EXHIBITOR GUIDE

1 6 t h i t S M F A n n u a l C o n f e r e n c eCongress Centrum Neue Weimarhalle – Weimar

1 s t – 2 n d D e c e m b e r 2 0 1 6

#itsm2020 ● #JK2016 ● #itSMFJK

A JOURNEY TO CUSTOMER SATISFACTION

We will discuss in more than 40 presentations, keynotes and roundtable discussions as well as with our more than 30 exhibi-tors and over 400 attendees the future of IT service management. But above all, we will consider the satisfaction of IT customers in business and administration: Which steps you have to take to describe, arrange, measure, and improve the value of IT.

• Comprehensive interesting keynotes,• Two times two user forums,• A forum for ITSM tools• A forum for measuring the value contribution of IT,• A Birds of a Feather roundtable discussion.

We will look ahead to the future of the year 2020:• How will IT services look like?• How will it be used?• How will IT provider be?• Will we still need an IT department?• How to obtain and maintain satisfied customers?

Enterprise Service Management and IT Service for non-IT assets will also be subject of the congress.

Largest Trade Exhibition in German-Speaking Area

The “Neue Weimarhalle” has a very special, light-flooded architec-ture, is near to the train station, the old town, and has a beautiful park. All in one: a particular atmosphere.

Present your latest products and services in the field of ITSM our professional audience. As a sponsor you will receive free admission tickets that you can pass on to your customers.

On the following pages you will find all sponsorship opportunities, as exhibitor or only with your company logo. The annual conference provides a good platform to generate leads!

Un t i l 2016/05/31 w e h av e 10% d i s c o U n t

of f r e g U l a r p r i c e s .

Be i n g f a s t i s w o r t h w h i l e !

we l o o k f o r wa r d t o s e e i n g y o U!

ev e n m o r e s at i s f i e d it c U s t o m e r s - th i s i s o n ly p o s s i B l e w i t h itsm

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FACTS & FIGURES

Facts• More than 800 m2 exhibition space• 2 booth options: Complete or Basic• 5 logo sponsorship options (no Booth)• Over 30 exhibitors• Over 400 participants• More than 40 specialist lectures

Target Groups• CIOs, IT management,• Organization and project managers,• IT service managers and service responsible• IT specialists from business and public administration

Advertising• Company presentation under www.itsmf.de• Short company presentation / Link to your website /

Download materials / Logo advertising• Newsletter / mailing (5,300 recipients)• Advertisement in our member journal (circulation 2,000)• Advertisement in trade press and with our media partners•

Marketing Support• You will receive a press release for your marketing action• Web and e-mail banner• VIP invitations (based on the booth category)

IMPRESSION ANNUAL CONFERENCE 2016 – WEIMAR • WWW.ITSMF.DE/VERANSTALTUNGEN/KONGRESSARCHIV/KONGRESS2015/BILDERJK2015

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BOOTH COMPLETE

Configuration – CompleteExhibition space with basic configuration and standardized booth.

• Boards (Octanorm System) • Carpet• Lighting, booth cabling 230V incl. triple plug socket• Fascia board incl. labeling• Company presentation (Print & Web)• Display of information

By booking a complete gold booth,you are automatically main sponsor!

Gold (3 x 6 m) / Silver (2 x 5 m)• 1 information desk• 1 table incl. 4 chairs• 6 (Gold), 4 (Silver) attendee IDs incl. Gala Dinner• 4 (Gold), 2 (Silver) free VIP tickets for your customers• slot in user forum (gold in plenum)*

Additional Services for Gold Sponsors• Banner in plenum• Live product presentation in user forum• 1 discussion table in Birds of a Feather Sessions• Image brochure in conference folder

Bronze (2 x 3 m)• 1 bistro table, 2 bar stools• 2 attendee IDs incl. Gala Dinner• 1 free VIP ticket for your customers

* PRESENTATION SLOT

The awarding of the presentation slots will be closely coordinated with the program team.

A presentation slot can only be guaranteed by booking a sponsor package until 2016/07/31.

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BOOTH BASIC

Configuration – BasicExhibition space with basic configuration and standardized booth.Individual design of your exhibition space.

• Carpet• Lighting, booth cabling 230V incl. triple plug socket• Company presentation (Print & Web)• Display of information

Gold (3 x 6 m) / Silver (2 x 5 m)• 6 (Gold), 4 (Silver) attendee IDs incl. Gala Dinner• 4 (Gold), 2 (Silver) free VIP tickets for your customers• slot in user forum (gold in plenum)*

Additional Services for Gold Sponsors• Banner in plenum• Live product presentation in user forum• 1 discussion table in Birds of a Feather Sessions• Image brochure in conference folder

LOGO - NO BOOTH

Birds of a Feather• 3 attendee IDs incl. Gala Dinner• 2 free VIP tickets for your

customers• Banner in Plenum • 1 discussion table in Birds of a

Feather Sessions• Company presentation

(Print & Web)• Image brochure in

conference folder

Gala Dinner• 2 attendee IDs incl. Gala Dinner• 1 free VIP ticket for your

customers• Company presentation

(Print & Web)• Company name + Logo

on place card• Roll up display banner on stage

Event App• 1 attendee ID incl. Gala Dinner• 1 free VIP ticket for your

customers• Company presentation

(Print & Web)

• Extra page in App

Cocktail Bar / Music• 1 attendee ID incl. Gala Dinner• 1 free VIP ticket for your

customers• Company presentation

(Print & Web)• Company name + Logo

on drinks menu• Roll up display banner

beside the stage

Logo Only• 1 attendee ID incl. Gala Dinner• Company presentation

(Print & Web)

For a presence without a booth, we offer LOGO sponsorshipwith the following services:

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overview exhiBition packages

* See page 2 info box

Booth / configUrationgold

complete

gold

Basic

silver

complete

silver

Basic

Bronze

complete

Surface 3 x 6 m 3 x 6 m 2 x 5 m 2 x 5 m 2 x 3 mBoards (Octanorm System) ü - ü - ü

Carpet ü ü ü ü ü

Booth cabling ü ü ü ü ü

Lighting ü - ü - ü

Fascia board incl. labeling ü - ü - ü

Info counter ü - ü - -Table incl. 4 chairs ü - ü - -Bistro table - - - - 1Bar stool - - - - 2Additional ServicesAttendee ID incl. Gala Dinner 6 6 4 4 2Free VIP Tickets for your customers 4 4 2 2 1Lecture slot user forum / plenum * ü ü ü ü -Banner in Plenum ü ü - - -Live-Demo of your products in user forum ü ü - - -1 discussion table in BoF-Sessions ü ü - - -Logo advertising (Print & Web) ü ü ü ü ü

Image brochure Web (PDF) max. 4 MB max. 4 MB max. 4 MB max. 4 MB -Company presentation (Print & Web) 3000 char. 3000 char. 1500 char. 1500 char. 1500 char.Image brochure in conference folder ü ü - - -

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overview logo sponsorship

logo sponsorship / no BoothBirds of a feather

(Bof) gala dinner event appcocktail Bar /

mUsiclogo only

Attendee ID incl. Gala Dinner 3 2 1 1 1Free VIP Tickets for your customers 2 1 1 1 -Image brochure in conference folder ü - - - -Banner in Plenum ü - - - -1 discussion table in BoF-Sessions ü - - - -Logo advertising (Print & Web) ü ü ü ü ü

Additional sponsor page in App - - ü - -Name + Logo on place card OR drinks menu - ü - ü -Roll up display banner on / beside the stage - ü - ü -Image brochure Web (PDF) max. 2 MB - - - -Company presentation (Print & Web) 1500 char 1500 char 1500 char 1500 char 1500 char

price early Bird -10%Until 2016/05/31

memBer

as of 2016/06/01early Bird -10%

Until 2016/05/31non-memBer

as of 2016/06/01

Co-Exhibitor 250.00 € 300.00 €

Gold (complete) 10,206.00 € 11,340.00 € 12,757,50 € 14,175.00 €

Gold (basic) 9,450.00 € 10,500.00 € 11,812,50 € 13,125.00 €

Silver (complete) 5,140,80 € 5,712.00 € 6,426.00 € 7,140.00 €

Silver (basic) 3,780.00 € 4,200.00 € 4,725.00 € 5,250.00 €

Bronze (complete) 2,570,40 € 2,856.00 € 3,213.00 € 3,570.00 €

Sponsor BoF 3,628,80 € 4,032.00 € 4,536.00 € 5,040.00 €

Sponsor Gala Dinner 2,835.00 € 3,150.00 € 3,543,75 € 3,937,50 €

Sponsor Event App 1,900.00 € 2.000.00 € 2,400.00 € 2,500.00 €

Sponsor Cocktail Bar / Music 1,890.00 € 2,100.00 € 2,362,50 € 2,625.00 €

Logo Only 1,323.00 € 1,470.00 € 1,653,75 € 1,837,50 €

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All prices plus VAT.

6 #itsm2020 ● #JK2016 ● #itSMFJK

Booth Booking plan

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3 Booths

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3 x 6 m (18 m2)

17 Booths

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7#itsm2020 ● #JK2016 ● #itSMFJK

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16th itSMF ANNUAL CONFERENCE – GENERAL TERMS & CONDITIONSIf it is necessary for the orderly realization of the event in the interest of all exhibitors, the asso-ciation may – deviating from the confirmation specified above – assign the business partner a different place, change the size and dimen-sions of their booth and make other structural changes. If such changes are unacceptable for the business partner concerned, this business partner is entitled – before handover of the leased object, i.e. the booth – to a contractual right of withdrawal which must be exercised vis-à-vis the association within 1 week after notifica-tion of such change requests.

Admission of other companies in the leased booth is only possible with the associa-tion’s prior consent. An additional rent must be paid for each co-exhibitor (Mem-ber 250 € / Non-Member 300 € plus VAT). The debtor of the aforementioned co-ex-hibitor rent is always the main-exhibitor. The co-exhibitor is subject to the same condi-tions as the main-exhibitor.

Furthermore, the business partner is not enti-tled to hand-over the booth assigned to him to other companies or persons, neither in whole nor in part. Throughout the whole duration of the trade fair, the business partner is obliged to keep his booth occupied and to display his reg-istered exhibited articles.

8. withdrawal

Subject to possible legal rights of withdrawal, business partners is not entitled to rescind the contract before hand-over of the leased object, i.e. the booth.

If in such case the association agrees to the release of the business partner from the con-tract in a concrete exception, the association is entitled to a release compensation of at least 50% until 2 months before the begin-ning of the congress – and less than 2 months

before the beginning of the congress of 100% of the booth rent. If the event has to be can-celed, postponed or relocated, the business partner must register again. If the duration of the event is shortened to an insignificant extent, the booth rent cannot be reduced.

If for a reason – for which the association is responsible – the business partner is not able to dispose of the booth assigned, the business partner is entitled to a compensation of the booth rent paid. Possible claims to damages or compensation of the expenses of the busi-ness partner are regulated according to num-ber I 15 of the special part of the GT&Cs. Any additional claims of the business partner are excluded.

9. Booth category / Booth rent / Booth design

The booth categories (like bronze, silver, gold, platinum, etc.) as well as the amount of the booth rent per category will be determined in individual contracts. Within the scope of waste removal, each business partner or his booth builder is obliged to dispose of the material compounds. The maximum floor loading is 500 kg/m2.

10. eqUipment

Connection possibilities for telephone and electricity are available in the exhibition halls.

The respective connections may only be established by the organizing hotel or con-gress center at the cost of the business part-ner. The business partner will receive corre-sponding forms in due time.

11. Use of soUnd / pictUre / video devices („these devices“) and live mUsic

The business partner may only use these devices in a way that adjacent booths are in no way disturbed or impaired (max. 50 dB).

1. event

16th itSMF Annual Conference 2016

2. event location

congress centrum neue weimarhalleUNESCO Platz 1 – DE-99423 WeimarPhone: +49 (0) 3643 / 745 - 0Fax: +49 (0) 3643 / 745 - 333info@weimarhalle.dewww.weimarhalle.de

3. organizer

itSMF Deutschland e.V.– organized and executed by itSMS GmbH –Mainzer Landstraße 49 – DE-60329 Frankfurt/MainPhone: +49 (0) 700 / 02 02 2001Fax: +49 (0) 641 / 939 299 - 47

4. exhiBitor sUpport

Kongressmanagement Barbara ZieglerAhornstr. 5 – DE-65527 NiedernhausenPhone: +49 (0) 6127 / 999 34 - 25Fax: +49 (0) 321 / 211 352 - 98info@kongressmanagement.com

5. date of event, rental period, penalty

Date of EventThursday to Friday 2016/12/01-02

Opening times of exhibitionThursday 2016/12/01 8 a.m. – 6 p.m.Friday 2016/12/02 8 a.m. – 4 p.m

Set-upWednesday 2016/11/30 10 a.m. – 8 p.m.DismantlingFriday 2016/12/02 4 p.m. – 10 p.m.

The rental period of the booth begins on Wednesday 30/11/2016 at 10 a.m. and finishes on Friday 02/12/2016 at 10 p.m. In the interests of all participating exhibi-tors, every exhibitor engages himself not to

dismantle his booth before Friday 2016/12/02, at 4 p.m. The term of the lease for the booth is bindingly agreed upon in individual contracts per event. This also includes the specification of binding setting-up and dismantling times or time windows. With their application, the busi-ness partner confirms that they have taken note of this obligation.

In case of violation, the respective business partner will be obliged to pay an appropriate contractual penalty amounting to 500.00 € plus VAT. 6. scope of the exhiBition conditions,

approval of exhiBitors

All applications of the business partners and approvals of the association are exclusively made on the basis of the following exhibition conditions:

By submitting the application, the business part-ner accepts the exhibition conditions. The deci-sion regarding the approval of business part-ners as exhibitors, including the assignment of space, and as contributor is exclusively made by the association. The latter reserves the right to reject applications from companies for approval without justification.

The rejection is final and the participation is not enforceable. The business partner accepts the respective waiver in his application.

7. application, commitment period, change

The association may accept the business part-ner’s offer contained in the application within 4 weeks after receipt of the application at the association. Acceptance of the association is effected by the confirmation of the approval as exhibitor vis-à-vis the business partner. Reservations of the association within the scope of the application cannot be considered.

9

16th itSMF ANNUAL CONFERENCE – GENERAL TERMS & CONDITIONSNevertheless, the association shall be liable in the cases specified above if the association or his vicarious agents have acted in gross neg-ligence or intentional manner, as well as in all cases in which the association or his vicari-ous agents have culpably violated substantial contractual obligations (cardinal duties) and thus, the purpose of the contract as a whole is endangered.

In case of violation of cardinal duties the asso-ciation’s liability is limited – however in case of slight negligence – to the amount of the booth rent. If in the last case, exceptionally, the amount of the booth rent does not corre-spond to the typical foreseeable damage, the association’s liability will in any case be lim-ited to the amount of the typical foreseeable damage.

The exclusion of liability shall finally not apply to claims under the Product Liability Act or if a warranty has been given regarding the quality or durability of the delivery object. Further-more, the exclusion of liability shall not apply to damage resulting from injuries to life, body or health.

19. insUrance

It is highly recommended to the business part-ners to insure their exhibits and their legal lia-bility at their own expense.

The association does not assume any obliga-tion to exercise proper care of exhibits, stand fittings and objects which are the property of the business partner. There is no obligation for the association to conclude correspond-ing insurances for the benefit of the business partner.

20. activities oUtside the Booth

Activities of the business partners outside the rented booth area, e.g. visitor interviews, promotion activities, etc. are prohibited. The association may grant special approvals in writing.

21. official approval

The business partner is responsible for ensur-ing that the necessary permits have been obtained for his own activities on the stand and on the site, and those of staff acting on his behalf, and that all the relevant conditions of trade laws and police regulations are duly observed.

In order to help the business partner, the association refers to the organizational and technical guidelines in the exhibitor service folder. The association assumes no guarantee and no liability for the data and information delivered being correct, complete, and up-to-date in terms of content.

22. catering

During the events, the whole catering is exclu-sively reserved to the hotel or congress cen-ter. The business partner shall indemnify the association from all claims raised by the hotel or congress center resulting from the violation of this exclusive catering right by the business partner.

23. event organization

Events are organized on behalf of itSMF Deutschland e.V. by itSMS GmbH.

itSMS GmbH is a wholly-owned subsidiary of itSMF Deutschland e.V.

Frankfurt, April 2016

Any use requires the written permission of the association. In case of infringement at the business partner’s booth, the association is entitled to disconnect the power supply of this booth. Furthermore, the association reserves further legal steps in case of violation. No music acts (live music) are authorized at the trade fair.

12. forfeitUre claUse

Quantified claims of the business partners against the association that have been quan-tifiable within 2 weeks after completion of the event and have not been asserted against the association within this period are forfeited.

13. invoice and terms of payment

After approval, the business partner will receive an invoice that has to be paid entirely and without deductions, at the latest 30 days after the invoice date. Objections of any kind in respect of the invoice must be asserted against the association within 8 days after receipt of the invoice. The business partner is only entitled to move into the booth after complete payment of the invoice amount.

14. participants’ id cards

Depending on the event, the exhibitor pack-ages will contain a defined number of exhib-itor ID cards. The exact number is determined in the event-specific exhibition conditions and/or agreed upon in the contract with the exhibitor.

15. index of exhiBitors and sponsors

There is an obligation to register for all busi-ness partners. The business partners must provide the congress management with the related text according to the association’s specifications (design, number of characters, etc.) at the latest 8 weeks before the beginning of the event.

16. cleaning and sUrveillance

The association will care for the cleaning of the premises, the halls and hallways. The business partner is responsible for cleaning the booth that must be completed every day before the beginning of the event. If the business partner does not make use of his own personnel, only approved companies by the association are authorized to clean.

The association provides for the general mon-itoring of the premises and the halls, and shall not be liable for any loss or damage.

The business partners are responsible for supervising the booth. This also applies to the setting-up and dismantling periods before the beginning and after the end of the trade fair. Approvals of external security companies must be notified to the association.

17. advertisement and sales regUlation

Trade fair-related advertising measures of the business partners affecting, disturbing or restricting neighboring stands in the execu-tion of their business activities are inadmissi-ble. The association is entitled to prohibit the issue and exhibition of advertising material that could give rise to objections.

18. liaBility

Unless otherwise agreed upon in the general part of these GT&Cs, all claims of the busi-ness partner for compensation of damage of any nature, also claims for reimbursement of expenses as well as compensation for indirect damage are excluded.

This applies in particular to claims based on the breach of obligations resulting from the contractual relationship or from tort. The exclusion of liability also applies if the associ-ation has made use of vicarious agents.

1 6 t h i t S M F A n n u a l C o n f e r e n c eCongress Centrum Neue Weimarhalle – Weimar

1 s t – 2 n d D e c e m b e r 2 0 1 6

EXHIBITOR GUIDE