EATS 2015 Warsaw. Exhibitor Manual

Transcription

1 DoubleTree by Hilton Hotel & Conference Centre Warsaw 3-4 November 2015

2 - 1 - Welcome to Warsaw! The DoubleTree by Hilton is located in a quiet area in the Southeast of Warsaw. Taxis will take you to the hotel in 25 minutes from Warsaw Chopin Airport (WAW) and 20 minutes from the city center for about 20 EUR. If you would prefer a limousine transfer, or you require a van for equipment please contact GTC to make an individual reservation. The DoubleTree is a new hotel and one of the largest Hilton branded conference hotels in Europe offering the perfect combination of world-class conference facilities and leisure amenities. DoubleTree by Hilton Hotel & Conference Center Warsaw is ideal for both business trips and spa getaways. With 420 bedrooms the DoubleTree is offering complementary Wi-Fi throughout the hotel for hotel guests and delegates.

3 - 2 - Contact Information Show Organiser: Venue Show manager Halldale Group Pembroke House, 8 St. Christopher s Place Farnborough Hampshire GU14 0NH, United Kingdom Tel: +44 (0) Fax: +44 (0) jeremy@halldale.com Contact: Jeremy Humphreys DoubleTree by Hilton Hotel & Conference Centre Skalnicowa Street 21 Warsaw, , Poland Tel.: Fax: GTC - German Tours & Conference GmbH Global Conferences & Events Tel. +49(0) Fax: +49(0) duengefeld@gtc-dmc.de Mobil: Contact : Rolf Duengefeld You will find GTC s Hospitality Desk at the entrance to the expo hall. We are available at all times during the event setup and exhibition hours for any exhibitors' questions or additional requests. Shipping contractor Global Logistics Solutions Limited Tel: roger@rogerwalker.co.uk Contact: Roger Walker

4 - 3 - Basic information on EATS Expo Monday 2 November 14:00-17:30 Badge Collection and Onsite Registration open 14:00-17:30 Booth Build-up 17:30-19:00* Welcome reception Tuesday 3 November 07:30-17:30 Badge Collection and Onsite Registration 08:00-17:30 Exhibition Hours 09:00-17:30 Conference Sessions 17:00-18:00* Networking Reception and Exhibitor Hospitality Evening in the Exhibition Hall Wednesday 4 November 07:45-16:00 Badge Collection and Onsite Registration 08:00-17:30 Exhibition Hours 09:00-17:30 Conference Sessions 17:30-22:00 Tear down *preliminary timings Set up day: Build-up time for exhibitors hrs After finishing the raw booth building at 14.00, exhibitor items can be taken to their booth. It is not permitted to decorate the booth before

5 - 4 - Expo hall The expo hall is located on the ground floor level. To unload exhibits there is easy access from trucks directly through the exterior door into the hall. The Expo hall is without columns and has a carpeted floor (as per the picture below). The ceiling height is 6 m.

6 - 5 - Booth information Stands are either shell scheme booths or special design (self built) booths. The standard back wall has a height of 2.50m. The maximum height without prior approval can be 2.90m. Anything above 2.90m has to be agreed with the organiser / show manager. The length of stands is 3 or 6 or 9m (1m each panel). The side wall has a height of 1m and a length of 2.50m (1m each panel). GTC offers services for booth design, artwork and printing. General information and requirements are listed on page

7 - 6 - Each standard booth is equipped with: 1 table measuring 1.20m x 0.75m 2 chairs 1 triple electric socket (230V) Please use the following forms (page 9-28) to order any other furniture, prints, A/V, lighting or plants. Internet Wireless internet access is free throughout the hotel complex either for hotel guests or delegates. A dedicated LAN connection for the exhibition of 20 Mbit/s can also be ordered for 45 net per day per device. Exhibitor s responsibility Each exhibitor is obliged to use the shell scheme booth, wall panels and rented equipment carefully. You are not allowed to paint, screw of fix things to the sides or walls without the explicit authorisation of the show manager. In case of any culpable violation, the exhibitor will have to pay for any damages.

8 - 7 - Inbound Shipments & Material Handling Clearing and On-Site Handling Agents: netlog Polska Sp.z.o.o ul Pradzynskiego 12/ Warsawa, Poland Contact: Rafal Skrobutan Tel: Mobile: rafal.skrobutan@netlog.org.pl Deadlines: Airfreight: arrival Warsaw Airport Road freight: Warsaw Warehouse Airfreight Consignee address: MAWB: SDV International Logistics Poland Sp.z.o.o ul Wirazowa Warsawa Mark shipments: European Airline Training Symposium 2015 Road Freight Warsaw Warehouse Consignee Address: EATS 2015 ALAMO ul Krakowska Warsawa Documentation: EU Countries: Show all values in EUR and show delivery terms DAP WARSAW Non EU Countries: ATA Carnet or Pro-Forma Invoice Show all values in EUR and show delivery terms DAP WARSAW Separate Documentation for Temporary and Definitive Importation.

9 - 8 - Please label all freight as follows: EATS rd 4 th November 2015 DoubleTree by Hilton, Warsaw Exhibitor Name: Booth No:.. Please note that we cannot guarantee delivery of mislabeled freight. Courier Shipments It is strongly recommended that all courier shipments be forwarded to the Advance Warehouse and not to the hotel to control deliveries to your booth and avoid loss within the hotel complex. Please note we cannot be held responsible for goods mishandled by the hotel. Please pre-advise the Advance Warehouse of your Courier Company & tracking number(s) for your shipment. Direct Hotel Shipments: The first move-in day is Friday, 30 th October. Do not ship freight to the hotel prior to this day. Freight arriving prior to this date will be handed over to the advance warehouse. Storage room The EATS storage room is located near to the Expo hall. Outbound Shipments The Exhibitor is responsible for all outbound shipments. Please make arrangements with Roger Walker or your courier. At the end of the exhibition, freight can be collected as follows: From on 4 th November to on 5 th November Freight still at the hotel after this time will be automatically returned to the Advance Warehouse.

10 - 9 - Exhibitor Booth Contact person Form 1: Furniture Single Quantity 1.1 Information counter, reception desk, 100 x 100 x 50 cm (height x width x depth), lockable 140, Information counter, reception desk, 100 x 140 x 50 cm (height x width x depth) Octanorm module glass-counter, 100 x 100 x 50 cm (height x width x depth), lower and glass part lockable 160,00 140, Octanorm module curved glasscounter, 100 x 140 x 50 cm (height x width x depth) Octanorm module glass-cabinet, 240 x 100 x 50 cm (height x width x depth), glass part lockable 170,00 180, Octanorm module glass counter, 100x 50 x 50 cm (height x width x depth) 110, Octanorm module glass-cabinet, 240 x 50 x 50 cm (height x width x depth), glass part lockable 180,00

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12 Exhibitor Booth Contact person Form 2: Furniture Single Quantity 2.1 Table/ desk white, 140 x 68 x 75 (width x depth x height) 50, Rectangular table 160x75x72 / 180x75x72 / (Width x depth x height) low coffee table, plexi transparent, 73 x 70 (top ø x height) 50,00 60, Low coffee table, black or white, 60x 60 cm (top ø x height) 60, Square low coffee table, black or white, 50x50x45 (Width x depth x height) Low coffee table, black or white, 45x 51cm (top ø x height) 60,00 60, Low coffee table, black or white, 60x 50cm (top ø x height) 70, Low coffee table, black or white, 40 x 40 x 40 (width x depth x height) 60,00

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14 Exhibitor Booth Contact person Form 3: Furniture Single Quantity High cocktail table black or white, 60 x 30 x 110 (width x depth x height) High cocktail table black or white, 60 x 60x 90 (width x depth x height) 70,00 70, High cocktail table black or white, height 112 cm, diameter 60cm High cocktail table white, height , diameter 60 cm High cocktail table white, height 67-92, diameter 60 cm 70,00 70,00 70, High cocktail table glass, height 105 diameter 65 cm High cocktail table black glass, height 105, diameter 65 cm 80,00 80, Chair, plexi black or transparent 60, Chair black, red, white, orange, green 30, High stool black or white, height cm 40, Bar stool, black or white, height 66-80cm 40,00

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16 Exhibitor Booth Contact person Form 4: Furniture Single Quantity 4.1 Arm chair black or white leather, 63 x 70 (width x height) 120, Arm chair white leather, 82 x 72 (width x height) 120, Arm chair black, red or orange leather, 68 x 63 (width x height) 120, cube pouf, black, white, orange or cherry leather, 42 x 42 x 45 (width x depth x height) 50, pouf, black or white leather, 42 x 40 (diameter x height) 50, Seat black or white or red leather, 142 x 62 x 40 (width x depth x height) 160, Seat white leather, 75 x 75 x 40 (width x depth x height) 160,00

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18 Exhibitor Booth Contact person Form 5: Furniture Single Quantity 5.1 Module system sofa, middle module, white leather, 140 x 75 x 70 (width x depth x height) 160, Sofa 2, red leather, 140 x 80 x 75 (width x depth x height) 160, Sofa 2, white leather, 130 x 75 x 69 (width x depth x height) 160, Module system sofa, left or right corner, white leather, 140 x 75 x 70 (width x depth x height) 160,00 Brochure rack 1 90, Brochure rack 2 40, Standard waste paper basket 40,00

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20 Exhibitor Booth Contact person Form 6: Electrical Single Quantity 6.1 Spots on arm 45, Par LED lamp 90, Bar LED lamp 130, Triple socket 12, Extension cord 5-10m 12, Coffee machine Nespresso Essenza Earth 210, Nespresso capsules 150 pcs. Box + 9l of milk 120,00

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22 Exhibitor Booth Contact person 7.1 Form 7: carpets reps quality No. Single / sqm 029 sapphir 14,00 Quantity Price / /5015/3015 light blue 14, /5002/288 dark blue 14, /6018/363 green 14, /1018/123 yellow 14, /2009/172 orange 14, /1012/612 sand 14, /3020/485 red 14, /7016/433 anthracite 14, /7045 grey 14, /9005 dark grey 14, /8017/497 brown 14,00

23 Exhibitor Booth Contact person 8.1 Form8: carpets velours quality No. Single / sqm V551/5002/288 blue 18,00 Quantity Price / 8.2 V549/5015/3015 light blue 18, V171 yellow green 18, V643/6005/3308 dark green 18, V215 anthrazite 18, V228/7042/430 grey 18, V372/3020/485 red 18, V800/2008/1585 red orange 18, V810/1023/1235 yellow 18, V250/1015/726 grey beige 18, V217/9005 deep black 18,00

24 Exhibitor Booth Contact person Form 9: A/V equipment LCD monitor HD incl. stand Single 520,00 Quantity LCD monitor HD incl. stand 680, LCD monitor HD incl. stand 890, PC/Notebook incl. cable connection and security bundle 160, DVD-Player incl. cable connection 150, ipad 4 (16 GB 3G) incl. Security bundle 180,00

25 Exhibitor Booth Contact person Form 10: Plants & Flowers Single Price / Quantity 10.1 Areca palm, 140 cm, low or high pot Low 110,00 High 140, Ficus, 140 cm, low or high pot Low 120,00 High 160, Yuka, 140 cm, low or high pot Low 120,00 High 160, Kalanchoe 45,00

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27 Design & Graphics First steps 1. We need your data, ready to print, at least 4 weeks before EATS 2. Please let us check in advance if your logo or similar is ready to print 3. We also offer graphical works (e.g. tracing your logo). General technical requests 1. In general the graphic data should be proportional to the final size 2. All used lettering should be delivered in vectorised form. If this is not possible, please send us the fonts together with your graphic data. 3. We can work with the following data forms for digital prints respectively foil lettering:.svg,.ai (until version CS4),.cdr (until version 11),.fh (until version MX), (vectorised).pdf, for foil prints,.indd (until version CS4),.psd (until version CS4) tif,.jpg and.eps with sufficient resolution of image for digital prints.

28 Design & Graphics Digital prints 1. Resolution of image = dpi (dots per inch) by picture data should be at least 100 dpi (data 1:1). The smaller the size proportion the bigger the resolution must be. Please note the higher the resolution the better is the quality of the picture. 2. All pictures should be sent in CMYK colour format. Jpg data should be in maximal quality (resolution), much better are esp. or tif data. tif data (1:1) and over 100 dpi should be LZW compressed 3. Digital print motifs, which will be continued over several walls, must be sent as one complete data (not split). The splitting will be done during printing. Please apply the data with an overfilling / additionally of surrounding 10 mm. Please don t use pass or pre-cut part marks. Special Booth GTC s design specialists can create your individual booth design. Please send us your request no later than Monday, October 5 th because it may require longer to co-ordinate. For any special requirements please contact: GTC German Tours & Conference P: +49(0) F: +49(0) duengefeld@gtc-dmc.de info@gtc-dmc.de

29 Exhibitor Contact person Booth Form 11: Design & Graphics Size Single Quantity Digital printing on Vinyl foil with protective laminate as per graphic data enclosed Digital direct printing on chipboard or forex shelves light material sqm 115,00 sqm 106, Substrate chipboard 1 x 2.5m 71, Substrate Forex board 3mm 1 x 2.5m 35, Digital printing on fabric Brightex sqm 72, Digital printing on fabric popup display 11.7 Booth design + artwork master + print; incl. buildup / special booth sqm 60,00 upon request Please return all completed forms to GTC Fax: 0049 (0) duengefeld@gtc-dmc.de info@gtc-dmc.de

30 Payment conditions Deadlines apply: Please return all completed forms to GTC Fax: 0049 (0) duengefeld@gtc-dmc.de info@gtc-dmc.de Order Cancellation Payment receipt Form 1 7 Oct 16th, 2015 Oct 20th, 2015 Oct 26th, 2015 Graphic data ready to print Special Booth, artwork, prints Oct 9th, 2015 Oct 9th, 2015 Oct 26th, 2015 Oct 5th, 2015 Oct 5th, 2015 Oct 26th, To ensure perfect delivery, exhibitors are strongly advised to adhere to the deadlines. 2. The listed prices are rental prices only for the exhibition days. 3. The price includes delivery, build-up and dismantling. 4. Late orders may not be accommodated and will be charged with an additional fee of 20%. 5. In case of last-minute cancellations, the full invoice amount is payable. 6. Refunds for cancellations later than the above mentioned date will be decided case-by-case. 7. There will be no refund for cancellations during show days. 8. The full billing amount is payable net immediately by bank transfer upon receipt without any banking charges to GTC. 9. Orders are only valid when confirmed with full payment by wire transfer. 10. Onsite orders are subject to availability; they must be paid onsite by credit card and will be charged an additional fee of 30%. 11. In exceptional cases cash payment onsite is also accepted. 12. A confirmation of the wire transfer must be sent to GTC by fax. 13. If the exhibitor fails to pay the invoice amount by October 26 th, 2015, the order will be cancelled. 14. All invoices are without VAT on Reverse Charge Procedure.

31 Service conditions 1. Exhibitor is obliged to use the raw booth, wall panels and all rented items carefully. The exhibitor is responsible for damage caused by incorrect handling of panels and rented items, e.g. screws, nails or using of aggressive adhesives. 2. It is not permitted to treat the material without the explicit authorisation of the show manager. In case of any culpable violation the exhibitor has to pay for damages. 3. Missing or damaged rental material will be charged according to the replacement price. The casualty insurance of the exhibitor starts with delivery of the material and ends with pick-up by the hirer (as well if the exhibitor already left the stand, but no longer than 24 h after the end of the exhibition) 4. The show manager is not responsible in any way for the personal injury to the exhibitor, invitees, or licensees, nor for the loss of or damage to exhibits. 5. There must be a competent contact person of the exhibitor on hand in charge of exhibits at all times of the show. 6. Each exhibitor exhibits entirely at his own risk and must insure himself to cover the above mentioned conditions. 7. Each exhibitor gives his consent to both payment and service conditions.