Exhibitors Guide European Hydrogen Energy Conference 14 th -16 th March 2018, Malaga - Spain www.ehec.info info@ehec.info
CONTENTS Page 2 GENERAL CONDITIONS Page 5 DISTRIBUTION OF BOOTHS (FLOORPLAN) Page 6 ASSEMBLY OF BOOTHS Page 7 CONDITIONS and PRICES Page 8 ADMINISTRATIVE RULES: rental and cancellation Page 9 DELIVERY OF GOODS Page 10 IMPORTANT INFORMATION Appendix EXHIBITOR BOOKING FORM 1
GENERAL CONDITIONS BOOKING EXHIBITION SPACE / EXHIBITOR Viajes el Corte Inglés. S.A. Mss. Beatriz López de Solís/ Mss. Lola Claros / Mss. Eugenia Moyano División de Congresos, Convenciones e Incentivos Phone: (+34) 954 50 66 05 *227 Fax: (+34) 954 22 35 12 E-mail: ehec2018@viajeseci.es TRADE FAIR - EXHIBITION HOURS: March 2018, Wednesday 14 th to Friday 16 th Wednesday, March 14 th : 10.30 am to 19.30 pm. Thursday, March15 th : 10.00 am to 19.00 pm. Friday, March 16 th : 08.30 am to 12.30 pm. ASSEMBLY DAY: Monday, March 12 th : 08:00 am - 19:00 pm. Tuesday, March 13 th : 08:00 am - 20:00 pm. DISASSEMBLY DAY: Friday, March 16 th : 12.30 15.00 pm. * Please pay close attention to the dates and time frames for assembly and disassembly of Booths to duly inform the assemblers and estimate your needs. Schedules are subject to change. The companies that confirm their participation as exhibitors in the Conference will be informed of the final schedule via email. 2
GENERAL CONDITIONS Rental of commercial exhibition space includes: Hired physical space. Electrical outlet (consumption) Modular Booth (if rented). Cleaning of the booth (once per day) Trade Fair Passes (including coffees and meals). Gala dinner is not included Number of Trade Fair passes depends on the type of booth rented. 6m 2 booth includes 1 pass and 9 m 2 includes 2 passes. Insurance. Decorative elements and/or accessories are not included and must be hired apart. Please, contact VIAJES EL CORTE INGLES ehec2018@viajeseci.es Assembly/disassembly service, furniture, etc. shall be made available by the Organiser to any exhibitor on demand. Please request a quote. This service is included in the price when the structure is rented from the Organiser. Exhibition space: o Maximum height: 300 m o Dimension: 3 x 2, including the Modular Booth. 3 x 3, including the Modular Booth. Each exhibitor must use only the space assigned according to the floor plan. Booth and exhibition material must be assembled before 9:30 am on March 14 th, 2018. Booth and exhibition material may be disassembled on Friday March 16 th from 12.30 to 15.00 pm. Exhibitors must request permission from the organising committee to assemble a Booth that does not comply with the general assembly rules (space, time, etc.). If a proprietary Booth is used, please request information about assembly rules to: ehec2018@viajeseci.es 3
GENERAL CONDITIONS Only non-abrasive, non-residue adhesive tape may be used. The exhibitor undertakes to remove any residue left by the tape. In the event that liquids are used during the assembly and/or Conference, the elements must be protected with waterproof materials. The use of abrasive products within the exhibition hall during the Conference, and/or during assembly and/or disassembly, is strictly prohibited. Any exhibitor or assembler who uses such products may be removed from the exhibition hall. According to safety regulations, all materials must be fireproof. All surplus material must be removed during assembly and disassembly of booths. Cleaning of proprietary booths during assembly and disassembly is not included in the price. Loading and unloading of Conference materials will be at the expense of the contractor. Materials and/or objects that block or hamper entry and/or exit to the Halls are not permitted under any circumstances. All product presentations, announcements, special promotions and/or other activities shall be strictly confined to the limits of the assigned booth. Aisles may not be used under any circumstances. The volume of all audio devices (VCR, TV, radio, etc.) shall be turned down to a level that does not interfere with and/or disturb the activities of other exhibitors. * No nailing, taping or pasting of any material to any walls, doors, curtains, furniture and ceilings or, in general, to any decorative element or facilities of the Congress Palace is permitted without prior authorisation. The customer is responsible for hanging and/or installing proprietary decorative material in the exhibition hall (in the manner described above). * The use of fog machines and/or helium cylinders, or any other element which could damage the facilities is not permitted. 4
DISTRIBUTION OF BOOTHS (FLOORPLAN) EXHIBITION AREA 5
ASSEMBLY OF BOOTH MODULAR BOOTH * Example Picture CHARACTERISTICS: Aluminium frame. Silver colour. White Melamine panel walls height 2.80 Fireproof carpet with protective plastic. Gray colour. Electrical installation comprising switchboard (1000 w) with magnetothermic differential and 5,5 kw outlet. Lighting with several adjustable rail mounted 300w halogen spots, providing 70W/sq.m Nameboard in generic font (Arial). Text in 9cm high, black vinyl letters; max 22 letters (not including logo) Exhibition space will be allocated in order of the reception of Exhibition Space/Exhibitor Booking Forms by fax or e-mail to Viajes El Corte Inglés: ehec2018@viajeseci.es Exhibition space shall not be shared by multiple exhibitors, unless expressly permitted by the Organiser. Cleaning Insurance (mandatory) NOTE.- Any additional material must be requested to VIAJES EL CORTE INGLÉS 6
ASEMBLY OF BOOTH ONLY SPACE 200 cm 100 cm 300 cm CHARACTERISTICS: Fireproof carpet with protective plastic. Gray colour. Electrical installation comprising switchboard (1000 w) with magnetothermic differential and 5,5kw outlet. Exhibition space will be allocated in order of the reception of Exhibition Space/Exhibitor Booking Forms by fax or e-mail to Viajes El Corte Inglés: ehec2018@viajeseci.es Exhibition space shall not be shared by multiple exhibitors, unless expressly permitted by the Organiser. Cleaning. Insurance ( mandatory) NOTE.- Any additional material must be requested to VIAJES EL CORTE INGLÉS 7
CONDITIONS and PRICES MODULAR BOOTH REF 1: BOOTH 3 X 2m: 1.405,89 (VAT not included) REF 2: BOOTH 3 X 3m: 2.258,48 (VAT not included) ONLY SPACE REF 4: SPACE - 6 m 2 : 1.304,64 (VAT not included) REF 5: SPACE - 9 m2 : 2.106,96 (VAT not included) Renting a booth or space includes Trade Fair Passes with access to coffees & meals. (Gala dinner is no included). 6m 2 booth includes 1 pass and 9 m 2 includes 2 passes. If you wish to use a Designer Booth, please contact Viajes El Corte Inglés about applicable rules. If you wish to rent two or more booth /spaces, please contact Viajes El Corte Inglés to provide you available areas. Please consult the floor plan to identify the exact location of exhibition spaces and booths. Booth furniture is not included in the price. For furniture rental and extra services details, please contact ehec2018@viajeseci.es All the applications for furniture, extra services, modular and space rented must be confirmed before 1 st March 2018, on the other hand It could be cancelled. For any extra furniture requested from 1 st March, a 20% extra cost will be applied. 7
ADMINISTRATIVE RULES PROCEDURES FOR DECORATION AND CONSTRUCTION OF BOOTHS The Trade Fairs and Congress Center of Malaga (FYCMA ) in order to make the booth assembly and disassembly operations easier, as well as to manage to preserve the installations, establishes the present PROCEDURES. Procedures must be complied by all those persons involved in the booth decoration and preparations works for the Exhibitor/Trade Fair. PROCEDURES: 1.- The assembly disassembly activity refers exclusively to the assembly, finishing of booths and placing and withdrawal of decoration and samples presented. 2.- Any person involved in the booth assembly /disassembly jobs, must have an specific PASS, in order to have access into the building. The PASS will be only valid during the days and times specified. RENTAL For renting a booth, please send the Exhibitor booking form * to VIAJES EL CORTE INGLES at: * Exhibitor booking form is available at the end of this document VIAJES EL CORTE INGLES S.A. Mss. Beatriz López/ Mss. Lola Claros / Mss. Eugenia Moyano Phone: (+34) 954 50 66 05 *227 Fax: (+34) 954 22 35 12 E-mail: ehec2018@viajeseci.es TERMS OF PAYMENT - 50% at the time of booking the exhibition space. - The remaining quantity must be paid before March 1 st 2018. Payment shall be made to VIAJES EL CORTE INGLES. In case of not paying on time, the application will be cancelled. The Organiser will be entitled to make use of the space freely. The Booth rental agreement will be binding once the exhibitor has submitted the application and the Organiser has confirmed its approval. Confirmation of the assigned booth and the invoice will be mailed to the participating company. CANCELLATION The exhibitor is eligible for a 100% refund if cancellation is made before February 28 th 2018 If cancellation is made after this date, no refund will be granted. The cancellation request must be made in writing to VIAJES EL CORTE INGLES. 8
DELIVERY OF GOODS All goods must be properly identified with: Name of Event: European Hydrogen Energy Conference ( EHEC) Exhibition Area Conference Date: March 2018, Wednesday 14 th to Friday 16 th Company Name of Exhibitor: Booth Number: Number of Packages(weight): Att. Contact Person - Contact Telephone: Goods must be sent to: Reference Event: European Hydrogen Energy Conference ( EHEC) Exhibition Area Trade Fairs and Congress Center of Málaga, Avenida Ortega y Gasset, 201. 29006 MÁLAGA. Tel: 952 045 500 Att : Fernando Sánchez Teva- Telf.: +34.95.204.55.00 Monday, March 12 Tuesday, March 13 08:30 am -15:30 pm 09:30 am -16:00 pm All materials sent for the event must be notified to Viajes EL Corte Inglés in advance, indicating the number and size of the packages to confirm that they can be transported into the facilities and determine the most appropriate route. The Organiser will provide a storage unit for goods during the days prior to the assembly. Once the material is delivered to the exhibitors, the Organizer accepts no responsibility for the material delivered to each booth. 9
IMPORTANT INFORMATION The Exhibitor s Company Name must be notified to Viajes El Corte Inglés by e-mail, before 1 st of March, in vector or jpg format. All elements are under rental; therefore, the exhibitor shall be responsible for any damages occurred after installation. Given the on-going renewal of stock, the booth assembly contractor reserves the right to change any element(s) for a similar item, if necessary. Once the trade fair has closed, all booth furniture will be removed. The assembly contractor shall not be responsible for forgotten items. For any furniture request, please do not hesitate to ask for the Furniture Catalogue. 10
EUROPEAN HYDROGEN ENERGY CONFERENCE Málaga, 14 16 March 2018 Please send bank transfer note to: VIAJES EL CORTE INGLES S.A. - Division de Congresos Postal Address: Teniente Borges, 5. 41002 Sevilla - Spain Phone: (+34) 954 50 66 05 Fax: (+34) 954 22 35 12 email: ehec2018@viajeseci.es Contact person: Ms.Beatriz López/ Mss Eugenia Moyano COMPANY: CONTACT PERSON: POSTAL ADDRESS: TAX ID: CITY: PROVINCE: COUNTRY: EMAIL: TELEPHONE: FAX: TAX INFORMATION FOR INVOICE: EXHIBITOR'S NAME (Full Name) POSITION IN THE COMPANY *(on behalf of the company I represent, I accept the General Conditions and agree to be bound by them from the moment this contract/booking form is signed) 13
EXHIBITION AREA Application for Booth No. TOTAL M2 Total M2. Booth Rental Price Additional metres Name on Booth: We accept the booth provided by the Organise Space only METHOD OF PAYMENT: CREDIT CARD: EXHIBITOR BOOKING FORM CARDHOLDER S NAME: CREDIT CARD NUMBER EXPIRY DATE: CODIGO CVV2, CVC2 o CID CODE (required)) BANK TRANSFER: (YOU MUST SEND A COPY BY FAX AND/OR E-MAIL). All transfer costs will be borne by the originator. RECIPIENT: VIAJES EL CORTE INGLÉS, S.A. BANK: BBVA OFICINA CORPORATIVA ADDRESS: C/ Alcalá, 16. 28014 MADRID I.B.A.N.: ES97 0182 3999 37 0200664662 SWIFT CODE: BBVAESMMXXX PAYMENT TERMS 50% of the total amount of booking at the time of signing of this Commercial Exhibition Form 50% before March 1, 2018. CANCELLATION The exhibitor is eligible for a 100% refund if cancellation is made before February 28, 2018 If cancellation is made after this date, no refund will be granted. The cancellation request must be made in writing to VIAJES EL CORTE INGLES. VAT is subject to possible modifications without prior notice due to (possible) future changes in government regulation regarding tax rate. Date: 201 Person duly authorised by the company: Signature: 14