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BIRMINGHAM 2019
BIRMINGHAM 2019
47th Annual Meeting of the International Society for Pediatric NeurosurgeryOctober 20-24, 2019ICC Birmingham, UK
ispnmeeting.org/2019ISPNeurosurgery
Congress Secretariat: Kenes M+
Contact Person: Merve Tufekci, Project Manager
EXHIBITOR TECHNICAL MANUAL
2
BIRMINGHAM 2019CONTENTS
Introduction ......................................................................................................................................3
General Information ..................................................................................................................... 4
Exhibition Timeline ........................................................................................................................5
Exhibition Floorplan ..................................................................................................................... 6
Exhibitor Badges / Order for Booths .....................................................................................7
Exhibitor Badges Order Form ...................................................................................................8
Payment Form ................................................................................................................................ 9
Information for Loading Materials IN and Out ..................................................................10
Shipping Instructions ..............................................................................................................11-13
Materials Transfer Service Booking Form ...........................................................................14
The Venue / ICC Birmingham Instructions ....................................................................15-17
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BIRMINGHAM 2019INTRODUCTION
Dear Exhibitors of ISPN 2019,
This Exhibitors’ Technical Manual is designed to assist you in preparing for a successful event and contains important information for the smooth flow of the exhibition.
47th Annual Meeting of the International Society for Pediatric Neurosurgery will be held in Birmingham, UK on October 20-24, 2019.
The exhibition floorplan (page 6) has been designed to maximize the exhibitors’ exposure to the delegates.
Please forward this manual to everyone who is working on this project including your stand builder, considering the content that is related to their duties for this exhibition.
Please do not hesitate to contact us for further information or assistance.
We are looking forward to welcoming you in Birmingham and wish you a successful Meeting and Exhibition.
Kind regards, Organizing Secretariat Kenes M+
Contact Person Mr. Muzaffer KOMEKEmail: [email protected] Mobile: +90 530 689 5299
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BIRMINGHAM 2019GENERAL INFORMATION
DATE20-24 October 2019
VENUEICC BirminghamBroad St, Birmingham B1 2EA, UK http://www.theicc.co.uk
REGISTRATIONPlease refer to the ISPN 2019 website (https://www.ispnmeeting.org/2019/) for registration
ORGANIZING SECRETARIAT
Office: Kenes M+
Sponsorship & Exhibition Mr. Muzaffer KOMEKTel: +90 530 689 5299Email: [email protected]
Scientific Program Mrs. Mojca RODIC E-mail: [email protected]
Registration & AccommodationMs. Pinar COBANOGLU Tel: +90 533 686 9764 Email: [email protected]
General InquiriesMs. Merve TUFEKCITel: +90 530 976 7050 Email: [email protected]
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BIRMINGHAM 2019EXHIBITION TIMETABLE
Set up October 20, 2019, Sunday 06:00 – 15:00 / 15:00 – 16:00 Decoration only
Exhibition Hours October 20, 2019, Sunday 18:30 – 20:00 Welcome ReceptionOctober 21, 2019, Monday 08:00 - 18:30October 22, 2019, Tuesday 08:00 - 13:00October 23, 2019, Wednesday 08:00 - 18:00October 24, 2019, Thursday 08:00 - 13:00
Dismantling October 24, 2019, Thursday 13:00 – 17:00
Kindly note that; • All exhibitors should be at their booth 30 minutes before the official opening hours.• Scientific sessions start by on Monday, October 21. On October 22, October 23 and on
October 24. Scientific sessions at main hall starts at 08:00 every day. There will be early riser sessions at parallel hall on Tuesday & Wednesday
• The exhibit will be held in the Hall 3 (fourth floor).• Empty crates and packaging material must be removed/stored after set-up no later than 15:00 on Sunday, October 20.• All aisles must be clear of exhibits and packaging materials to allow for cleaning.• Any equipment display aid or other material left behind on Thursday, October 24, 2019
after 17:00 will be considered discarded and abandoned.• It is the exhibitors’ responsibility to dispose of all materials after dismantling. Any charges
incurred for waste removal will be reflected to the exhibitor.
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BIRMINGHAM 2019FLOORPLAN
*Floor plan is subject to change
Available Con�rmed
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BIRMINGHAM 2019
EXHIBITOR BADGES andORDERS FOR BOOTHS
EXHIBITOR BADGES All exhibiting personnel of the exhibitor companies are required to wear the exhibitor badges that will be provided by the Organizing Secretariat, Kenes M+.
The exhibitor badges will not be prepared only with the company name and may NOT be used interchangeably between company staff. Exhibitor badges are for the use of company personnel only and should NOT be used by companies to bring visitors into the Exhibition. Two (2) exhibitor badges will be given without an extra charge for 6 sqm area. Any additional exhibitor badges can be required at an additional charge of 350 GBP per badge.
All exhibitors (including the ones not requiring any additional badges) are required to fill in the Exhibitor Badges Order Form on page #8 and return to the Conference Organizing Secretariat, Kenes M+ no later than September 30, 2019.
ORDERS FOR BOOTHS Should you have other requirements, such as tables, chairs, specific electricity, audio/visual equipment, booth cleaning, food & beverages, etc., you are kindly required to get in contact with the Meeting Organizing Secretariat, Kenes M+ through the below given contact details: Meeting Organizing Secretariat, Kenes M+Mr. Muzaffer KOMEKEmail : [email protected] : +90 530 689 5299
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BIRMINGHAM 2019
EXHIBITOR BADGES ORDER FORM
Please return this form to the Meeting Organizing Secretariat, after filling in the related sections below.
Meeting Organizing Secretariat, Kenes M+ Mr. Muzaffer KOMEK E-mail: [email protected]
Company ...................................................................................................................................................................
Booth Nr ...................................................................................................................................................................
Contact Person .......................................................................................................................................................
E-mail .........................................................................................................................................................................
Phone (Mobile) ......................................................................................................................................................
COMPLIMENTARY EXHIBITOR BADGES INCLUDED IN THE BOOTH RENTAL FEE(2 free exhibitor badges for every 6 sqm booth area)
Name & Last Names for the Complimentary Exhibitor Badges (Required from all exhibitors)
1 ..................................................................................................................................................................................
2 ..................................................................................................................................................................................
3 ..................................................................................................................................................................................
ADDITIONAL EXHIBITOR BADGES (Not included in the booth rental fee)
Exhibitors who require additional badges with an additional charge of 350 GBP are required to fill in this part. The exhibitor badges include; Access to lunch, coffee breaks and Welcome Reception.
Name & Last Names for the Additional Exhibitor Badges
1 ..................................................................................................................................................................................
2 ..................................................................................................................................................................................
3 ..................................................................................................................................................................................
Item Price per badge # of Badges Total Amount for Additional Exhibitor Badges
Additional 350 GBP x = -GBP x = -GBPExhibitor
Order deadline: 30 September 2019 Total Amount for Additional Exhibitor Badges
I hereby confirm the above orders and the total amount calculated.
Date / Signature / Stamp / -GBP
Please proceed to the payment form on the 9 page of this technical manual for the payment of additional exhibitor badges if you have ordered any. The payment form must be sent together with this form, if you order Additional Exhibitor Badge(s) with a price of 350 GBP per badge.(If you do NOT order additional exhibitor badges and filled in the form ONLY with the names of the complimentary exhibitor badges included in the stand rental fee, then you are not required to send the payment form)
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BIRMINGHAM 2019PAYMENT FORM
Please return this form to the Conference Organizing Secretariat together with your Order Form, after filling in the related sections below.
Conference Organizing Secretariat, Kenes M+ Mr. Muzaffer KOMEK E-mail: [email protected]
Company ...................................................................................................................................................................
Booth Nr ...................................................................................................................................................................
Contact Person .......................................................................................................................................................
E-mail .........................................................................................................................................................................
Phone (Mobile) ......................................................................................................................................................
InvoiceAddress&Details .......................................................................................................................................
Total Amount from Exhibitor Badges Order Form ......................................................... .- GBP
AMEX Commission Fee (%3) ......................................................... .- GBP
Total Amount for Additional Requirements .......................................................... .-GBP GRAND TOTAL ......................................................... .-GBP
I hereby authorize Kenes Group (Kenes M+) and/or their partner service providers for ISPN 2019 to charge the above indicated Grand Total from my credit card.
CVC 2 Code For Visa or MasterCard; the last three digits of the number located on the back side of the card. For AMEX; the four-digit number located at the front side, just above the card number.
Date / Signature / Stamp / Grand Total
……………………………….-GBP
PAYMENT METHODS
Beneficiary : ISPN 2019 CongressBank Name : Credit Suisse Branch : GenèveSwift Code : CRESCHZZ80AIBAN No (GBP) : CH36 0483 5150 0934 9210 7 Account number : 0251-1500934-92-107Address : Rue de la Monnaie 1-3 | 1204 Genève | Switzerland
Credit Card No
Expiry Date Month Year
CVC2 Code
Bank Transfer Credit Card Visa Mastercard AMEX
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BIRMINGHAM 2019
INFORMATION FORLOADING MATERIALSIN AND OUT
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BIRMINGHAM 2019
SHIPPINGINSTRUCTIONS
ISPN CONFERENCE 2019 – BIRMINGHAM 20/10 - 24/10/2019
1. INTRODUCTION
Dear Exhibitor,
We are the official forwarder for ISPN 2019 Birmingham and we offer you our logistic services for this event. We will organize a groupage transport to the show, including all on site handling and customs related services. We can collect your material at your premises and deliver onto your booth on the requested date and time or you can deliver to our advanced warehouse. NO direct shipments to the venue allowed.
All further correspondence, pre-advice or quotation requests can be done directly with below person in charge of this show:
Ben Lanyon
Warwick Event Services
25 Marsh Road, Lords Meadow Ind Est
Crediton, Devon EX17 1EU
United Kingdom
Mobile: +44 07597 398 682
Email: [email protected]
Warwick Event Services
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BIRMINGHAM 2019
SHIPPINGINSTRUCTIONS
2. IMPORTANT DATES AND ADRESSES
Announcing your shipment: latest 30 September 2019
Arrival at our advanced warehouse: between 30 September – 4 October 2019
We can quote to organise a pick-up at your premises, should this be required a quote must
be requested no later than 20th September. If you deliver the shipment our advanced
warehouse, please find below the delivery details:
ROADFREIGHT OR COURIER SHIPMENTS TO ADVANCED WAREHOUSE:
Consignee on CMR : Warwick Event Services / 25 Marsh Road, Lords Meadow Ind Est
Crediton, Devon EX17 1EU / United Kingdom
Contact person: Ben Lanyon
Notify party on CMR : CP Shipping LTD, Unit 19, Norman Court, Budlake Rd,
Exeter EX2 8PY
Name of Exhibitor & Stand nr:......................
AIRFREIGHT SHIPMENTS TO UK AIRPORT:
Consignee on MAWB : Warwick Event Services / 25 Marsh Road, Lords Meadow Ind Est
Crediton, Devon EX17 1EU / United Kingdom
Contact person: Ben Lanyon
Notify party on MAWB: CP Shipping LTD, Unit 19, Norman Court, Budlake Rd,
Exeter EX2 8PY
ISPN 2019 Birmingham
Name of Exhibitor & Stand nr:......................
DO not ship without our confirmation and acceptance of all necessary documents !
Warwick Event Services
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BIRMINGHAM 2019
SHIPPINGINSTRUCTIONS
3.ORDERFORMYou will find an order form at Page 14. By completing our order form attached and resend it by email or fax, we can organize all related services.
4.EXPORT INVOICE*Original export invoice / packing list (2 sets)
Export invoice and packing list have to be established onto your companies’ letterhead. Attached you will find an example of both temporary and final export invoices, that you can use. Please take care that you use blue ink for signature and company stamp. Pay attention that those goods that will return after the show, are completed onto the temporary import invoice and the consumed or distributed goods are completed onto the final import invoice. Besides that, temporary cargo must be packed separately from the final cargo, don’t pack them together in 1 box.
All documents must be sent in advance to us for checking the contents, this must be done latest by September 30, 2019.
5. MARKING THE CRATESIt is of utmost importance that you identify your cargo. That is why we kindly ask you to stick our attached label on each of your boxes. That way, we know exactly how many pieces you need on what location.
6. EMPTY STORAGE
7.INSURANCE AND GENERAL CONDITIONSAll insurance related services must be organised by the exhibitor themselves. All our transactions are subject to the relevant general Freight Forwarding Standard Trading Conditions.
8.PAYMENT CONDITIONSOur invoices are payable in advance. Goods will only be released to the stand when invoices have been paid up. Claims regarding our invoice must be directed to us within 7 days after the invoice date in a written manner.
Warwick Event Services
14
NAME
COMPANY
ADDRESS
TEL.
STAND No.
VENUE
BOOKING & REMITTANCE DEADLINE All orders received after the deadline will incur a late booking surcharge of 25% Warwick Event Services Ltd cannot accept any responsibility for equipment left unattended on stands at any time during build up or breakdown period of an exhibition.
Orders must be placed by 27th September 2019 Items must be delivered to our warehouse by 4th October 2019
Sub Total £
Transaction Fee £
VAT @ 20% £
GRAND TOTAL
Please indicate below any special services or equipment you may need from the official delivery and lifting contractor. Oversize – We will have item(s) over 2000kg in weight Weight (kg) Oversize – We will have item(s) over 300cm in length, width or height Dims (cm) Please forward completed form to [email protected] and a payment link will be issued for remittance.
Pieces/weight & volume
Date & Time (Del or Col) TOTAL
Transport from Warwick Holding Warehouse to Exhibition venue & delivery to stand @ £149.95+Vat up to and including 2cbm or 1000kg or whichever is greater. (1x Standard Pallet)
Collection from your stand and transport from Exhibition venue to Warwick Holding Warehouse ready for courier collection @ £149.95+VAT up to and including 2cbm or 1000kg or whichever is greater. (1x Standard Pallet)
Transport from Warwick Holding Warehouse to Exhibition venue & delivery to stand @ £49.95+Vat Per Storage Box (Max Dims 600mm x 600mm x 600mm
Collection from your stand and transport from Exhibition venue to Warwick Holding Warehouse ready for courier collection @ £49.95+Vat Per Storage Box (Max Dims 600mm x 600mm x 600mm
Warwick Event Services – 25 Marsh Road, Lords Meadow Ind Est, Crediton, Devon, EX17 1EU
E: [email protected] T:07764 350163 W: www.wce.co.uk
MATERIALS TRANSFER SERVICE BOOKING FORM
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BIRMINGHAM 2019
Access Access to Hall 3 is via Bay A; access to Hall 4 is via a lift from Bay B. The entrances to both loading bays are on Cambridge Street. Please note that traffic wardens operate along Cambridge Street.
Damage and Loss Neither the organizers, nor the ICC, accept any responsibility for damage or loss of any properties introduced by the exhibitors or their agents/contractors. Exhibitors are especially warned that the exhibits are the sole responsibility of the exhibitors to whom they belong. Exhibitors should affect their own insurance against all risks. The strongest possible precautions against theft should be taken at all times.
Demonstrations Exhibitors intending to use televisions or any other potentially loud appliances for stand demonstrations or who wish to hold live demonstrations must contact the organizers for approval at least one month prior to the show to gain written permission.
Dilapidation You are reminded that you will be charged for making good any damage to the hall or stand area, including the floor, caused by your staff or contractors. All tape used to secure carpets must be removed at the end of the exhibition. Under no circumstances can stand construction, graphics, displays, etc. be attached to the fabric of the building.
Evacuation Procedures In the event of an emergency evacuation please follow the instructions of ICC Hosts and Fire Marshals (identified by high visibility jackets). You will be directed to the assembly point in Civic Centre Estate. If it becomes necessary to evacuate the building, the following message will be broadcast: “Ladies and Gentlemen, may I have your attention please. We must ask you to leave the building by the nearest exit as quickly as possible. Do not use the lifts and do not stop to collect personal belongings.”
Fabrics Please ensure that all fabrics used on stands have the relevant fire proofing solutions. It is a requirement that all drapes brought into the venue conform to BS 5867 Specification for Fabrics for Curtains and Drapes.
Fire Precautions Fire extinguishers are located at convenient points around the Hall. All materials used for the interiors of stands must be thoroughly fireproofed or be non-combustible to the satisfaction of the local authority. Failure to do so may result in the removal of all offending fittings. Any person discovering a fire should immediately notify a member of ICC staff or operate a break glass unit.
Gangways The gangways used in this venue are the minimum permissible by law and have been subject to approval by the Local Authority. Under no circumstances will exhibits, stand dressing, tables and chairs, etc. be allowed to encroach into the gangways. All exhibits must be kept inside your space at all times.
THE VENUE / ICC BIRMINGHAMINSTRUCTIONS
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BIRMINGHAM 2019
Height Limit A height limit of 4 metres must not be exceeded at the ICC. This limit includes the overall height of the stand-fitting, any branding and all raised platforms as measured from the hall floor. Stands wishing to exceed this height or to erect a double decker stand must supply the ICC with full drawings and structural calculations by a minimum of one month prior to the event, for approval by Birmingham City Council. Stands over 4m coming onto site without approval will not be permitted to be built. The minimum height for dividing walls is 2.5m. The height from floor to ceiling under the gallery of Hall 3 is 3.4m.
Internet The delegate wifi is only available for personal use (mails, texting, application) and not for streaming or presentation purposes. For any presentation purpose internet requirement, please get in touch with organizing secretariat and order your exclusive internet.
Noise The use of microphones, videos or music is permitted, but the volume must not be such as to cause any annoyance to other exhibitors. The organisers reserve the right to prohibit their use if, in the organisers’ opinion, any annoyance is being caused and remove the offending equipment and/or exhibitor from the Hall.
Parking & How to get here There are numerous local car parks within a 5 minute walk including the Arena Birmingham, formerly the NIA and Brindleyplace car parks which are both next door to the venue. Links below Arena Birmingham- http://www.arenabham.co.uk/venue-info/daily-parking Q- Park Brindley place – http://www.q-park.co.uk/parking/birmingham/q-park-brindleyplace Paradise Circus Car park - https://www.birmingham.gov.uk/directory_record/6680/paradise_circus_multi-storey_car_park The link below will give directions on how to get here with the latest travel updates http://www.theicc.co.uk/find-us/ Disabled access parking spaces can be pre-booked by calling +44 (0)121 644 7178 with the blue badge details.
Power Power requirements should be confirmed to the exhibition organiser prior to the event. Additional power will not be available once the exhibition has been built. Any requirements for 24-hour power should be made clear to the event organiser.
Security The organisers will provide general security within the exhibition halls. However, the individual security of the stands and exhibits lies within the responsibility of each exhibitor. Valuables should be locked away overnight and additional care should be taken during exhibition build and breakdown. During the pull-out period extra care must be taken, as this is a vulnerable time. In the unlikely event of a theft, please report to the organisers’ office immediately.
Security Advice Exhibitors are warned not to leave valuables unattended on their stands whether during the build-up, open or breakdown periods. Special care should be taken of mobile phones as these can be easily misplaced or stolen. Do not leave your stand unattended at any time. No exhibits may be removed from the hall during build-up or the open days of the show without obtaining a pass out authorisation from the organisers’ office. Passes should be worn at all times by both exhibitors and contractors.
THE VENUE / ICC BIRMINGHAMINSTRUCTIONS
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BIRMINGHAM 2019
Smoking / E-cigs If exhibitors or contractors wish to smoke they may do so outside of the venue in the designated smoking areas. Using e-cigs or vaping is not permitted inside the venue.
Specific Items of Risk For all relevant documentation and guidelines about specific items of risk please visit: http://www.thenec.co.uk/exhibitors/exhibitor-guide/health-safety-fire/
Trolleys Exhibitors are reminded to bring trolleys for use during the build-up and breakdown of the exhibition, as there are limited numbers available on site (on a first come, first served basis).
Waste and Recycling The ICC has facilities for the recycling of paper only. Exhibitors must ensure that all other waste material is removed otherwise a charge will be incurred.
THE VENUE / ICC BIRMINGHAMINSTRUCTIONS
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BIRMINGHAM 2019
ispnmeeting.org/2019ISPNeurosurgery
