITURE PACK round table in beech finish with 3 beech veneer casala curvy chairs PRICE - 150.00 PRICE - 100..00 ! ! PRICE 120.00 F6 - WHITE INFO COUNTER WITH HIGH STOOL 90cm x 45cm x 100cm F7- LEAFLET DISPENSER 5 pocket freestanding literature dispenser A2- LOCKABLE DOOR WITH STORAGE ROOM 1m x 1m price - 150 PRICE - 75.00 price - 220.00 ! ! A5 -ANGLED SHELVING 99cm wide x 30 cm deep in white laminate - can be continuous or individual A6 - HALF HEIGHT PARTITION WALLS ! ! ! ! A9- COLOURED INFILL PANELS price - 60 per panel price - 45.00 per linial metre PRICE - 45.00 per linial metre obrien expo services ltd.- the coachhouse- rear of1warwick terrace - appian way - ranelagh - Dublin 6 - Ireland ! tel: 0035316144700 fax 0035316144676 mob: 00353872492489 email: [email protected] registered in ireland no. 442039 v.a.t. no. ie 9666131k ! ! www.obexpo.ie 38 1 o|b 13/01/2014 21:07 ! obexpo ! orderforms A10 - LOGO REPRODUCTION AND BRANDING ! ! A11 - CUSTOM MADE RECEPTION COUNTERS G3- GRAPHIC INFILL PANELS full size digital imagery mounted into system walls Price - 195 per panel G6 CORPORATE DESIGN AND BRANDING A12 - DISPLAY PLINTHS plinths made to suit your product price on application G4- FULL WALL BANNER GRAPHICS full wall size digital imagery suspended as banners including installation and removal on site price - 3m wide - 790 G5 -LOGO PANEL TO COUNTER FRONT price - 90.00 !! G2 NAME BOARD WITH YOUR LOGO price - 90.00 G3 -GRAPHIC PANEL TO COUNTERS , WALLS AND FACIA ! price - on application G6 - PULL UP DISPLAY G7 - FREESTANDING GRAPHIC hire of system plus new graphic price - 175.00 price - 325.00 ! obrien expo services ltd.- the coachhouse- rear of1warwick terrace - appian way - ranelagh - Dublin 6 - Ireland ! tel: 0035316144700 fax 0035316144676 mob: 00353872492489 email: [email protected] registered in ireland no. 442039 v.a.t. no. ie 9666131k ! ! www.obexpo.ie 39 df 1 o|b 13/01/2014 21:07 ! obexpo ! orderforms EXPO 1- STAND ALONE STRUCTURE WITH FULL WALL GRAPHIC EXPO 3- DESIGN AND BESPOKE BUILD ! EXPO 4- DIGITAL PRINTING - LARGE FORMAT we can produce and supply your graphics here in Dublin and install on site EXPO 6 - WE CAN BUILD YOUR STAND send your stand design and we will prepare and install it for you here . !! EXPO 2- CUSTOM STAND DESIGN AND CONSTRUCTION EXPO 5 - CUSTOM UPGRADES we offer a full upgrade to your expo booth including customised counters and wall panels ! EXPO 7 - TRUSSING WITH BANNER GRAPHIC EXPO 6 - SYSTEM DESIGNED EXHIBITS System structure designed exhibition stands !! EXPO 8 - AUDIO VISUAL Full range of audio visual equipment available for wall mounting ! E7- BACKLIT LIGHT-BOX full size digital imagery backlit in system framework ! EXPO 9 - GRAPHIC DESIGN obrien expo services ltd.- the coachhouse- rear of1warwick terrace - appian way - ranelagh - Dublin 6 - Ireland ! tel: 0035316144700 fax 0035316144676 mob: 00353872492489 email: [email protected] registered in ireland no. 442039 v.a.t. no. ie 9666131k ! ! www.obexpo.ie 40 1 o|b 13/01/2014 21:07 ! obexpo ! orderforms BANNER 1: 3m x 3m banner double sided BANNER 2: 4m x4m banner with truss frame cost: 850 plus vat cost: 1590 plus vat BANNER 3: cube banner - 4@ 3.5 m x 1.2m BANNER 4 : 4m x 2.5m banner cost 1680.00 plus vat cost: 900.00 plus vat BANNER 5 : 2.5m x2.5m banner BANNER 6: single banner 3.5 m x 1.2m cost: 690 plus vat cost: 575.00 plus vat obrien expo services ltd.- the coachhouse- rear of1warwick terrace - appian way - ranelagh - Dublin 6 - Ireland tel: 0035316144700 fax 0035316144676 mob: 00353872492489 email: [email protected] registered in ireland no. 442039 v.a.t. no. ie 9666131k ! ! www.obexpo.ie ! 41 13/01/2014 b 21:07 ! obexpo ! orderforms REF. EXPO SERVICES - ORDER FORM PRICE QTY. TOTAL FITMENTS A1 wall panel to match existing shell scheme - layout plan required €45 A2 lockable door section forming 1m x 1m store - layout plan required €220 A3 simple storeroom with curtain forming 1m x 1m store - layout plan €110 A4 flat shelf - 990mm wide x 300mm deep €35 A5 angled shelf - 990mm wide x 300mm deep €45 A6 Half height partition walls - 130cm high €45 A9 Coloured infill panels - please forward pantone colour reference €55 TOTAL FURNITURE F1 Demonstration counter with full graphic infill to front panel €240 F2 Executive furniture pack - white meeting table with 3 blue executive €120 F3 Pod set - high pod table with 2 high stools ( black or white) €150 F4 Beech furniture pack - beech meeting table with 3 beech curvy chairs €100 F5 Expo trestle table - 1500 x 500 €90 F6 White info counter with high stool - 1000x900x450 €150 F7 Leaflet dispenser - 5 pocket €75 TOTAL GRAPHICS G1 Name-board - ADDITIONAL €60 G2 Name-board with your company logo €90 G3 Full wall graphic infill panels - set into system frame - 970 x 2360 €195 G4 Banner wall graphic - 3000 wide x 2500 high €790 G5 Graphic panel to front of dem counter €90 G6 Pull up displays - new €175 G7 Freestanding graphic display €325 ! ! TOTAL please note: orders after 15th of April 2014 subject to 30% surcharge. SUB TOTAL € VAT @ 23% € SURCHARGE € TOTAL € obrien expo services ltd.- the coachhouse- rear of1warwick terrace - appian way - ranelagh - Dublin 6 - Ireland ! tel: 0035316144700 fax 0035316144676 mob: 00353872492489 email: [email protected] registered in ireland no. 442039 v.a.t. no. ie 9666131k ! www.obexpo.ie 42 1 o|b 13/01/2014 21:07 ! obexpo ! orderforms AUDIO VISUAL ORDER FORM - PRICE INCLUDES 3 DAY HIRE AND INSTALLATION & REMOVAL ! EQUIPMENT HIRE QTY PRICE 32” LCD Flat screen Monitor €310 37” LCD Flat screen Monitor €350 42” LCD Flat screen Monitor €375 46” LCD Flat screen Monitor €450 52” LCD Flat screen Monitor €480 60” LCD Flat screen Monitor €550 65” LCd Flat screen monitor €750 2 Speaker Sound System with cabled Microphone €430 PC remote mouse and laser pointer €85 PC Laptop Computer €390 Data Projector 3000 Ansi Lumen €360 please note: orders after 15th of April 2014 subject to 30% surcharge. TOTAL Sub-total € Vat @ 23% € SURCHARGE € TOTAL € obrien expo services ltd.- the coachhouse- rear of1warwick terrace - appian way - ranelagh - Dublin 6 - Ireland tel: 0035316144700 fax 0035316144676 mob: 00353872492489 email: [email protected] registered in ireland no. 442039 v.a.t. no. ie 9666131k ! www.obexpo.ie 43 ! /01/2014 b 21:07 ! obexpo ! orderforms ELECTRICS ORDER FORM - PRICE INCLUDES EVENT HIRE AND INSTALLATION & REMOVAL EQUIPMENT HIRE QTY PRICE 13 amp twin socket (1.0 kw) €75 120 watt spotlight (0.25 kw) €50 5 ft fluorescent ( 0.1 kw) €60 500 watt spotlight (0.5 kw) €75 120 amp long arm spot (0.25 kw) €60 20 amp mains (4.0 kw) €95 30 amp mains ( 6.0 kw) €125 20 amp 3 phase mains - (12.0 kw ) €175 30 amp 3 phase mains - (18.0 kw) €195 16 amp CEE 3 phase 5 pin socket (9.0 kw) €130 24 hr socket (1.0 kw) €150 Add consumption charge @ €90 euro per kw please note: orders after 15th of April 2014 subject to 30% surcharge. TOTAL Consumption € Sub-total € Vat @ 23% € SURCHARGE € TOTAL € obrien expo services ltd.- the coachhouse- rear of1warwick terrace - appian way - ranelagh - Dublin 6 - Ireland tel: 0035316144700 fax 0035316144676 mob: 00353872492489 email: [email protected] registered in ireland no. 442039 v.a.t. no. ie 9666131k ! ! www.obexpo.ie 44 ! 13/01/2014 |b 21:07 ! obexpo ! orderforms Please draw your stand layout with all additional items noted and positioned - thank you obrien expo services ltd.- the coachhouse- rear of1warwick terrace - appian way - ranelagh - Dublin 6 - Ireland ! tel: 0035316144700 fax 0035316144676 mob: 00353872492489 email: [email protected] registered in ireland no. 442039 v.a.t. no. ie 9666131k ! ! www.obexpo.ie 45 l.pdf 1 o|b 13/01/2014 21:07 ! obexpo ! orderforms BANNERS - PRICE INCLUDES INSTALLATION & REMOVAL ON SITE - ARTWORK TO PROVIDED BANNERS ! QTY PRICE BANNER option 1 €850 BANNER option 2 €1590 BANNER option 3 €1680 BANNER option 4 €900 BANNER option 5 €690 BANNER option 6 €575 please note: orders after 15th of April 2014 subject to 30% surcharge. TOTAL Vat @ 23% € SURCHARGE € TOTAL € obrien expo services ltd.- the coachhouse- rear of1warwick terrace - appian way - ranelagh - Dublin 6 - Ireland ! tel: 0035316144700 fax 0035316144676 mob: 00353872492489 email: [email protected] registered in ireland no. 442039 v.a.t. no. ie 9666131k ! www.obexpo.ie 46 /01/2014 b 21:07 ! obexpo ! orderforms SUMMARY ORDER FORM - PLEASE RETURN ! ! ! ! ! ! ! please note: orders received after 15th of April 2014 will incur a 30% surcharge. COMPANY NAME ....................................................................................................… STAND NO..................… INVOICE ADDRESS .......................................................................................................................................… TOWN .................................................... POSTCODE ..............................… CONTACT NAME ..................................................................… COUNTRY .................................… EMAIL .......................................................… INVOICING EMAIL ..................................................................… PO NUMBER ..................................… CONTACT NUMBER ............................................................................................... METHOD OF PAYMENT - 2 options - payment by credit card or bank transfer 1. payment by credit card expiry 3 digit code stand number ________________ 2. payment by bank transfer OBRIEN EXPO SERVICES LTD. ALLIED IRISH BANK 9 TERENURE ROAD RATHGAR DUBLIN 6 IRELAND ! ! company name ______________________________________________ ! ! ! ! master card visa date ____ /____ /____ name on card _________________________________________ !! SORT CODE - 93-10-71 ACCOUNT NO. - 08124059 IBAN - IE37 AIBK 9310 7108 1240 59 SWIFT CODE - AIB KIE 2D email _____________________________________________ ORDERS CHECKLIST - PLEASE ENTER TOTALS HERE TOTAL FITMENTS ORDER € FURNITURE ORDER € GRAPHICS ORDER € ELECTRICS ORDER € AUDIO VISUAL ORDER € SPECIAL REQUESTS ORDER € BANNER ORDER € surcharge for orders after 15th of April 2014 ( if applicable) € TOTAL € obrien expo services ltd.- the coachhouse- rear of1warwick terrace - appian way - ranelagh - Dublin 6 - Ireland tel: 0035316144700 fax 0035316144676 mob: 00353872492489 email: [email protected] registered in ireland no. 442039 v.a.t. no. ie 9666131k ! www.obexpo.ie ! 47 11 13/01/2014 b 21:07 ! obexpo ! orderforms SHELL SCHEME specification Octanorm Shell Scheme typical internal appearance and dimensions. !•! The NBuse of nails ,screws, staples etc is not permitted to the standard shell scheme walls. Hanging graphic panels or • Panellightweight cut sizes posters is quite simple and either blu-tak or = visible area size male/female hook plus 7 or velcro 10mm allis recommended . round depending on the pole or beam top of the shell wall frame using picture hooks profiles being used. and wire. !•! Heavier display boards may be hung from the !•! Please that each wall panel is set within S100note = 10mm Z110 = 10mm an aluminium frame .The pole uprights are 40mm S108 diameter = 7mmgiving a 20mm protrusion from the=wall panel which is only 3mm thick. Z160 7mm These walls are not load bearing and for heavier special arrangements must be • We panels recommend made with the in advance. bracing at contractor “2M“ intervals when using a standard ceiling available which will enhance your exhibit to grid. !•! There is an extensive range of optional extras create a more professional look. !•! Optional available include graphics, • The extras maximum spanfurniture, of an unstand storage rooms, shelving, facia supported ceiling upgrades, counters , literature holders etc using 70mmfrom beams will be available our contractor - obrien is 4M x 4M.ltd. expo services !•! Should you need any more information please contact tony obrien , managing director of obrien expo services ltd.expo services ltd. [email protected] or by phone - 087 2492489 Octanorm Shell Scheme 990mm centres obrien expo services ltd.- the coachhouse- rear of1warwick terrace - appian way - ranelagh - Dublin 6 - Ireland tel: 0035316144700 fax 0035316144676 mob: 00353872492489 email: [email protected] registered in ireland no. 442039 v.a.t. no. ie 9666131k ! ! www.obexpo.ie ! 48 12
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