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Dear Exhibitor,
On behalf of EORTC, EANO and ESMO, we are pleased to provide you
with the EEE-2015 Exhibitor Service Manual.
Enclosed you can find detailed information on key dates, contacts, order
forms and various additional facilities and services for the organisation of
your exhibition stand.
Thank you for observing the deadlines, rules and regulations in this
manual.
Please share this information with staff in your company and third parties
that may be involved with you in EEE-2015. This manual is also available
online on www.ecco-org.eu
If you have any further questions, please do not hesitate to contact us.
We very much look forwards to seeing you in Istanbul and wish you a
successful conference!
With kind regards,
On behalf of the EEE-2015 Team,
Allegra Roccato
Congress Coordinator
KEY DATES and DEADLINES
24 February 2015
Deadline for complete list of exhibitor names for badges
27 February2015
Deadline to order Exhibition Services from K2
06 March 2015
Deadline for material to be received at Kristal
13 March 2015
Deadline for material to be received by local agent
26 March 2015
Construction of the table tops and stands from 14:30 to 18:00
27-28 March 2015
Exhibition opening hours
28 March 2015
Friday 27 March
08:00–18:00
Saturday 28 March
08:00 – 13:30
Dismantling of the stands and removal of the exhibits:
13:30-17:00
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CONTACT INFORMATION
Congress Secretariat
EORTC-EANO-ESMO Conference Congress Secretariat
c/o ECCO – the European CanCer Organisation
Avenue E. Mounier 83
1200 Brussels
Belgium
Telephone: +32 (0)2 775 02 01
Fax: +32 (0)2 775 02 00
E-mail: [email protected]
Contact Persons
Congress Operations
Adline Lewuillon
[email protected]
+32 (0)2 775 02 40
Allegra Roccato
[email protected]
+32 (0)2 775 29 35
Registrations (groups & individuals)
Emilie Fillod
[email protected]
+32 (0)2 775 02 47
Scientific programme
Samira Essiaf
[email protected]
+32 (0)2 775 02 49
Conference Venue
Hilton Istanbul Bosphorus & Hilton Istanbul Convention & Exhibition Centre
Cumhuriyet Caddesi Harbiye
34367, Istanbul
Turkey
Tel: +90 212 315 6000
Fax: +90 212 240 4165
http://bit.ly/EEE2015venue
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Exhibition Services and Liaison with the Venue
Head Office
Kosuyolu Mahallesi Ali Nazime Sokak No:45
Kosuyolu 34718 Kadikoy/Istanbul
Tel
: +90 (216) 428 95 51
Fax
: +90 (216) 428 95 91
GSM
: +90 (532) 286 71 36
www.k2-events.com
Project Manager
Koray Kurutepe (Mr.)
Shipping, Forwarding and Customs
KRISTAL BVBA
Brucargo Building 829a
1931 Zaventem
Belgium
Telephone: +32 2 751 46 80
www.kristal-logistics.com
Kristal has been appointed as the official freight forwarding partner for EEE-2015 and is offering a
wide range of services (see freight forwarding further in the manual)
Contact Person
Mrs. Rita Breunig
[email protected]
T: +32 2 753 07 36
F: +32 2 751 47 20
Important:
Deliveries to Kristal for the conference will only be accepted until 6 March 2015.
Deliveries to Hilton Istanbul Bosphorus & Hilton Istanbul Convention & Exhibition Centre will be not be
accepted.
Airfreight shipments are allowed to Kristal local agent EKOL:
Ekol lojistik As.
Hastane Mah. İstanbul Cad. No: 82
PK: 34555
Arnavutkoy Hadımkoy
Anadolu Kurumlar Vergi Dairesi : 3300012602
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Cont.Person : Fatih Saydan
Tel : 0090 216 564 3353
e-mail : [email protected]
Or
Barbaros Sunnetci
Tel : 0090 216 564 3356
e-mail : [email protected]
Please find the shipment forms at the end of this file.
PLANS (EXHIBITION, ACCESS, GENERAL)
Exhibition Plan
The size of the exhibition at the EORTC-EANO-ESMO Conference will be limited due to the strong
educational focus of the conference.
Due to the compact size of the exhibition, it was felt that all exhibition spots offered are equally
attractive, none being in a more prominent or favourable position than the others. Therefore, the
allocation of the exhibition spots amongst the exhibiting companies was decided by the organisers.
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For latest status, electronic exhibition floor plans are available for consultation on: www.ecco-org.eu
An updated exhibitor listing is also available on the Conference website.
Travel to Istanbul
By plane
The easiest way to get to Istanbul is by plane of course. Turkish Airlines and many other world
airlines have regular daily flights to Istanbul.
Istanbul has two international airports; one on the European side (Ataturk Airport) and the other one
on the Asian side (Sabiha Gokcen Airport).
By land
Istanbul is well connected to many European cities by highways. Some private Turkish bus companies
run scheduled buses to Istanbul from Germany, Austria, Switzerland, France, Greece, Bulgaria, Saudi
Arabia, Syria, Iran, Jordan, Russia, Georgia, and Romania.
It is also possible to drive to Istanbul from any European country. By car, there are mainly two
borders to get into Turkey: Kapikule in Edirne coming from Bulgaria, or Ipsala coming from Greece.
By rail
Turkish Railways Authority (TCDD) has regular train schedules from Istanbul to Budapest - Hungary,
Bucharest - Romania, Kishinev - Moldova, Salonica - Greece and Sofia - Bulgaria in Europe, or to
Damascus - Syria and Tehran - Iran in the Middle East.
International trains arrive at Sirkeci station on the European side, or Haydarpasa station on the Asian
side of Istanbul .
Access to the venue
23 km / 14.3 miles from Atatürk International Airport
(40 minutes by taxi, cost approx. Euro 20 - YTL 55)
Public airport shuttle buses (HAVATAS) run between the airport and the city center
(Taksim Square) from 7.00 a.m. to 12.00 p.m. every half hour for an approximate
fee of Euro 5.- YTL12 - per person (to be paid on the bus in Turkish Lira). It takes
about 30 min from airport to the city centre.
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From the airport by metro and tram, these routes should be followed.
• From Airport to Akasaray by metro
• From Aksaray to Kabatas by tram
• From Kabatas to Taksim by tram
Hilton Istanbul Bosphorus & Hilton Istanbul Convention & Exhibition
Centre is 500m from Taksim Metro Station linked to the city's new underground
system
Parking
Hilton Istanbul Bosphorus & Hilton Istanbul Convention & Exhibition has a covered car parking area
and vale service
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ACCOMMODATION
For EORTC-EANO-ESMO 2015, ECCO – the European CanCer Organisation has made an
agreement with the Hilton Istanbul Bosphorus Hotel and Convention Centre in Istanbul.
We encourage you to book your accommodation in Istanbul via our local partner,
K2 conference and Event Management Co.
Kosuyolu Mahallesi Ali Nazime Sokak No:45
Kosuyolu 34718 Kadikoy/Istanbul
Email: [email protected]
Tel
: +90 (216) 428 95 51
Fax
: +90 (216) 428 95 91
You can check the list of available hotels here and book directly online.
General
Rates listed are per room, per night, in EUR and include city tax and breakfast, unless otherwise
mentioned.
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EXHIBITION
Opening Hours
Friday 27 March
08:00–18:00
Saturday 28 March
08:00 – 13:30
Conditions of Participation
Appointed representatives
If an exhibiting company wishes to appoint an agent/stand builder to conduct its affairs at EEE-2015,
the agent should be identified on the application form or separately in writing by a person with the
corresponding authority. Once appointed, the actions and communications of this agent/stand builder
will be treated as though from the exhibiting company. Contractual responsibility remains with the
exhibitor.
Congress and exhibition layout
ECCO reserves the right to deviate from the stand confirmation and to allocate a stand in a different
location.
Stand moves
ECCO reserves the right to make changes in the layout of the exhibition, as well as in the stand
assignment in the event that unforeseen circumstances make this necessary. Alterations to the
agreement will only be made after mutual consultation. If in such cases the interests of the exhibitor
are unreasonably impaired, the exhibitor may withdraw from the contract in writing within 1 week after
receipt of notification of the type of alteration. ECCO accepts no responsibility for any damage which
may result from such changes.
Security and insurance
Neither the organiser nor its contractors shall be responsible for the safety of any exhibit or other
property of the exhibitor or any person. Neither the organiser nor its contractors shall be responsible
for the loss, damage or destruction by any cause of the exhibits or other property, or for loss, damage
or injury sustained by any exhibits or any other persons.
The exhibitor shall indemnify the organiser and its contractors to third persons, as a result of any act
or omission of the exhibitor, staff, agent or personnel hired on a temporary basis to staff the exhibition
stand. Since the organiser and its contractors will accept no responsibility for any of the foregoing
matters, the exhibitor should take out insurance to cover any loss due to theft or negligence, damage,
injury or liability. The exhibitor agrees not to pursue the organiser for any aforementioned risks.
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Exhibition Area
Exhibition space is located on Level 0 of Hotel Hilton Bosphorus convention center, the conference
venue.
The rental rate for exhibition space covers floor space only, with the exception of Table-Top spaces,
which include 1 poster board, 1 table & 2 chairs (shell scheme not included).
Power supply and wireless connection are available, free and will be supplied to your stand through
an adequate supplier.
Exhibition Area Information
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There are no pillars in the exhibition area
The exhibition hall floor is covered with carpet
The use of tape on the floor is forbidden
The floor bearing capacity (net load) is 250 kg/sqm
The maximum building height is 3 m
Suspension of banners/signage from the ceiling is not allowed.
Standard electric power provided to the booth free of charge. Voltage: 220V, 50 cycles/Hertz.
Regular European plugs. For other connection types, please order by electricity order form
Wireless connection is available free of charge during the entire duration of the conference.
For extra band please refere to the Wi-FI order form.
It is only allowed to store small boxes of printed material on your stand and it should remain
discreet (exhibitors who booked table top space can use the space under the table to store
small goods.)
There will be a storage room available for exhibitors. This room will not be guarded nor
locked. Neither the organiser, K2 nor the venue will be responsible in case of theft and/or
damage to the goods stored in this room
Unused literature as well as any waste should be removed from the conference venue by the
end of the conference.
In case of non-obligeance of these points, an additional cost will be charged to the exhibitor.
EXHIBITION SERVICES
Additional Stand Fittings and Furniture
Additional stand fittings as well as rental furniture could be provided or ordered through K2
Conference & Event Management.
(Please click to download the order forms which are below)
Catering Order Form
Lunchbox Order Form
Furniture Order Form
A/V Order Form
Stand Cleaning Form
Stand Electricity Order Form
Internet Order Form
Part Time Staff Order Form
Shell Scheme Order Form
Order Payment Form
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Stand Activity and Promotion
Each exhibiting company will be listed in the Programme Book with the company name, stand
number, contact person and Email address, as well as online at: www.ecco-org.eu.
Staffing on Stands
The space assigned to the exhibitor shall be staffed during the setup, coffee breaks, lunch and
dismantling periods. The exhibitor shall make sure that either he/she or a person authorised by
him/her is present at the site at all times during breaks of the session.
Unattended stands are a security risk to the exhibitor and during opening hours, are discourteous to
delegates and fellow exhibitors.
Pharmaceutical Product Promotion
Exhibitors showcasing pharmaceutical (or pharma-dependent) products are advised to consult the
Codes of Practice for the Promotion of Medicines presented by the European Federation of
Pharmaceutical Industries and Associations and International Federation of Pharmaceutical
Manufacturers Associations.
In all cases, exhibitors are responsible for ensuring that their promotion during the Conference is
legally and ethically acceptable in Switzerland.
Children
Children under the age of 16 are not permitted in the Congress areas. Exhibitors and their agents are
advised that their staff must be over the age of 16 and legally employed within a European country.
Animals
Animals are not allowed in the Exhibition and should not be used on exhibits. Trained guide dogs for
those with visual impairments are permitted but please advise a member of ECCO Staff upon entering
the Congress Centre.
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STAND CONSTRUCTION
Companies renting a stand module from K2 should submit the package type, dimensions & nonstandard items such as display screens and catering areas.
Companies with a table top space should submit the visual of their popup, if applicable.
This information must be sent to the EORTC-EANO-ESMO Congress Secretariat by email to
[email protected] before 13 March 2015
Shell Scheme Stands
Shell scheme stands provided by K2 will be uniform stands with uniform graphics, height and design.
Partition walls will be 2.5 m high.
The maximum building height is 3 m
Positioning of the stand
Access to the doors, windows, fire alarms, hydrants, portable fire extinguishers, fuse boxes, line poles
and circulation must be kept free from obstructions at all times.
Cleaning & Refuse
During the Exhibition opening times ECCO will arrange for the general cleaning of the venue and the
aisles – that is, daily waste left by delegates. Exhibitors are responsible for cleaning their own stand
and disposal of waste generated before, during and after the event. Failure to comply with this
procedure shall render the exhibitor liable for the cost of clearance by ECCO or its contractor.
Exhibitors should manage (contract and pay for) their waste removal through K2 Conference & Event
Management. Please click to download the cleaning order form. ‘Wild tipping’ or disposing of bulk
waste within fairground without payment will be considered a serious violation of these regulations.
IMPORTANT: Unattended rubbish left in aisles during Exhibition opening hours will be removed at the
exhibitor’s expense.
Fire and Safety Regulations
Any goods on stands will constitute part of the respective stands and will be subject to these
regulations.
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, non-fireproof
straw and reeds are prohibited. It is prohibited to cook in the stands.
General Materials
Stand construction, installation of materials and poster supporting structures should be sufficiently
stable to ensure public safety. Exhibit cases and displays should be sanded down/finished to ensure
that they will not inflict cuts. Clear glass elements should display warning signs at eye level.
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Smoking ban
Smoking is prohibited in all public indoor areas, including privatised areas of exhibit space.
The storage and use of compressed gas and/ or liquid gas in the exhibition area or on the exhibition
grounds is not allowed. Balloons filled with flammable gas are not permitted within area (the only
authorised gas is helium). Welding and spraying work within the confines of the exhibition premises is
prohibited. Only fireproof adhesives may be used for glue work within the exhibition premises.
Catering
For Catering orders, please click to download the catering order form.
Exhibitors may not sell food or drink for consumption on the premises. All companies offering
hospitality are reminded of their responsibilities for hygiene and food safety. Exhibitors are also
encouraged to guarantee healthy and balanced catering service to their delegates. It is not allowed to
serve alcoholic drinks.
Customs, taxes and duties
The exhibitor will pay the various taxes and duties owed resulting from his/her participation in the
exhibition.
Congress & Exhibition Layout
ECCO reserves the right to deviate from the stand confirmation and to allocate a stand in a different
location, to alter the size of the stand, to re-locate or close entrances and exits on the Exhibition
grounds and/or in the Congress Centre and to carry out any other structural alterations providing it
has a substantial interest in such measures.
Stand Moves
ECCO reserves the right to make changes to the layout of the Exhibition and stand assignment
should unforeseen circumstances require such action. Alterations to the agreement will only be made
after mutual consultation. Should the interests of the exhibitor be unreasonably impaired; he/she may
withdraw from the contract in writing within 1 week after receipt of notification of the type of alteration.
ECCO accepts no responsibility for any damage which may result from such changes.
Exhibitors’ Registration Desk
An exhibitors’ desk located at the registration area will be available for the pick-up of working
passes/bracelets and exhibitor passes.
Opening hours:
Thursday 26 March
14:30-18:00
Friday 27 March
07:00-18:00
Saturday 28 March:
07:30-13:00
Exhibitors’ List and Floor Plan
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An updated list of all exhibiting companies and floor plan can be consulted on: www.ecco-org.eu
Exhibitor Access (all badges)
Working Passes
Working passes are obliged for all staff/stand builders during build-up and dismantling. These passes
should be ordered at the latest on 24 February 2015. Please send the list with all names and
company name to [email protected] . These passes can be collected from the building
entrance as of Thursday 26 March as of 14:30.
Exhibitor Badges
Each exhibiting company is entitled to a reasonable number of exhibitor passes for staff working at
the exhibition stand.
IMPORTANT: Exhibiting Company affiliated persons who are registered for the Congress, who need
to be briefed to work on the company stand need to have a valid exhibitor badge to have access to
the stand outside the conference hours!
Entitled number of exhibitor passes
The ratio is based on the size of reserved floor space:
6 to 9 sqm
1 exhibitor badge
9 sqm and above
2 exhibitor badges
Each person using an exhibitor badge must be employed by the exhibiting company or have a direct
business affiliation. Exhibitor badges are valid for the duration of the conference. They will not be sent
beforehand but they have to be collected from the exhibitors’ desk as of Wednesday 26 March as of
16:00.
Order deadline: 24 Febraury 2015
Exhibitor badges provide access to:
- exhibition area during opening times and one hour before and after the exhibition opening times
- lunch on Friday 26 March 2016
However, exhibitor badges do not give access to scientific sessions.
Badges must be worn at all times.
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Additional exhibitor passes
If the number of free exhibitor badges is insufficient, extra badges can be ordered. Please send an
email to [email protected]
Regulations
False certification of an individual as exhibitor representative and/or misuse of exhibitor badges will
result in a penalty fee equal to the onsite full registration fee. Company staff who only attends the
scientific sessions should purchase a regular registration. Registration can be done on www.eccoorg.eu.
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Exhibitor badges order form
Please complete and return to the EORTC-EANO-ESMO Secretariat at ECCO / E-mail :
[email protected]
We would like to order the following exhibitor badges EEE-2015-9
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Exhibitor badges "Company name" only
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Exhibitor badges "Company name & Individual name" *
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Extra exhibitor badges
*Upon receipt of your completed exhibitor badge order form, you’ll receive a personalised Excel-File
to complete with your exhibitors’ names (not applicable for ‘company name’ only badges), company
and profiling information. The deadline to return the completed file is 24 February 2015, via email to:
[email protected]
Exhibiting company:
……………………………………………………………………………………………………………………
Invoicing Data:
Company/Organisation …………………………………......................VAT number ..................................
Contact Person........................................................................................................................................
Full address..............................................................................................................................................
Email..................................................................................................
We accept the regulations as stipulated in the Exhibitor Manual and agree to observe and abide by them.
Signature
……………………….………………………… Date ………………………………
This application is legally binding on the company pending its acceptance in writing by the organiser.
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