80 EAS Congress. Exhibitors Technical Manual. May 25-28, 2012 Milan, Italy.

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1 80 EAS Congress th May 25-28, 2012 Milan, Italy Exhibitors Technical Manual

2 Dear Exhibitor: This Exhibitor Services Manual contains important information and is designed to assist you in preparing for the EAS 2012 Exhibition. The Exhibition will be held in conjunction with the 80th European Atherosclerosis Society EAS Congress which will take place in Milano, Italy, May 25 28, Please read all of the information in this manual. It will take you very little time now and could save you a great deal of time later. Please forward this manual to everyone who is working on this project, including your stand builder, as it contains useful information about the Congress. For your convenience, the manual has been divided into sections: Section 1: Section 2: Section 3: Section 4: Section 5: Section 6: Section 7: General Information Exhibition Floor Plan, List of Exhibitors Exhibition Services Official Contractors Technical Information Delivery Regulations and Instructions Order Forms Please do not hesitate to contact us for further information or assistance. We look forward to welcoming you in Milan and wish you a successful Congress and Exhibition. Best Regards, Hanna Safier Exhibition Manager Tel: Ext 820 Fax: Website: 1

3 Table of Contents Section 1: General Information Congress Secretariat 3 Congress Dates 3 Technical Manager 3 Exhibition Manager 3 Registration & Hotel Accommodation 3 Sponsorship and Exhibition Sales Contact 3 Venue Address 3 Website 3 Exhibition Related Table 4 Exhibition Timetable At-a-Glance 5 Welcome Reception 5 Off Exhibition Information 5 Smoking 5 Section 2: Exhibition Floor Plan, List of Exhibitors Exhibition Floor Plan 6 List of Exhibitors 7 Section 3: Exhibition Services 8 Exhibitor Badges Service Passes 8 On Site Exhibition Manager s Desk 8 Lead Retrieval Wireless Barcode Reader 8 Section 4: Official Contractors Furniture, Flowers and Plants, Hostesses, Security, Stand Cleaning, Waste Removal, Telephone, Fax, Internet 10 Carpets, AV, Computers, Photography Services Freight Handling & Customs Clearance 10 Stand Catering 10 Section 5: Technical information Stand Design 11 Shell Schemes 11 Floor 12 Build-up Height 12 Electricity and Electrical Installations 12 Ceiling Hangings 12 Compulsory Forms 12 Exhibition Area 13 Evacuation Plan 13 Furniture, Flowers and Plants, Hostesses, Security, Stand Cleaning, Waste Removal, Telephone, Fax, Internet 13 Carpets, AV, Computers, Photography Services Insurance Loading Bay Access 13 Security 13 On-line Service Kit Stand Catering 14 Stand Cleaning 14 Waste Removal 15 Rules & Regulations Section 6: Delivery Regulations & Instructions 17 Section 7: Order Forms & MICO Technical Rules & Regulations 18 Fascia Badges Lead Retrieval Wireless Barcode Reader Compulsory Forms 2

4 Section 1: GENERAL INFORMATION Congress Secretariat Kenes International 80th EAS Congress 1-3 rue de Chantepoulet P.O.Box 1726, CH-1211 Geneva 1, Switzerland Ms. Rene Chait Tel: Fax: Congress Dates Friday, May 25 - Monday, May 28, Technical Manager Mrs. Michal Lelcuk Tel: ext. 523 Fax: Exhibition Manager Ms. Hanna Safier Tel: ext. 820 Fax: Registration & Hotel Accommodation Ms. Shirley Milner Tel: ext. 815 Fax: Group Registration Ms. Tami Vidra Tel: ext. 567 Fax: Sponsorship and Exhibition Sales Contact Ms. Simone Gampel Tel: ext. 937 Fax: Venue Address MICO - Milano Convention Centre Viale Eginardo, Via Giovanni Gattamelata 5, Milan, Italy Tel: Website: Website For updated information regarding the Congress, please visit the website: 3

5 Exhibition Related Table Submission of Exhibition Forms Hotel Reservation for Staff Deadlines As soon as possible Tick Box Upon Completion Designed Stand Approval Wednesday, April 4,2012 Text for Fascia (Shell Scheme booths only) Wednesday, April 4,2012 Badge Order Wednesday, April 4,2012 Lead Retrieval Wireless Barcode Reader Wednesday, April 4,2012 ALL form + SICU form Monday, April 30, 2011 Furniture Rental Stand Cleaning, Flowers and Plants, Telecommunications, Electricity & Electrical application Payment of Invoice Balance Cargo Information Tuesday, May 8, 2012 Orders placed after May 8, 2012 will be subject to a 10% surcharge. On-site orders will be subject to a 20% surcharge. Tuesday, May 8, 2012 Orders placed after May 8, 2012 will be subject to a 10% surcharge. On-site orders will be subject to a 20% surcharge. Must be received in full before Exhibition opens Door to door shipments ready for pick up Thursday, May 10, 2012 Airfreight shipments arrival to Frankfurt Airport Sunday, May 15, 2012 Shipment via warehouse Tuesday, May 17, 2012 Exhibition goods - Direct deliveries to Congress venue From Monday, May 23,

6 Exhibition Timetable At-a-Glance Wednesday, May 23, :00-22:00 Set-up-all stands Thursday, May 24, :00-22:00 Friday, May 25, 2012 Decoration only 08:00-14:00 Friday, May 25, :30-20:30 Exhibition Opening Hours Saturday, May 26, :00-17:30 Sunday, May 27, :00-17:30 Monday, May 28, :00-11:30 Dismantling / Breakdown Monday, May 28, :30-19:00 *The hours are subject to changes Please note that all exhibitors should be in their booth 30 minutes before the official opening hour. **Dismantling of the stands before the official hour is not permitted. Empty crates and packaging material must be removed after set-up and no later than Thursday, May 24, 2012 at 14:00. All aisles must be clear of exhibits and packaging materials to enable cleaning. Any equipment, display aid or other material left behind on Monday, May 28, 2012 after 19:00 will be considered discarded and abandoned. Welcome Reception You are cordially invited to the Welcome Reception which will be held in the Exhibition Hall on Friday, May 25, 2012 from approximately 18:30-20:30. Off Exhibition Information Please note that participants will be walking through the Exhibition area to reach the Congress activities which will be active before and after the Exhibition Opening Hours. Therefore, you may either man your booth during those times or consider hiring extra security for your valuables. Smoking The 80th European Atherosclerosis Society EAS Congress is a non-smoking Congress. 5

7 Section 2: EXHIBITION FLOOR PLAN, LIST OF EXHIBITORS Exhibition Floor Plan (As of January 2012) This floor plan is subject to changes 6

8 List of Exhibitors (as of January, 2012) Exhibition Hall Gold Plenary Company Booth # Measurements in meters Size in sqm Layout # Exhibition Free Badges B Braun Avitum AG 10 4L x 3W x 2.5H 12 shell 3 DENKA SEIKEN CO.,LTD. 14 3L x 3W x 2.5H 9 shell 2 diadexus 23 3L x 3W x2.5 H 9 shell 2 EAS Society 16 5L x 5W x4 H 25 space 4 F. Hoffmann-La Roche Ltd. 4 10L x 6W x 4H 60 space 8 Fresenius Medical Care 22 3L x 3W x 2.5H 9 shell 2 Fukuda Denshi 18 3L x 3W x 2.5H 9 shell 2 Mercodia 15 3L x 3W x 2.5H 9 shell 2 MSD 3 10L x 6W x4 H 60 space 8 Progenika Biopharma, S.A. 13 4L x 3W x4 H 12 space 3 Randox Laboratories Ltd. 12 4L x 3W x 2.5H 12 shell 3 Rottapharm Madaus 5 10L x 6W x 4H 60 space 8 Recordati SpA 2 6L x 6W x4 H 36 space 5 Wisepress TBA 3L x 2W x4 H 6 space 2 7

9 Section 3: EXHIBITION SERVICES Exhibitor Badges All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name. Two exhibitor badges will be given for the first 9 sqm booked and 1 additional badge for each 9 sqm thereafter. Any additional exhibitors will be charged an exhibitor registration fee of 170 (+VAT). The exhibitor badges give free access to the Exhibition area, coffee breaks and lunches. In order to reserve additional badges, please find at the end of this manual an exhibitor registration form. Please fax/ this form to the attention of Ms. Hanna Safier at: or by Wednesday, April 4, Individual participant names will not appear on badges in order that they may be used interchangeably between staff members. 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 stand manning purposes and should not be used by companies to bring visitors to the Exhibition. Exhibitor badges will not be mailed in advance and may be collected from the onsite Exhibition Manager s Desk. Service Passes Stand contractors and staff must wear service passes during the entire set-up and dismantling period. Service Passes are free of charge and may be collected from the Exhibition Manager s Desk on site. Vehicles entering to the MICO Milano Congressi should apply for Entrance Service Passes at the Exhibitor services website (the category to request: vehicles and staff passes for set up and dismantling. The passes will be distributed at the Entrance GATE. Please refer to the online service kit found at: On Site Exhibition Manager s Desk The Exhibition Manager s Desk will be open throughout the Exhibition set-up, opening and dismantling period. The desk will be located within the Exhibition area. Prior to this time, if you have any queries regarding your participation at EAS 2012, please feel free to contact: Ms. Hanna Safier at: Lead Retrieval Wireless Barcode Reader Lead Retrieval Wireless Barcode Readers are a helpful tool for receiving contact information about participants who visit your booth or attend your symposium. For further information about barcode readers, please visit the following website: Barcode readers may be rented in advance at the rate of 300 per system for the duration of the Congress. In order to reserve your Lead Retrieval Wireless Barcode Reader, please find at the end of this manual a credit card order form. Please return the order form by Wednesday, April 4, 2012, directly to Ms. Hanna Safier at: or fax this form to the attention of: Ms. Hanna Safier at: The system may be picked up on site at the Exhibition Management Desk on: Friday, May 25, 2012 from 12:00. The lead retrieval system needs to be returned to the Exhibition Management Desk on: Monday, May 28, 2012 by 11:00. 8

10 Please Note: Barcodes on participant 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 is responsible for the content of the information. 9

11 Section 4: OFFICIAL CONTRACTORS Furniture, Flowers and Plants, Hostesses, Security, Stand Cleaning, Waste Removal, Telephone, Fax, Internet, Carpets, AV, Computers, Photography Services Luca Maggiani Fiera Milano Congressi S.p.a. (Direzione e Coordinamento di Fiera Milano S.p.A.) C.F. e P.IVA Capitale Sociale euro i.v. P.le Carlo Magno, Milano ITALY Tel: +39 (0) Fax: +39 (0) Website: Deadline for sending forms: MICO MILANO CONGRESSI must receive order forms by: May 8, 2012 Orders placed after May 8, 2012 will be subject to a 10% surcharge. On-site orders will be subject to a 20% surcharge. Freight Handling & Customs Clearance Agent Hermes/Merkur Ms. Zehavit Akerman Tel: Tel: Mobile: Website: hermes-exhibitions.com Stand Catering Fabio Marrale COMPASS GROUP ITALIA S.p.A. Tel: Mobile: Fax:

12 Section 5: TECHNICAL INFORMATION Stands Design Exhibitors who build their own stands are required to submit a scale drawing of their booth, including elevation view and dimensions, to Ms Hanna Safier by Wednesday, April 4, Please send it via to: All exhibits are to be displayed 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. The Organizers will not approve stands that do not comply with the accepted standards until the necessary changes have been made. Work cannot commence until the exhibitor layout is approved by the Organizers. Multi-level structures are not permitted. Each exhibiting company should let us know the name and details of their construction company. Please send this via to Ms. Hanna Safier by Wednesday, April 4, 2012 at: VERY IMPORTANT: RAW SPACES STAND LAYOUT STAND POP UP DATA TO BE FILLED IN BY THE PARTICIPANT: In compliance with the Technical Regulations, and unless otherwise indicated in the General Regulations, the stand project must be attached to the form found at the end of this manual. Fiera Milano Congressi SpA will inform the organizers whether the project has been approved or not. ALL FORM + PROJECT: all companies that build up a space only booth, RAW STAND, have to send us a copy of the project of the stand (with all measurements: length, height, and width ) and also the ALL form filled, until and not later than April 30, SICU FORM: all companies that build up a RAW space only booth, have to send us this form completed in it s entirely, until and not later than April 30, Shell Schemes that have been pre-booked from Kenes include: Natural aluminium structure including 2.5 meter high white walls Blue carpet Fascia - company name* 1 x table 80X80 2 chairs 1 x waste paper basket Basic power supply 2 KW, single-phase, 230V, 10A Lighting with 300W spotlights (one every 6 sqm) 1 socket 300W Please note: Corner stands are provided with two open sides Cleaning is not included with your shell scheme For illustrative Purposes only *7 digits, including spaces, may be written on your fascia for every one meter of fascia length. Please send your fascia order form, found at the end of this manual, to Ms. Hanna Safier at: by Wednesday, April If text for your fascia is not received by this date, we will provide you with a fascia 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. 11

13 Floor Floor finish: parquet Maximum Floor Load: 600 kg per sqm Build-Up Height The build up height limitation for space only booths is 4 meters. Ceiling hangings are permitted. Therefore, the maximum height that the top of any hanging element may reach is 5 meters. In shell scheme booths, the maximum height is 2.5 meter. Any part facing neighboring stands that is above 2.50 m in height needs to be designed with neutral Surfaces (white). Exhibitors who will have stands higher than the maximum permitted height will not be allowed to set-up their stands. Electricity and Electrical Installations According to the regulations, the electrical installations for the exhibition will only be connected to the power supply after being checked and approved by the official contractor. To ensure maximum safety, all electrical connections to power supply can only be carried by the official contractor. For further information and to place an order, please refer to the online service kit. Details may be found at the end of this section under: Service Kit. For equipment in the stand area requiring non-stop power 24 hours a day, exhibitors must make a request for this to the Exhibitors Technical Assistance Service (SATE) at least 10 days before the setting up phase begins in order to allow Fiera Milano SpA to install a dedicated power line at the exhibitor s expense. Ceiling Hangings Ceiling hanging is permitted. The request order needs to be placed a minimum of 30 working days before the set-up in order to receive approval from the venue. ATTENTION: Cables may only be attached to fixed parts of the halls by Fiera Milano SpA. To order this service, please fill in one of the specially prepared forms and send it to Fiera Milano within the date indicated on the form itself; these forms should be sent together with the Application Form or Exhibitor File. Suspended structure projects must contain the following documents: a) Area, side and axiomatic scale drawings of the suspended structure b) A technical report made by their sole professional person. c) Exhibitors must present Fiera Milano S.p.A. a statement of static estimate; static qualification signed by two qualified engineers or architects registered in the Italian Register, declaring that the suspended structures have been correctly assembled and that to all legal effects and purposes these structures comply with all pertinent safety regulations. The maximum load of 150 Kg for each point must not be exceeded. For further information and to place an order, please refer to the online service kit. Details may be found at the end of this section under: Service Kit. Compulsory forms Exhibitor who build their own stands are required to submit a scale drawing, including elevation views, to the MIC for their approval no later than Monday, April 30, You should send the plan along with the "ALL FORM" and "SICU FORM" found at the end of this manual. Please note that if you do not send the booth plan and the forms, you will not be allowed to build your stand. 12

14 Exhibition Area The Exhibition is being held in Gold Room, in the Convention Centre Building of the MICO Milano Congressi on floor 2. Please note that if your booth has a platform higher than 4.5 cm, you are required to provide a ramp for handicapped access. Evacuation Plan Each exhibitor should be aware of the evacuation plan of the MICO. A copy of this plan can be found at the end of this manual. Furniture, Flowers and Plants, Hostesses Security, Stand Cleaning, Waste Removal, Ceiling Hangings, Telephone, Fax, Internet Carpets, AV, Computers, Photography Services, Custom Services For further information and to place an order please refer to the online service kit. Details may be found at the end of this section under: On-line Service Kit. Insurance ALL EXHIBITORS must complete the compulsory INS Application Form (click here to download it), as a declaration of value of the goods brought / used into the Fiera Milano and Fiera Milano Congressi venue, and return it to the Fiera Milano Insurance Broker: MARSH SpA by fax: o o ALL EXHIBITORS must be insured according to the following points: A) Through their own Insurance Policy to be submitted and approved by Fiera Milano Insurance Broker (MARSH). These policies will be considered valid, ONLY if they are Property All Risks Policies, and contain a clause waiving the right to claim compensation from third parties, including Fiera Milano Congressi SpA, Fondazione Fiera Milano, Fiera Milano SpA, its affiliates, the Organisers of the Event and any third-parties in any way involved in the Organisation of the Event. For policies that do not include the above-mentioned clause or that are considered inadequate, Fiera Milano Congressi will ask the Companies to revise the causes concerned. Alternatively, the Companies can choose the following point B) B) For those Exhibitors who do not own an Insurance Policy or do not have an adequate Insurance Policy see point A), they have to adhere to the coverage included into the Fiera Milano Congressi service. The Exhibitors can get this service at the amount of VAT (20%) through this web page. This "service" includes: All Risks Cover up to 25, Euros Theft of personal properties Supplementary Insurances are due ONLY for the Exhibitors declaring values (INS Form) higher than 25, Euros. This extra cover is COMPULSORY and the premium to be paid will be on request determined by MARSH and the payment must be made directly to the Insurance Broker MARSH: Fax: Te: Loading Bay Access The loading bay access is outside of the Gold Plenary on Floor 2. Please refer to the map on the following page. Please coordinated with Hermes/Merkur our official Freight Handling & Customs Clearance Agent: Ms. Zehavit Akerman Tel: Tel: Mobile: Website: hermes-exhibitions.com 13

15 On-line Service Kit MICO Milano Congressi will send you a personal username and password to the EAS Exhibitor Services Website, which may be accessed via the link below: Security The organizers will provide security guard services in the Exhibition hall during closing hours. Neither the organizers nor the MICO Milano Congressi can accept responsibility for security of the stands and their contents or damage to and theft of any goods. Exhibitors are responsible for the security of their stand and equipment. For further information and to place an order, please refer to the online service kit. Details may be found at the end of this section under: On-line Service Kit. Stand Catering The catering in the MICO Milano Congressi is exclusive and needs to be requested in advance. For all enquiries and for any special request, please contact Stand Cleaning The Organizers will arrange for general cleaning of the Exhibition premises (excluding exhibits and displays) prior to the opening of Exhibition and daily prior to opening thereafter. For further information and to place an order please refer to the online service kit. Details may be found at the end of this section under: On-line Service Kit. 14

16 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. The collection, holding, transportation, storage and the discharge of waste must be carried out in compliance with the Law Decree No. 22 of 1997 and its further amendments and integrations. Fiera Milano SpA and Fiera Milano Congressi SpA provide for the collection and the discharge of waste produced by participants within the Fiera Milano SpA Grounds, except for the following materials: a) Wooden materials and derivates of wood: partition panels, flooring, big packaging crates, pallets, etc. b) Paper and paper derivates (including promotional material such as brochures, leaflets, etc.) c) carpeting d) Products, semi-manufactured products and machine shop rejection deriving from machinery proofs working inside the booths, with the exception of quantities and typologies included in the clearing service of stands e) Waste which can be classified as special waste, dangerous and not dangerous waste The unrestrained deposit of poisonous-noxious waste causing damages to people and the environment is forbidden by the norms and considered a crime punishable by law. If necessary, Fiera Milano SpA and Fiera Milano Congressi SpA will notify the competent Authorities. For further information and to place an order please refer to the online service kit. Details may be found at the end of this section under: On-line Service Kit. 15

17 Rules and Regulations -Binding for all exhibitors and their subcontractors Build-Up & Dismantling Period During the period of build up and dismantling, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol and drugs. Damage to the Building 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. Disposal of Material It is obligatory to collect and dispose of all material during the build up or dismantling of the event. When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind. Any costs incurred by the venue in removing this property will be charged to the exhibitor. Fire Regulations Stand material and fittings must be non-flammable or impregnated with fire-retardant chemicals. As a general rule, easily inflammable synthetic substances, foam polyester, and nonfireproof straw and reeds are prohibited. VERY IMPORTANT: PLEASE COMPLETE THE FIRE PREVENTION SAFETY FOR STAND INSTALLATION MATERIALS FORM FOR FIRE PREVENTION AT THE END OF THIS MANUAL STATEMENT OF CONFORMITY OF STANDS- OBLIGATORY FORM FOR COMPANIES PREPARING A CUSTOMISED STAND Fire Insurance (compulsory) Exhibitors must be insured against fire. Hanging of Posters, Banners etc. Hanging of posters, banners or decals, stickers or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the venue are not allowed without a prior written authorization. Insurance (compulsory) While every reasonable precaution will be taken to protect the exhibitors property while on display at the Exhibition, it must be clearly understood that the organizers, the management of the MICO Fiera Milano Congressi, and the official contractors can accept NO liability for any loss or damage sustained. You are also responsible for insuring against any legal liability incurred with respect to injury or damage to property belonging to third parties. In addition to this, you should protect your expenditure against Abandonment and Cancellation or curtailment of the event due to reasons beyond our control. Please ensure that you have adequate insurance cover for the duration of the event. While every reasonable precaution will be taken to protect the Exhibitors property while on display at the Exhibition, it must be clearly understood that the management of the Venue, the Organizers and the Official Contractors can accept NO liability for any loss or damage sustained. You are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties. In addition to this, you should protect your expenditure against Abandonment and Cancellation or curtailment of the event due to reasons beyond our control. Please ensure that you have adequate insurance coverage for the duration of the event. Each exhibitor must be insured in Fiera. Each exhibitor must fill in the INS form (can be found at the end of the manual). Liability Companies are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organizers against all claims and expenses arising from any damages. If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organizers find it necessary to change the dates of the Exhibition, the organizers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition. The organizers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the venue or any part thereof in any manner whatsoever. 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 neighbouring exhibits. 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. 16

18 Section 6: DELIVERY REGULATIONS AND INSTRUCTIONS The shipping instructions include the following information: Shipping Instructions Tariff Material Handling Form Labels Delivery & Logistic Services Hermes/Merkur has been appointed the official forwarding agent and clearance agent for this Congress and offers the following services: customs clearance, delivery to the stand, freight forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates, transportation to and from the Exhibition hall. For security, insurance, and efficiency reasons, Hermes/Merkur is the sole official agent to handle cargo inside the venue. Stand builders are prohibited from using trolleys during set-up and dismantling periods. Kindly note that the official agent is the exclusive agent for move in and move out of the venue. Exhibitors and stand builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with the official logistics agent. Insurance of Goods All cargo should be insured from point of origin. Exhibition Goods, Insert and Display Materials Please note that all materials entering the venue incur a handling charge. This includes materials for inserts to the Congress bags and display. In order to receive a price quote for handling and to assure arrival of your materials, please be sure to complete the Pre-Advise form included in the shipping instructions. Please Note: All advanced shipments and deliveries to the Hermes/Merkur warehouse, including by courier, must be coordinated with Hermes. In order to assure receipt of sent materials, Hermes must receive the Pre-Advise form found at the end of this manual. Please complete this form and return it to Zehavit Akerman: You will then receive confirmation of your material arrival. Customs Clearance Hermes Exhibitions & Projects Ltd. Ms. Zehavit Akerman Tel: Tel: Mobile: Website: hermes-exhibitions.com 17

19 Jan 2012 Dear Exhibitor/Stand Builder, Hermes-Merkur is the official handling agent for KENES congresses in We are a full door to door service company. As such, we are pleased to update you regarding arrangements for shipping, international freight forwarding, customs clearance and onsite services. Onsite Handling Due to security, insurance and organizer policy, Hermes-Merkur is the exclusive handler inside the venue. No other company is permitted to handle cargo within 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: Mobile: Please note these important dates: SERVICE Door to door shipments ready for pick up Airfreight shipments Arrival to Frankfurt airport DEADLINE May 10, 2012 May 15, 2012 Shipment via Germany warehouse May 17, 2012 Inserts for the bags - Direct deliveries to Congress venue Exhibition goods - Direct deliveries to Congress venue On May 23 only by 10:00am From May 23

20 Shipment Categories All shipments must be packed, labeled and sent according to the appropriate category (see below). Please use only the attached labels. Please do not mix different types of shipments in one box. Categories: (1) Insert-for participant bags (2) Marketing/promotion material-for unmanned display (3) Exhibition goods-for exhibition stand only Services, Delivery Address & Shipping Instructions 1. Door to Door Shipment We offer companies consolidated trucking services from starting point to venue as part of consolidated international shipments for the congress. This will assist in reducing costs and ensuring timely delivery. 2. Airfreight Shipments Please send all airfreight shipments to Frankfurt airport only. Airway bill (AWB) must be sent prepaid and consigned to: Consignee: Merkur Expo Logistics GmbH Eschborn Germany Tel: Att: Mr. Bernd Blum Notify: Congress name Name of Exhibitor Stand no. 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. The above instructions are only for Airfreight shipments.

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