Exhibitor Manual · ESMO 20th World Congress on Gastrointestinal Cancer Imedex® LLC education is the best medicine 20-23 June 2018 Barcelona, Spain 2 TABLE OF CONTENTS

Exhibitor Manualworldgicancer.com

Barcelona, Spain

20–23 June, 2018

ESMO 20th World Congress on Gastrointestinal Cancer Imedex® LLC education is the best medicine 20-23 June 2018 Barcelona, Spain

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TABLE OF CONTENTS

EXHIBITOR MANUAL SIGNATURE PAGE 4 DOCUMENTS FOR PLANNING 5 IMPORTANT DATES AND DEADLINES FOR EXHIBITORS 6 KEY CONTACT INFORMATION 7 ADVERTISING SPECIFICATIONS FOR PROGRAM GUIDE 8 COMPANY DESCRIPTION SPECIFICATIONS FOR PROGRAM GUIDE 8 EXHIBITON CALENDAR OF EVENTS 9 EXHIBITION HALL GENERAL INFORMATION 10

1. Exhibitor Service Desk 10 2. Electricity Guidelines 10 3. Building Height / Stand Plans 10 4. Booth Builder Staff Safety Regulations 10

EXHIBITION SETUP AND BREAKDOWN SCHEDULE 11 POLICY ON TRADE EXHIBITION 12

1. Unapproved Therapies 12 2. Duration of the Exhibition 12 3. Use of the Logos 12 4. Delegate Bag Inserts 12 5. Promotional Materials 13 6. Program Guide Advertising 13 7. Photography, Video and Audio Taping 13 8. Admission to the Exhibition 13 9. Hostesses 13 10. Supporter/Exhibitor Complimentary Registrations 13 11. Identification of the Exhibitors 14 12. Press Badges 14 13. Location of Exhibit Space 14 14. Subletting of Space 14 15. Booth Restrictions 14 16. Management of the Booth 14 17. Equality of Exhibition Attendants 14 18. Security and Insurance 14 19. Audio-Visual Devices 14 20. Surveys 14 21. Social Functions/Activities 14 22. Black out Times for Ancillary or Concurrent Meetings 15 23. Serving of Food & Beverage Items 15 24. Hospitality Suites 15 25. Non-Smoking Event 15 26. Corporate Networking Suites 15 27. Exhibition Staff Food and Beverage 15

CONGRESS RULES, REGULATIONS AND CONDITIONS 16 1. Hanging Banners and Posters and Respecting the Installations 16 2. Health and Safety Legislation 16 3. Noise 16 4. Fork Lift Trucks 16 5. Cleaning 16 6. Additional FIXED EXPENSES: Optional to Supporters 16

OTHER REGULATIONS AND CONDITIONS 17 1. Definitions 17 2. Legal Condition 17 3. Location 17 4. Amendment of the Site Plan 17 5. Postponement or Abandonment 17 6. Bankruptcy or Liquidation 17


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7. Security and Insurance 17 8. Stand Design 17 9. Stand Decoration 18 10. Advertising 18 11. Disposal of Waste 18 12. Special Hazards 18 13. Health and Safety at Work 18 14. Staffing and Stand Displays 18 15. Storage 18 16. Dismantling 18

SHIPPING INFORMATION 19 CCIB Access plans 20


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ESMO 20th World Congress on Gastrointestinal Cancer Exhibitor Manual Signature Page

I _______________________________________________________________________________, Please print your name here

representing ______________________________________________________________________,

Please print your company name here (include supporter’s name too if 3rd party vendor)

by my signature below hereby certify that:

• I have completely read the ESMO 20th World Congress on Gastrointestinal Cancer Exhibitor Manual.

• I understand all rules and regulations as outlined in the ESMO 20th World Congress on Gastrointestinal Cancer Exhibitor Manual and on behalf of my company agree to abide by them.

• I understand that it is my responsibility to inform all subcontractors of the rules and regulations outlined in the ESMO 20th World Congress on Gastrointestinal Cancer Exhibitor Manual.

• It is my responsibility to comply with all the local and European laws, EFPIA, as well as

Spanish Farmaindustria (www.farmaindustria.com), and Imedex bears no responsibility for

the compliance or enforcement of such laws.

• I am authorized to sign this document on behalf of my company.

Supporting Company: _____________________________________ Print Name _____________________________________ Signed _____________________________________ Date

3rd Party Vendor (if applicable): _____________________________________ Print Name _____________________________________Signed _____________________________________ Date

Please return this document to Imedex by email [email protected] or fax at +1 770 751 7334 by 27 April 2018. No orders for service will be processed until this document has been

returned.

http://www.farmaindustria.com/

mailto:[email protected]


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CCIB REGULATIONS Please visit the Congress website at www.worldgicancer.com and click on “Support” and download the PDF “CCIB General EXPO Regulations 2018” for regulations particular to this convention center.

EXHIBITION ORDER FORMS Please visit the Congress website at www.worldgicancer.com and click on “Support.” To retrieve the following order forms for materials at the CCIB please download the “2018 ESMO WCGIC Exhibitor Order Form.”

• Catering

• AV & IT

• Hostesses, Waiters and Security Guards

• Cleaning, Plants, Flooring and Water Installation

• Furniture (see CCIB Furniture Brochure for pictures)

• Modular Stand Fittings

• Electricity

SUPPORTER/EXHIBITOR COMPLIMENTARY REGISTRATIONS Please visit the Congress website at www.worldgicancer.com and click on “Support” and download the PDF “2018 ESMO WCGIC Comp Registration Manual” for information about how to register your Supporter/Exhibitor Complimentary Registrations.

SATELLITE SYMPOSIA MANUAL Please visit the Congress website at www.worldgicancer.com and click on “Support” and download the PDF “2018 ESMO WCGIC Satellite Symposia Manual” for information about the satellite symposia regulations.

LUNCH SYMPOSIA MENU OPTIONS Please visit the Congress website at www.worldgicancer.com and click on “Support” and download the PDF “2018 ESMO WCGIC Symposia Order Form” for lunch box menu options for the luncheon satellite symposia. Evening symposium menu items will be sent separately to that supporter via email.

ANCILLARY MEETING MANUAL Please visit the Congress website at www.worldgicancer.com and click on “Support” and download the PDF “2018 ESMO WCGIC Ancillary Meeting Manual” for information about ancillary meetings.

SHIPPING MANUAL Please visit the Congress website at www.worldgicancer.com and click on “Support” and download the PDF “2018 ESMO WCGIC Official Shipping Manual” for information about shipping materials to the Congress.

BAG INSERT SHIPPING MANUAL Please visit the Congress website at www.worldgicancer.com and click on “Support” and download the PDF “2018 ESMO WCGIC Bag Insert Shipping Instructions” for information about shipping bag insert materials to the Congress.

FORWARDING, HANDLING & CUSTOMS SERVICES ORDER FORM Please visit the Congress website at www.worldgicancer.com and click on “Support” and download the PDF “2018 ESMO WCGIC Shipping Services Order Form” for the RESA services order form.

HANDLING TARIFF Please visit the Congress website at www.worldgicancer.com and click on “Support” and download the PDF “2018 ESMO WCGIC Handling Tariff” for the handling tariff information.

http://www.worldgicancer.com/

http://worldgicancer.com/WCGI/support.asp


http://www.ccib.es/esmo-20th-world-congress-on-gastrointestinal-cancer-congress-2018-2

http://www.ccib.es/esmo-20th-world-congress-on-gastrointestinal-cancer-congress-2018-2


















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ESMO 20th World Congress on Gastrointestinal Cancer

Important Dates and Deadlines for Exhibitors

Item Due Date Submit To

Certificate of Insurance Due 27 April 2018 Imedex

Detailed Plans for Stands (to be Built) Deadline 27 April 2018 Imedex

Last Day to Reserve Space in the Congress Delegate Bag for an Insert

27 April 2018 Imedex

Company Description for Program Guide Deadline 27 April 2018 Imedex

Advertisement Deadline for Program Guide 27 April 2018 Imedex

Company Information for Mobile App Deadline 27 April 2018 Imedex

Sample Bag Insert Design for Congress Bags Due for Approval 4 May 2018 Imedex

Notification of Shipping and Materials Arrival Deadline 18 May 2018 RESA

Application Deadline for Ancillary or Concurrent Meetings 11 May 2018 Imedex

Supporter Complimentary Full Registration Deadline 24 May 2018 Imedex

Complimentary Exhibitor Badge Registration Deadline 24 May 2018 Imedex

Exhibit Area Electrical Orders Deadline 28 May 2018 The CCIB

Additional Equipment Order Deadline 28 May 2018 The CCIB

Food & Beverage Initial Order Deadline 28 May 2018 The CCIB

Discounted Registration Deadline for Paid Registrations 31 May 2018

Delegate Bag Inserts Received by RESA in Barcelona – MUST ship separately from Exhibition items and labeled as Delegate Bag Inserts

06 June 2018 RESA

Final Deadline to Guarantee Food & Beverage Numbers 07 June 2018 The CCIB

Exhibition Move-In & Registration Begins for Booths 20m2 or Larger 18 June 2018

Exhibition Move-In & Registration Begins for Booths Smaller than 20m2 19 June 2018

On-Site Group Registration Opens 19 June 2018

On-Site General Registration Opens 20 June 2018

Exhibition Opens 21 June 2018

Exhibition Move-out 23 June 2018


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ESMO 20th World Congress on Gastrointestinal Cancer Key Contact Information

Congress Location - CCIB (Centre de Convenciones Internacional de Barcelona) Plaça de Willy Brandt, 11-14 08019 Barcelona Spain Website: www.ccib.es

Congress Secretariat Imedex®, LLC 11675 Rainwater Drive, Suite 600 Alpharetta, Georgia 30009 USA Tel.: +1 (770) 751 7332 Fax: +1 (770) 751 7334 Website: www.worldgicancer.com Exhibition & Satellite Symposia Contact: Stacy Brandau Tel: +1 (404) 384 8416 E-mail: [email protected] Kelly Jackson, CMP Tel: +1 (678) 242 0863 Mobile: +1 (404) 944 3854 Email: [email protected]

Exhibition Management CCIB - (Centre de Convenciones Internacional de Barcelona) Plaça de Willy Brandt 11-14 08019 Barcelona, Spain Tel.: +34 93 230 10 00 Fax: +34 93 230 10 01 E-mail: [email protected] Website: www.ccib.es

Shipping Supplier RESA Internacional Events, SL C/Botánica s/n – Entrada Nr. 4 Recinto Ferial Gran Via M2 08908 – Hospitalet Barcelona, Spain Fax: + 34 93 263 1894 Contacts: Tanja Wilhelm E-mail: [email protected] Tel.: +34 93 233 4110 Jorge Reina [email protected] Tel.: +34 93 233 4111

http://www.ccib.es/





http://www.ccib.es/




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Advertising Specifications for Program Guide Requirements:

1) A5 sized page, portrait orientation, saved as a .pdf file at a minimum resolution of 360 dpi; with bleed and crop marks, sent via email to or mailed to the address below. Accompanying fax for reference will enable verification of font embedding.

(available to only those companies that have a fully executed contract in place)

Company Description Specifications for Program Guide

Requirements:

1) Each supporter is entitled to providing a company description to be included in the Congress program guide. Descriptions must not exceed 250 words. Any descriptions over this amount will be edited at the Secretariat’s discretion.

Company Information Specifications for Congress Mobile App

Requirements:

1) Each supporter is entitled to providing a company listing that will be included in the Congress

Mobile App. Each company listing will include: Company Name Company Phone (general public inquiry) Company Website Contact Us Email (general public inquiry) Company Description - 100 - 150 words (if the version you submitted for the Program Guide fits these parameters, please let me know) Twitter Username Facebook Linkedin

DEADLINE FOR ALL ITEMS LISTED ABOVE: 27 April 2018

Please forward all information to Michele Wicker ([email protected]) and Stacy Brandau ([email protected]).




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ESMO 20th World Congress on Gastrointestinal Cancer Exhibition Calendar of Events

Event

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Date 18 June 19 June 20 June 21 June 22 June 23 June

Congress Times 14:45–20:30 8:00–20:45 8:00–19:15 8:30–16:40

Exhibition Times 9:00–13:30

14:30–17:30

9:00–13:30

14:30-17:00

9:00–13:30

14:30-16:40

RESA Service Desk Open

12:00–17:00 9:00–17:00 9:00–15:30 See Stacy See Stacy 14:00–17:30

Exhibitor Registration

9:00–17:00 9:00–19:00 Automated check-in kiosks

Automated check-in kiosks

Automated check-in kiosks

Exhibitor Information Desk

9:00–17:00 9:00–19:00 7:30-18:30 7:30-17:30 8:00-17:30

Exhibition Setup (20m2 or more)

14:00–22:00 8:00–22:00 8:00–14:45

Exhibition Setup (less than 20m2)

8:00–22:00 8:00–14:45

Exhibition Breakdown (Structures)

16:40–24:00


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Exhibition Hall General Information 1. Exhibitor Service Desk The exhibitor service desk will be located inside the Exhibit Hall and will be staffed by the CCIB during set-up and dismantle hours. Should someone not be there, there will be a contact number to call the person onsite or you may check in with Stacy Brandau at the Exhibitor Information desk. 2. Electricity Guidelines The electric connection fee is included in the fuse box pricing (see order forms). All electrical switchboards are installed by qualified electricians and are compulsory to be ordered through the CCIB. Other items (such as fuse boxes or sockets) can be installed by the stand builder. These can then be connected to the switchboard. All orders should be placed no later than 28 May 2018. All exhibitors should provide their own transformers. Exhibitors should send basic plans of their stand and/or stand space to Imedex no later than 27 April 2018, clearly indicating where they will require their fuse box to be placed. This is particularly important for all exhibitors who have contracted a company to purpose build a designer stand for them. The design of the stand in this case would require the electrics to be placed in specific locations and we would need to know this beforehand in order to ensure the setup is carried out as smoothly as possible. Exhibitors must also indicate how much power they will require and if they will require further power points (plugs), indicating clearly on a plan exactly where these should be placed. The CCIB’s main traps have 20kw, then exhibitors/stand builders can order additional electricity needed for the booth – up to 20kw. If more than 20kw of electricity is needed, then please mark the order forms accordingly so that the appropriate quote can be generated. Any changes or last-minute onsite orders will be subject to extra charges. 3. Building Height / Stand Plans The maximum building height allowed for the inline booths is 2.5m unless prior approval by Imedex. The maximum building height allowed for island booths is 10.00m. All stands must be 4.00m from the wall. Exhibitors using their own stand builder need to send the plans with their stand design to Imedex. The deadline for receipt of the plans is 27 April 2018. Should exhibitors wish to hang items from the ceiling, they must submit a technical plan and a request for suspension points to the CCIB, who will then send a quote for the requested service. For maximum weight for each access point, please contact the CCIB. Companies with a stand located near a wall need to respect a 4.00m space between the stand and the wall, in order to enable access to show windows, electric cables running along the back of the stand and storage cupboards. The area between the stands and the walls of the exhibition hall should therefore remain completely free of boxes and other storage material before and during the event. The maximum weight authorized in the exhibition hall is 2,000 kg per m2 (kilograms per square meter). 4. Booth Building Staff Safety Regulations Each person present for setup on Monday, 18 June and Tuesday, 19 June MUST be wearing steel-toed boots/shoes. If anyone is identified as not wearing the proper footwear during structure setup, then they will be asked to leave the floor until A) they have bought shoes to abide by these regulations or B) return on Wednesday, 20 June for soft goods set up.


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Exhibition Setup and Breakdown Schedule All work will take place on Level 0 – exhibition area 2+3. The assignment of exact setup times will be communicated by RESA and will be based on the size and complexity of the stand. Exhibitors with exhibition booths more than 20m2 will start their setup on Monday, 18 June 2018 between 14:00 and 22:00. Exhibitors with exhibition booths less than 20m2 will start their setup on Tuesday, 19 June 2018 between 8:00 and 22:00. Important Update: As with 2017 there will be No Early Soft Goods Breakdown. All Breakdown will begin at the close of the Congress on Saturday, 23 June 2018, currently scheduled for 16:40. The exhibitor service desk will be located inside the Exhibit Hall and will be staffed by the CCIB during the hours listed above. Should someone not be there, there will be a contact number to call the person onsite or you may check in with Stacy Brandau at the Exhibitor Information Desk.

Exhibition Setup Schedule Monday, 18 June 2018 14:00 – 22:00 Booths 20m2 and more Tuesday, 19 June 2018 8:00 – 22:00 Booths less than 20m2 Wednesday, 20 June 2018 8:00 – 14:45 All exhibits

Exhibition Times The exhibition hall will be open to attendees between the hours listed below. Thursday, 21 June 2018 9:00 – 13:30 14:30 – 17:30 Friday, 22 June 2018 9:00 – 13:30 14:30 – 17:00 Saturday, 23 June 2018 9:00 – 13:30 14:30 – 16:40

Exhibitor Breakdown Schedule

Important Update:

The Exhibition Hall will remain open to attendees through the close of the Congress on Saturday. No early soft goods breakdown will be allowed prior to the close of the Congress. All breakdown will begin at the close of the Congress, Saturday, 23 June 2018 at 16:40.

Any organization observed breaking down soft goods prior to 16:40 will be subject to fines. All Soft Goods and Structures: Saturday, 23 June 2017 16:40 – 24:00 All exhibitors must be packed by 24:00 on Saturday, 23 June 2018. At this time all items will be removed from the exhibit Hall by RESA. If you are not using RESA for your shipments all items must be removed from the exhibit hall prior to 24:00 on Saturday, 23 June 2018. Items left after 24:00 on Saturday, 23 June 2018 will be moved by RESA and taken to their warehouse. Exhibitors will be responsible for any charges imposed by RESA for removing and storing their shipments if they fail to remove them by 24:00.


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ESMO 20th World Congress on Gastrointestinal Cancer

Policy on Trade Exhibition

1. Unapproved Therapies Imedex bears no responsibility towards the delegates for the display, promotion or sale of therapies or services nor is Imedex supporting those products or services for their sole promotion at the ESMO 20th World Congress on Gastrointestinal Cancer. However, Imedex reserves the right to deny at any time the display, promotion or sale of products, therapies or services should these be against the generally accepted clinical approach. The promotion of unapproved therapies (by regulatory authorities) is regulated by the local and European laws and Imedex bears no responsibility in case of a complaint based on such laws. 2. Duration of the Exhibition The exhibition will start at 9:00 on Thursday, 21 June 2018 and will conclude at the close of the Congress, on Saturday, 23 June 2018 at 16:40. Exhibits must be staffed during all published exhibition hours. If you choose to leave your booth unattended during published exhibition times, know you are doing so at your own risk. Imedex and the CCIB will not be held responsible for damages or lost items. All Soft Goods and Exhibit Structures are not to be removed until the Congress ends at 16:40 on Saturday, 23 June 2018. The removal of soft goods is not allowed prior to this time. Imedex, or its representatives, reserve the right to stop any exhibitor from packing or removing their items before 16:40 on Saturday, 23 June 2018. Any exhibitor closing his stand or removing exhibits before the above time, without written permission of the secretariat, will be liable for an early closing fee of up to 25% of the total exhibition space cost. All exhibitors must be packed by 24:00 on Saturday, 23 June 2018. At this time all items will be removed from the exhibit hall by RESA. If you are not using RESA for your shipments all items must be removed from the exhibit hall prior to 24:00 on Saturday, 23 June 2018. Items left after 24:00 on Saturday, 23 June 2018 will be moved by RESA and taken to their warehouse. Exhibitors will be responsible for any charges imposed by RESA for removing and storing their shipments if they fail to remove them by 24:00. 3. Use of the Logos The use of all logos and/or names, including the ESMO 20th World Congress on Gastrointestinal Cancer on distributed material or other items is subject to express written approval from Imedex. Any unapproved usage of logos will be subject to fines of up to 25% of the total exhibition space cost. 4. Delegate Bag Inserts Imedex will accept a restricted number of promotional materials to be included in the official Congress delegate bag. The material may not be larger than A4-format and not heavier than 50 grams per piece. We suggest printing 3750 pieces to be placed in delegate Congress bags. Supporters at the Silver level or higher will receive one complimentary bag insert. Those companies wishing to take advantage of this opportunity will need to decide internally whether the complimentary bag insert will be used to promote the symposium or to promote the booth located in the exhibition hall. Please contact Stacy Brandau for availability and pricing should you wish to reserve additional bag inserts. Supporters must reserve a place in the delegate bag by 27 April 2018 and must submit a sample of the material for authorization of format and content to Imedex by 4 May 2018. The deadline, quantity and shipping instructions must be strictly followed, including the use of the delegate bag insert shipping label. Material not related to activities taking place during the ESMO 20th World Congress on Gastrointestinal Cancer will not be authorized. In order to assist the RESA and Imedex staff in making sure your delegate bag inserts arrive at the CCIB in time for insertion into the delegate bags, you must include the labeling on the outside of each item sent. Delegate bag inserts must be shipped separately from any exhibition materials and arrive no later than 6 June 2018. Shipping and handling charges associated with the delegate bag insert will be the responsibility of the supporter.


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5. Promotional Materials Exhibit materials and advertising may not be displayed or distributed in any room where an educational session of the main program is held. The secretariat advises avoiding cultural or historical references on promotional material and bear no responsibility in case any reference causes offense. Product-related advertisement is subject to Imedex approval and must comply with Spanish Farmaindustria, EFPIA, local and European law. Promotion of unapproved therapies (by regulatory authorities) is regulated by the local and European laws. Neither the secretariat nor its contractors bear any responsibility in case of a complaint based on such laws. 6. Program Guide Advertising Purchasing additional advertising space for the program guide may be possible. Please contact Stacy Brandau for availability and pricing. Advertisements can be either corporate or product branded. All advertisements are subject to Imedex approval and must comply with Spanish local and European law. Advertisement of a specific product does not mean acceptance or sponsorship of the ESMO 20th World Congress on Gastrointestinal Cancer and it is the responsibility of the company to comply with Spanish local and European law, where applicable.

7. Photography, Video and Audio Taping Exhibitors must receive prior approval from Imedex for any photography, videotaping or audio taping of any activity in conjunction with the exhibition and the Congress, except for limited activities occurring within the individual exhibitor’s booth. Photography, videotaping or audio taping of scientific or educational sessions is not permitted. 8. Admission to the Exhibition Participants fully registered as a Healthcare Professional, Industry, or Exhibitor of the Congress may enter the exhibition hall during scheduled Exhibit Hours. During times that the exhibition is closed, admission to the exhibit area is limited to those individuals carrying an Exhibiting Industry or an Exhibitor badge only. Hostesses or similar personnel not commercially connected with the industry may be employed to assist in the exhibitor’s booth; any costume, if not standard business attire, must conform to proper decorum of the Congress and is subject to approval by Imedex. To comply with Spanish local law, Press are not allowed admission to the Exhibition at any time. 9. Hostesses If you require hostesses to help you with your symposium, please order them through the CCIB. Upon arrival, the hostesses will contact the CCIB Event Manager onsite and then be escorted to your booth to be given instruction on their duties from your team. They will receive wristbands that will allow them access to the Exhibit Hall. 10. Supporter/Exhibitor Complimentary Registrations Please see the “2018 ESMO WCGIC Complimentary Registration Manual” for information on how to register for your complimentary supporter/exhibitor registrations. Exhibitors and their staff may pick up their badges beginning at 9:00 on Tuesday, 19 June 2018 at the Exhibitor Registration Desk 11. Identification of the Exhibitors False certification of individuals as exhibitor’s representatives, misuse of exhibitor badges or any other method assisting unauthorized persons access to the exhibit floor will be just cause for expelling the violator from the exhibition or barring him from further entrance to the exhibit floor, and removing the exhibit from the exhibit floor without refund of any fees. This includes tampering with the Congress Badge to obscure the registration category of an individual. 12. Press Badges Journalists employed by recognized news organizations for the purpose of editorial coverage will be assigned a press badge at no charge. Representatives from qualified media outlets must represent editorial staff, not the advertising or marketing staff. The press badge does not authorize any promotional or commercial activity, any unsolicited contacts with any delegates for purposes other than bona fide journalistic coverage of the event. Press invited by supporters for supporter specific activities may not qualify for a complimentary press badge. Press not approved for a complimentary badge will still require a badge for access to the Congress. Additional Information will be found on the Press Page of the Congress Website. Press should be registered for the Congress before arriving onsite so that they may be approved.



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An official press badge is needed to access the Congress Press Room. Please contact our Customer Service Manager, Maggie Woods, at [email protected] or toll-free at +1 (800) 233.0957 (US & Canada) or +1 (678) 242.0906. 13. Location of Exhibit Space The Congress will assign exhibit spaces and reserves the right to change the location of the exhibit spaces at any time. 14. Subletting of Space Exhibitors may not assign, sublet or apportion the whole or any part of the space allotted to them and may not advertise or display goods or services other than those manufactured or sold by them in the normal course of business. The demonstration of products, advertising of products or distribution of advertising, and/or solicitation of business of any kind on behalf of non-exhibiting firms in any part of the Congress facility is strictly prohibited. 15. Booth Restrictions Exhibits must conform to the contracted space and all display rules as set forth in this exhibitor manual. Exhibits or displays must not obstruct the view of or interfere in any way with the displays of neighboring exhibits. Any exposed part of the display must be covered so as not to be objectionable to the other exhibitors, or in the best overall interest of the exhibition. All business and selling demonstrations shall be confined to the exhibitor’s own booth space. Promotion or display of promotional material and any other related activity is not allowed outside the assigned space. 16. Management of the Booth Exhibits must remain fully intact and staffed at all times exhibition is open to the public. If you choose to leave your booth unattended during published exhibition times, know you are doing so at your own risk. Imedex and the CCIB will not be held responsible for damages or lost items. Dismantling of exhibits and removal of products or display material is limited only to published hours and restrictions. 17. Equality of Exhibition Attendants Exhibitors must apply equality in their approach to the attendants. Discrimination of attendants according to nationality or any other factor is against the Congress policy. 18. Security and Insurance The Congress will provide overall security for the entirety of the Congress and exhibition, but neither Imedex nor the CCIB will indemnify exhibitors against loss and/or be responsible for the loss of any exhibitor’s material by any cause. Each exhibitor must make provisions for safeguarding its own goods, materials, equipment and display at all times. Exhibitors must obtain, at their own cost and expense, insurance for all goods, materials and equipment displayed in connection with an exhibit.

**Exhibitor insurance certificates are due to Imedex by 27 April 2018. 19. Audio-Visual Devices Excessive audiovisual attention-getting devices or effects and offensive odors are prohibited. Sound effects are discouraged due to the intimate nature of the exhibit area. Imedex bears no responsibility for non-licensed music played in and during the exhibition. This applies whether the music is live or recorded. 20. Surveys Surveys are authorized within the physical limits of the company’s assigned booth only. The appointed personnel must be identifiable at all times as member of a “marketing research team.” 21. Social Functions/Activities Social functions and other activities supported by exhibitors cannot be held during exhibit hours or in conflict with any scheduled scientific sessions, meetings or activities conducted by the ESMO 20th World Congress on Gastrointestinal Cancer. No programmatic activities or scientific/educational activities may take place during exhibitor/supported functions. Self-assessment tests, such as computer assisted learning which the delegate can choose to start and end at his/her wish, are allowed.



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22. Black out Times for Ancillary or Concurrent Meetings Ancillary or concurrent activities (internal meetings involving delegates, press conferences, and educational or promotional activities) in the convention center or outside the convention center, but concurrent to or during the breaks of the scientific program of the ESMO 20th World Congress on Gastrointestinal Cancer must be approved by Imedex. Ancillary meetings of 30 participants or less will be allowed during blackout times but must be approved by Imedex. Ancillary meetings over 30 participants will not be allowed during blackout times. Clear identification of the organizer, the purpose, the targeted participants, and the full program must be submitted to Imedex by 11 May 2018 for approval. A 25% late fee will be charged for all applications submitted after 11 May 2018. Please contact Michele Wicker ([email protected]) for approval of all ancillary and concurrent meetings. Please see the 2018 ESMO WCGIC Ancillary Meeting Manual on the Congress website for additional information.

Black Out Times for Ancillary or Concurrent Activities

Wednesday, 20 June Thursday, 21 June Friday, 22 June Saturday, 23 June

14:45 to 20:30 8:00 to 20:45 8:00 to 19:15 8:30 to 16:40

23. Serving of Food & Beverage Items Food items served in the exhibition hall and in the hospitality suites must be purchased through the CCIB by 04 June 2018. No outside food or beverage will be allowed. Please be aware that there are restrictions on the food and beverage items that can be distributed from your booth. Please refer to the Spanish Farmaindustria, EFPIA and other local and European regulations for more information. 24. Hospitality Suites Hospitality suites are available, and their rental is offered to Congress supporters only. Activities which are classifiable as purely promotional (press conferences, educational activities, surveys) are not authorized to be organized in the hospitality suites unless written approval from Imedex. For further information on Hospitality Suite rental, please contact Stacy Brandau at [email protected]. 25. Non-Smoking Event The ESMO 20th World Congress on Gastrointestinal Cancer is a non-smoking event.

26. Corporate Networking Suites (formerly Business Lounges) Corporate Networking Suites (formerly Business Lounges) in the exhibit hall are available for rental to Congress Silver Level supporters or higher. The Congress will assign lounge space and reserves the right to change the location of the lounge spaces at any time. Lounge supporters have the option to supply their own custom furniture and carpeting. Please let Imedex know if you plan to provide your own furniture instead of Imedex ordering for you. Lounge setup can begin on Tuesday, 19 June 2018 at 14:00. Setup must be completed by Wednesday, 20June 2018 by 12:00. There will be no exceptions to this deadline. Lounges can be accessed for use beginning Wednesday, 20 June 2018 at 15:00. Educational activities planned to be held in the business lounge must comply with the Congress blackout policy. For further information on lounge space, please contact Stacy Brandau at [email protected]. 27. Exhibition Staff Food and Beverage Lunch is not provided for Exhibitors. Exhibitors may pre-order box lunches from the CCIB. Orders must be placed by 28 May 2018. Final Guarantees must be made by 7 June 2018. Exhibit staff lunches will not be available to order onsite.






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Congress Information and Regulations Congress Rules, Regulations and Conditions

Please also see CCIB General EXPO Regulations 2018 on the Congress website 1. Hanging Banners and Posters and Respecting the Installations The placing of posters, banners, stickers or similar items, on the walls, floors, ceilings or columns inside or outside the CCIB is strictly prohibited. Applications for hanging posters or banners, or the items mentioned above, can be made to the CCIB and will be considered. Furthermore, the décor of the CCIB and any of the items rented within the building must be respected at all times, without adding to, moving or hiding anything present. 2. Health and Safety Legislation Imedex and all exhibitors upon entering the premises agree to adopt all measures of safety and control established by the Municipal Government of Barcelona and by the management of the CCIB. Imedex and all exhibitors, upon entering the premises, agree to observe the norms in force on safety, particularly in regard to the maximum capacity of the halls and rooms, emergency exits and fire prevention measures. In no case may any flammable material or object be introduced in the exhibition.

The exhibitor formally declares that their staff are insured, and covered by social security and other labour and tax obligations foreseen in the legislation in force, declining the CCIB any possible claim or involvement in these matters. Neither Imedex nor the CCIB will be responsible for any item or material that has not been removed once the event is finished. The construction of stands using construction materials or adornments that contain products such as cement, sand, plaster, tile, brick or any other similar material is strictly prohibited. 3. Noise Electrical and other mechanical apparatus must be muffled so that the noise does not disturb the rest of the exhibitors or other areas of the CCIB. 4. Fork Lift Trucks There is no permanent forklift or transpalet service. Should the exhibitor or contractor need this service, it has to be requested from RESA in advance (see order forms on the Congress website). 5. Cleaning The cleaning of common areas is included in the rental rate but not the individual booth space. This service can be ordered through the CCIB (see order forms on the Congress website). 6. Additional FIXED EXPENSES: Optional to Supporters 1. Daily stand cleaning 2. Switchboard and electricity 3. Floor covering (carpet/platform)



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Other Regulations and Conditions: 1. Definitions In the following regulations and conditions, the term 'exhibitor' describes any company or organization that has made a successful application for space allocation in the technical exhibition to be organized in the framework of the ESMO 20th World Congress on Gastrointestinal Cancer, or any agent or representative acting on behalf of the exhibitor. The term 'secretariat' relates to Imedex. 2. Legal Condition The application for exhibition space is legally binding on the exhibitor pending its acceptance in writing by the secretariat. 3. Location The exhibition will be held on Level 0 – Areas 2 & 3 – of the CCIB, the Congress venue. 4. Amendment of the Site Plan While every effort is made to preserve the published plan of the exhibition, the secretariat shall be entitled to vary the layout if it is believed by the organization to be in the best interest of the exhibition. The exhibitor shall have no claim against the secretariat in respect of any change of layout. 5. Postponement or Abandonment The secretariat reserves the right to postpone the Congress including the exhibition, or to transfer it to another site, if unforeseen circumstances warrant such action. Should any contingency prevent the holding of the exhibition, the secretariat will not be held liable for expenses incurred other than the cost of rental of exhibition space. 6. Bankruptcy or Liquidation In case the exhibitor becomes bankrupt or enters into liquidation other than for the purpose of reconstruction or amalgamation, or has a receiver appointed, the secretariat shall be at liberty to terminate immediately the contract with the exhibitor, to cancel the allocation of exhibition space to the exhibitor and to forfeit all sums paid by the exhibitor. 7. Security and Insurance Neither the secretariat nor its contractors shall be responsible for the safety of any exhibit or other property of the exhibitor or of any person, or for the loss, damage or destruction by theft or fire or from any other cause to such exhibits or other property, or for loss, damage or injury sustained by any exhibits or any other persons. The exhibitor shall indemnify Imedex or its contractors to third persons, as a result of any act or omission of the exhibitor, his staff, agent or personnel hired on a temporary basis to staff the exhibition stand. As the secretariat and its contractors will accept no responsibility for any of the foregoing matters, the exhibitor should affect his own insurance against any risk of loss, damage, injury or liability. Evidence that such an insurance has been obtained should be sent to Imedex no later than 27 April 2018. 8. Stand Design The exhibitor is free to choose their own stand constructor. In case the exhibitor wants to erect his own stand construction or does not require a standard modular stand that may be provided by the secretariat’s contractor, the exhibitor is to arrange for detailed plans in duplicate of the stand to be sent to the secretariat no later than 27 April 2018. The secretariat holds the right to refuse, amend or otherwise handle any plans as deemed necessary. The maximum height for inline booths is 2.5m and the maximum building height for island booths is 10.00m in the exhibition hall on Level 0, Areas 2 & 3. Should exhibitors wish to hang items from the ceiling, they must submit a technical plan and a request for suspension points to the CCIB, who will the send a quote for the requested service. For maximum weight for each suspension point, please contact the CCIB. Companies with a stand located against a wall need to respect 4.00m between the stand and the wall, in order to enable access to show windows, electric cables running along the back of the stand and storage cupboards. The area between the stands and the walls of the exhibition hall should therefore remain completely free of boxes and other storage material before and during the event. The maximum weight authorised in the exhibition hall is 2000 kg per square meter.


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9. Stand Decoration Under no circumstances may the exhibitor increase the exhibition space beyond the space that has been allocated. The secretariat does not permit the total enclosure of the stand. The exhibitor or their contractor may not interfere with the exhibition building in any way whatsoever. Any damage caused by their acts of negligence will be the responsibility of the exhibitor, who will be required to indemnify the secretariat and its contractors against any claim arising from such damage. No flammable materials may be used. Equipment displayed or demonstrated must be installed according to the safety regulations issued by the CCIB. The fireproofing of the installations must be made by a qualified company issuing the certificate of an approved organization. 10. Advertising All printed matter or advertisements of any kind, including information on display or intended for distribution in the exhibition area or on the premises of the Congress center is strictly limited to the exhibitor's stand or the space hired by the exhibitor. Exhibiting companies are to comply with all national and international rules and regulations related to advertising and promotion of products and services as part of their stand. 11. Disposal of Waste It is the responsibility of the exhibitor to ensure that all debris and waste material, including boxes for packaging arising from his stand construction, are completely removed from the exhibition area prior to the opening of the exhibition. Failure to comply with this procedure shall render the exhibitor liable for the cost of clearance by the secretariat or its contractor. 12. Special Hazards Any exhibit that may be regarded as constituting a special risk or hazard must notify the secretariat as soon as possible and not later than 13 April 2018. The exhibitor must at his own expense comply with any conditions or safety precautions the secretariat, venue licensor or local authorities may impose. 13. Health and Safety at Work It is the responsibility of the exhibitor to ensure that their employees, exhibition staff and temporary staff comply with the latest legislation regarding health and safety at work. 14. Staffing and Stand Displays The exhibitor must ensure that their stand is ready at least 30 minutes before the official opening of the exhibition on each day of the Congress. Stands must be staffed during the hours of the exhibition. If you choose to leave your booth unattended during published exhibition times, know you are doing so at your own risk. Imedex and the CCIB will not be held responsible for damages or lost items. All Soft Goods and Exhibits are not to be removed until the general session has ended at 16:40 on Saturday, 23 June 2018. There will be NO early removal of soft goods allowed. Imedex, or its representatives, reserves the right to stop any exhibitor from packing or removing their items before 16:40 on Saturday, 23 June 2018. Any exhibitor closing his stand or removing soft goods or exhibits before the above time without permission of the secretariat will be liable for an early closing fee of up to 25% of the total exhibition space cost. 15. Storage If you require storage during the exhibition, please contact RESA. An additional charge will apply. 16. Dismantling The exhibitor must vacate their exhibition space by 24:00 on Saturday, 23 June 2018. Exhibitors failing to do so will be liable for additional rental costs and will be liable for a late fee of up to 25% of the total exhibition space cost. All exhibitors must be packed by 24:00 on Saturday, 23 June 2018. At this time all items will be removed from the exhibit hall by RESA. If you are not using RESA for your shipments all items must be removed

from the exhibit hall prior to 24:00 on Saturday, 23 June 2018. Items left after 24:00 on Saturday, 23 June 2018 will be moved by RESA and taken to their warehouse. Exhibitor will be responsible for any charges imposed by RESA for removing and storing their shipments if they fail to remove them by 24:00.


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SHIPPING INFORMATION RESA Expo Logistics is the official Shipping supplier of the ESMO 20th World Congress on Gastrointestinal Cancer. Please go to the official Congress website www.worldgicancer.com to download the official shipping manuals. Items shipped directly to the CCIB will be refused. The following are manuals regarding shipping procedures:

• 2018 ESMO WCGIC Official Shipping Manual

• 2018 ESMO WCGIC Bag Insert Shipping Instructions

• 2018 ESMO WCGIC Shipping Label

• 2018 ESMO WCGIC Shipping Services Order Form

• 2018 ESMO WCGIC Handling Tariff Please make sure you review ALL manuals to ensure that your materials arrive by the deadline listed in this manual and to avoid any issues in transport. RESA CONTACT DETAILS: Tanja Wilheim E-mail: [email protected] Tel.: +34 93 233 4110 Jorge Reina [email protected] Tel.: +34 93 233 4111 General Fax: + 34 93 2631894










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CCIB ACCESS PLANS

Map of Public Access page 21

Map of Lorry Access page 22

Map of CCIB Area page 23


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Documents

Exhibitor Manual · ESMO 20th World Congress on Gastrointestinal Cancer Imedex® LLC education is the best medicine 20-23 June 2018 Barcelona, Spain 2 TABLE OF CONTENTS