Exhibitors' Technical Manual - Kenes

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Exhibitors' Technical Manual - Kenes

EXHIBITORS’ TECHNICAL MANUAL


Dear Exhibitor:

This Exhibitor Services Manual contains important information and is designed to assist you

in preparing for the EFIC 2013 Exhibition.

The Exhibition will be held in conjunction with the 8th Congress of the European Federation of IASP®

Chapters (EFIC®), Florence, Italy, October 9-12, 2013.

Please read all of the information in this manual. It will take you very little time now and

could save you a great deal of time later.

Please forward this manual to everyone who is working on this project, including your stand

builder, as it contains useful information about the Congress.

For your convenience, the manual has been divided into sections:

Section 1:

Section 2:

Section 3:

Section 4:

Section 5:

Section 6:

Section 7:

General Information

Exhibition Floor Plan, List of Exhibitors

Exhibition Services

Official Contractors

Technical Information

Delivery Regulations and Instructions

Order Forms

Please do not hesitate to contact us for further information or assistance.

We look forward to welcoming you in Florence and wish you a successful Congress and

Exhibition.

Best Regards,

Elianne Baran Ganot

Exhibition Manager

Tel: +41 22 9080488 Ext 921

Fax: +41 22 9069140

Email: eganach@kenes.com

Website: www.kenes.com

1


Table of Contents

Section 1: General Information

• Congress Secretariat 3

• Congress Dates 3

Technical Manager 3

• Exhibition Manager 3

• Registration & Hotel Accommodation 3

• Sponsorship and Exhibition Sales Contact 3

• Venue Address 3

• Website 3

• Exhibition Related Table 4

• Exhibition Timetable At-a-Glance 5

• Welcome Reception 5

• Off Exhibition Information 5

• Smoking 5

Section 2: Exhibition Floor Plan, List of Exhibitors

• Exhibition Floor Plan 6

• List of Exhibitors 7

Section 3: Exhibition Services

• Exhibitor Badges 8

• Service Passes 8

• On Site Exhibition Manager’s Desk 8

• Lead Retrieval Wireless Barcode Reader 9

Section 4: Official Contractors

• Furniture, Flowers and Plants, Hostesses, Security, Stand Cleaning, Waste Removal, Telephone, Fax, Carpets, AV, 10

Computers,

• Freight Handling & Customs Clearance 10

• Stand Catering 10

Section 5: Technical information

• Stand Design 11

• Shell Schemes 11

• Build-up Height 12

• Carpeting 12

• Ceilieng hangings 12

• Compulsory Insurance 12

• Electricity and Electrical Installations 13

• Exhibition Area 13

• Floor 12

• Furniture, Flowers and Plants, Hostesses, Security, Stand Cleaning, , Telephone, Fax 13

• Internet 13

• Security 14

• Stand Catering 14

• Stand Cleaning 14

• Waste Removal 15

• Rules & Regulations

Section 6: Delivery Regulations & Instructions 16

Section 7: Order Forms & Exhibitors’ Guide 17

Section 8: Technical Safety Regulations and Declaration Forms

2


Section 1: GENERAL INFORMATION

Congress Secretariat

EFIC® 2013 Congress Secretariat

Kenes International

1-3 rue de Chantepoulet, PO BOX 1726

CH-1211 Geneva, Switzerland

Tel: +41 22 908 0488

Fax: +41 22 906 9140

E-mail: efic2013@kenes.com

Website: www.kenes.com/efic

Congress Dates

Wednesday, October 9 - Saturday, October 12, 2013.

Exhibition Manager

Ms. Elianne Baran Ganot

Tel: +41 22 908 0488 ext. 921

Fax: +41 22 732 2850

E-mail: eganach@kenes.com

Technical Manager

Mrs. Benny Tal

Tel: +41 22 908 0488 ext. 565

Fax: +41 22 732 2850

E-mail: mlelcuk@kenes.com

Registration & Hotel Accommodation

EFIC® 2013 Congress Secretariat

Kenes International

1-3 rue de Chantepoulet, PO BOX 1726

CH-1211 Geneva, Switzerland

Tel: +41 22 908 0488 ext. 513

Fax: +41 22 732 2850

E-mail:

Sponsorship and Exhibition Sales Contact

Ms. Maya Yatsiv

Tel: +41 22 908 0488 ext. 947

Fax: +41 22 732 2850

E-mail: myatsiv@kenes.com

Venue Address

Firenze Fiera S.p.A.

Congress & Exhibition Center

Fortezza da Basso

Viale Filippo Strozzi 1 - 50129 Firenze

Italy

Website

For updated information regarding the Congress, please visit the website: www.kenes.com/efic

3


Submission of Exhibition Forms

Hotel Reservation for Staff

Deadlines

As soon as possible

Tick Box

Upon Completion

Designed Stand Approval Friday, August 30, 2013

Text for Fascia (Shell Scheme booths only) Friday, August 30, 2013

Badge Order Friday, August 30, 2013

Lead Retrieval Wireless Barcode Reader Friday, August 30, 2013

Furniture Rental

Friday, August 30, 2013

Orders placed after the deadline will

be subject to a surcharge.

Stand Cleaning, Flowers and Plants,

Telecommunications, Electricity & Electrical

application

Payment of Invoice Balance

Cargo Information

Door to door shipments ready for pick up

Friday, August 30, 2013

Orders placed after the deadline will

be subject to surcharge.

Must be received in full before

Exhibition opens

Monday, September 23, 2013

Airfreight shipments – arrival to Frankfurt Airport Tuesday, September 24, 2013

Shipment via warehouse Wednesday, October 2, 2013

Exhibition goods - Direct deliveries to Congress

venue

From Monday, October 7, 2013

4


Exhibition Time Table At-A-Glance (subject to change)

Set-up-only for stands

50 sq. meters or larger

Monday, October 7, 2013 10:00-22:00

Set-up- for all Stands Tuesday, October 8, 2013 08:00-22:00

Set-up- for all Stands

Decoration Only

Wednesday, October 9, 2013

Decoration only

08:00-13:00

13:00- 17:00

Exhibition Opening Hours

Wednesday, October 9, 2013

18:00- End of

Welcome

Reception

Thursday, October 10, 2013 09:30-16:30

Friday, October 11, 2013 09:30-16:30

Saturday, October 12, 2013 09:30-13:30

Dismantling / Breakdown Saturday, October 12, 2013 13:30-23:00

*The hours are subject to changes

Please note that all exhibitors should be in their booth 30 minutes before the official opening hour.

**Dismantling of the stands before the official hour is not permitted.

● Empty crates and packaging materials must be removed after set-up and no later than

Wednesday, October 9, 2013 at 12:00.

● All aisles must be clear of exhibits and packaging materials to enable cleaning.

● Dismantling of the stands before the official closing of the exhibition is not permitted.

● Any equipment, display aid or other material left behind after Saturday, October 12, 2013, at

23:00 will be considered discarded and abandoned.

Opening Ceremony & Welcome Reception

On Wednesday, October 9, 2013 you are cordially invited to the Opening Ceremony held in Plenary

Hall at 17:45 followed by a Networking Reception held in the Exhibition area.

Exhibitors are asked to please man their stands during the Networking Reception.

Off Exhibition Information

Please note that participants will be walking through the Exhibition area to reach the congress

activities which will be active before and after the Exhibition Opening Hours.

Therefore, you may either man your booth during those times or consider hiring extra security

for your valuables.

Please note that the

Registration area

Smoking

8th Congress of the European Federation of IASP® Chapters (EFIC®) is a non-smoking Congress.

5


Section 2: EXHIBITION FLOOR PLAN, LIST OF EXHIBITORS

Exhibition Floor Plan (As of June 2013)

This floor plan is subject to changes

6


List of Exhibitors (as of August, 2013)

Company Booth # Size Layout

Algo-md 43 9 shell

Algotect 18 9 shell

Analgesia Partnership 26 18 shell

Astellas Pharma Europe Ltd 35 24 space

Boston Scientific 37 21 space

Cosman Medical 11 9 shell

EFIC 51 48 space

EHF European Headach Federation 13 6 shell

Equip Medikey 36 9 shell

Grunenthal 23 + 24 88 space

Hospira 25 18 space

IASP 15 9 shell

IBSA Institut Biochimique SA 53 40 space

ISAL 9 9 shell

Kimberly-Clark Health Care 42 12 shell

Klonk 38 12 space

Lifting The Burden 10 9 shell

Linde Healthcare 4 15 space

Medispar 12 9 shell

Medoc Ltd. 44 9 shell

Medtronic 45 56 space

MSD 21 35 space

Mundipharma 22 120 space

Nervomatrix Ltd. 05 15 space

NeuroTherm 16 9 space

Pfizer Ltd. 54+54a 90 space

Royal Philips 34 21 shell

Spectra Medical Devices 19 18 space

STX-Med 21a 25 space

Teva 50 54 space

Time Research Limited 15 9 space

WIP 17 9 shell

Wisepress TBC 6 space

7


Section 3: EXHIBITION SERVICES

Exhibitor Badges

All exhibitors are required to be registered and will receive a badge displaying the exhibiting

company name. Two exhibitor badges will be given for the first 9 sqm booked and 1 additional

badge for each 9 sqm thereafter. Any additional exhibitors will be charged an exhibitor registration

fee of €95 (incl. VAT).

The exhibitor badges give free access to the Exhibition area and coffee breaks.

In order to reserve additional badges, please find at the end of this manual an exhibitor

registration form.

Please fax/e-mail this form to the attention of Ms. Elianne Baran Ganot at: +41 22 732 2850

or eganach@kenes.com by Friday, August 30, 2013

Individual participant names will not appear on badges in order that they may be used

interchangeably between staff members.

All personnel are required to wear badges to access the Venue. Company representatives not

wearing their badges will not be allowed to access the Exhibition.

Company name badges are for the use of company personnel for stand manning purposes and

should not be used by companies to bring visitors to the Exhibition.

Exhibitor badges will not be mailed in advance and may be collected from the onsite Exhibition

Manager’s Desk.

Service Passes

Stand contractors and staff must wear service passes during the entire set-up and dismantling

period. Service Passes are free of charge and may be collected from the Exhibition Manager’s Desk

on site.

On Site Exhibition Manager’s Desk

The Exhibition Manager’s Desk will be open throughout the Exhibition set-up, opening and

dismantling period. The desk will be located within the Exhibition area.

Prior to this time, if you have any queries regarding your participation at EFIC 2013,

please feel free to contact: Ms. Elianne Baran Ganot at: eganach@kenes.com

8


Lead Retrieval Wireless Barcode Reader

Lead Retrieval Wireless Barcode Readers are a helpful tool for receiving contact information about

participants who visit your booth or attend your symposium. For further information about barcode

readers, please visit the following link:

http://www2.kenes.com/Manuals/Documents/How_to_Use_the_New_Kenes_Barcode_Scanner.pdf

Barcode readers may be rented in advance at the rate of €350 per system for the duration of the

Congress.

In order to reserve your Lead Retrieval Wireless Barcode Reader, please find at the end of this manual a

credit card order form.

Please return the order form by Monday, April 22, 2013, directly to Ms. Elianne Baran Ganot at:

eganach@kenes.com or fax this form to the attention of: Ms. Elianne Baran Ganot at: +41 22 732 2850

• The system may be picked up on site at the Exhibition Management Desk on:

Tuesday, October 8, 2013from 12:00.

• The lead retrieval system needs to be returned to the Exhibition Management Desk on:

Saturday, October 12, 2013by 12:30.

Please Note:

Barcodes on participant badges contain contact information as supplied by the registrant or the agency

responsible for the registration process of that participant. We regret that in some cases, as when group

registration is completed by a company, we may not be in possession of the full contact details.

In addition, please note that neither Kenes International nor the Organizing Committee is responsible for

the content of the information.

9


Section 4: OFFICIAL CONTRACTORS

Furniture, Flowers and Plants, Hostesses, Security, Stand Cleaning, Waste Removal, Telephone, Fax,

Internet, Carpets, AV, Computers, Photography Services

Ms. Elianne Baran Ganot

Tel: +41 22 908 0488 ext. 921

Fax: +41 22 732 2850

E-mail: eganach@kenes.com

Deadline for sending forms: must receive order forms by:

Friday, August 30, 2013

FLOWERS & PLANTS

Aglietti Floricoltura

Contact: Ms. Alessandra Novelli

E-mail: aglietti@agliettifloricoltura.it

serena@agliettifloricoltura.it

alessandranovelli@gmail.com

Freight Handling & Customs Clearance Agent

Hermes/Merkur

Ms. Zehavit Akerman

Tel: +49 69 747 848

Tel: +972 8 914 6382

Mobile: +972 52 511 4982

E-mail: zehavitak@hermes-exhibitions.com

Website: hermes-exhibitions.com

Stand Catering

Catering is exclusive to the venue. Please note that “corking” fees apply to any food or drinks

brought into the venue.

Contact: Ms. Elisabetta Andrei

Gerist s.r.l. Ufficio commerciale: Via G. Fabroni

74 50134 Firenze

Telephone: +390554633692

Fax: +390554633708

E-mail: e.andrei@gerist.it

10


Section 5: TECHNICAL INFORMATION

Stands Design

Exhibitors who build their own stands are required to submit a scale drawing of their booth,

including elevation view and dimensions, to Ms Elianne Baran Ganot by Friday, August 30, 2013

Please send it via e-mail to: eganach@kenes.com

All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining booths, or

damaging the premises. Exhibitors are kindly requested to allow sufficient see-through areas

that ensure clear views of surrounding exhibits.

The Organizers will not approve stands that do not comply with the accepted standards until the

necessary changes have been made.

Work cannot commence until the exhibitor layout is approved by the Organizers.

Multi-level structures are not permitted.

Please note that if your booth has a platform higher than 4.5 cm, you are required to provide a ramp for

handicapped access.

Each exhibiting company should let us know the name and details of their construction company.

Please send this via e-mail to Ms. Elianne Baran Ganot by Friday, August 30, 2013 at:

eganach@kenes.com

Shell Schemes that have been pre-booked from Kenes include:

• Gray laminated partition walls mt , 2,5h.

• Carpet

• Electric socket

• Basic lighting-2 spotlights 300 watts

• 1x multi-plug electrical connection 1,5 kw

• 1x wastebasket

• 3x chairs (gray metal)

• 1x gray table (120x80x75h)

• Fascia panel

Please note:

• Corner stands are provided with two open sides

• Cleaning is not included with your shell scheme

For illustrative Purposes only

*7 digits, including spaces, may be written on your fascia for every one meter of fascia length. Please

send your fascia order form, found at the end of this manual, to Ms. Elianne Baran Ganot at:

eganach@kenes.com, by Friday, August 30, 2013

If text for your fascia is not received by this date, we will provide you with a fascia title as per your

application form.

If you require additional furniture or services for your stand, please refer to the order forms at the end of

the manual.

11


Build-Up Height

As agreed upon at the industry meeting in Florence, the maximum building height is 3 meters.

Exhibitors who will have stands higher than the maximum permitted height will not be allowed to

set up their stands.

The ceiling height is 3.3 meters.

Please note that if your platform height is higher than 4.5 cm, you are required to provide a

ramp for handicapped access

In shell scheme booths, the maximum height is 2.5 meter.

Any part facing neighboring stands that is above 2.50 m in height needs to be designed with neutral

Surfaces (white).

Exhibitors who will have stands higher than the maximum permitted height will not be allowed to set-up

their stands.

Carpeting

Since the floors are grey linoleum, we suggest that you lay carpeting or provide a different floor

covering for your space only booth.

Ceiling Hangings

Ceiling hangings are permitted in limited locations. However, please be aware that the total

Ceiling height is 3.3 meters.

The existing ceiling supports can hold a maximum of 10 kg per linear meter (for banners,

spotlights) etc.

If you need to hang heavier items, there may be a possibility as there are metal rails over the

ceiling. However, these metal rails are not located above every booth. Therefore, if you would

like to hang from the ceiling items heavier than noted above, please mark the floor plan noting

your exact location request and we will tell you if it is possible.

Please contact:

Ulivi Marco

Area Produzione

Firenze Fiera S.p.A.

Congress & Exhibition Center

Tel: +39 055 4972.222

Fax: +39 055 4972.269

e-mail: ulivi@firenzefiera.it

website: www.firenzefiera.it

Compulsory Insurance

Every exhibitor is required by the venue to purchase insurance. The 2013 cost of the insurance

policy for each exhibitor is €90.

Please find the order form at the end of this manual. Please return this form to:

eganach@kenes.com

\

12


Electricity and Electrical Installations

According to the regulations, the electrical installations for the exhibition will only be connected to the

power supply after being checked and approved by the official contractor. To ensure maximum safety, all

electrical connections to the power supply can only be carried out by the official contractor (please see

enclosed order form). The daily power supply to booths will be switched on one hour before the

exhibition opening and will be switched off one hour after closing time.

3 phase connections are made through a socket on the ceiling.

Single phase connections are made through a socket on the floor.

Please note the following:

Exhibitors who order a supply box at the ceiling will make their own connections and are responsible

to maintain all safety rules. Should you choose this option, please complete Form B at the end of

this manual. In case of inadequacy of installation, the safety control may decide to forbid the

electrical supply or to oblige the exhibitor to extra fire surveillance at their own expenses.

Order forms for electricity are found at the end of this manual. Charges include consumption

Exhibition Area

The Exhibition is being held in Padiglione Spadolini hall at Ground Floor.

Floor

Floor finish: Light Grey Linuleum

Maximum Floor Load: 300 kg per sqm

Furniture, Flowers and Plants, Hostesses Security, Stand Cleaning, Waste Removal, Ceiling Hangings,

Telephone, Fax, Internet Carpets, AV, Computers, Photography Services.

For further information and to place an order please refer to the Exhbitors Guide at the end of this

manual.

Internet

For further information and to place an order please refer to the order format end of this manual.

Addition of routers, switches, hubs and access point for Wi-Fi is strictly forbidden. Please contact the

venue….

Please convey to the relevant staff.

Security

The organizers will provide security guard services in the Exhibition hall during closing hours.

Neither the organizers nor the Firenze Fiera S.p.A. can accept responsibility for security of the stands

and their contents or damage to and theft of any goods. Exhibitors are responsible for the security of

their stand and equipment.

For further information and to place an order please refer to the Exhbitors Guide at the end of this

manual.

Site Visit

If you wish to visit the venue before the congress, please contact :

Ulivi Marco

Area Produzione

Firenze Fiera S.p.A.

Congress & Exhibition Center

Tel: +39 055 4972.222 Fax: +39 055 4972.269

e-mail: ulivi@firenzefiera.it

Website: www.firenzefiera.it

13


Stand Catering

Catering is exclusive to the venue. Please note that “corking” fees apply to any food or drinks

brought into the venue.

Stand Cleaning

The Organizers will arrange for general cleaning of the Exhibition premises (excluding exhibits and

displays) prior to the opening of Exhibition and daily prior to opening thereafter.

For further information and to place an order please refer to the Exhbitors Guide at the end of this

manual.

Storage

Storage is available on site. The rates for renting a lockable shell scheme storage space for the

duration of the congress are as follows:

In order to rent a lockable shell scheme booth, please contact Ms. HaElianne Baran Ganotat:

eganach@kenes.com

Please note that this space is only for the locking of materials and not for the storage of empties.

If you require the storage of empties, please contact Zehavit Akerman of Hermes Exhibitions and

Projects at: zehavitak@hermes-exhibitions.com

Waste Removal

Exhibitors are responsible for the removal of all refuse/waste from the exhibition area.

Any discarded waste, including promotional material, left behind will be removed by the organizers at the

expense of the exhibitor concerned.

14


Rules and Regulations -Binding for all exhibitors and their subcontractors

Build-Up & Dismantling Period

During the period of build up and dismantling, it is prohibited to consume alcoholic beverages in the working area as

well as to perform work under the influence of alcohol and drugs.

Damage to the Building

Exhibitors are liable for all damage caused to floors, walls, and pillars during the installation, Exhibition, and

dismantling periods. No adhesive stickers and fixtures of any kind are allowed on floors, walls, and pillars.

Disposal of Material

It is obligatory to collect and dispose of all material during the build up or dismantling of the event.

When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind.

Any costs incurred by the venue in removing this property will be charged to the exhibitor.

Fire Regulations

Stand material and fittings must be non-flammable or impregnated with fire-retardant chemicals. As a general rule,

easily inflammable synthetic substances, foam polyester, and nonfireproof straw and reeds are prohibited.

Fire Insurance (compulsory)

Exhibitors must be insured against fire.

Hanging of Posters, Banners etc.

Hanging of posters, banners or decals, stickers or similar items, on the walls, floors, ceilings, or pillars within or

outside the installations of the venue are not allowed without a prior written authorization.

Insurance (compulsory)

While every reasonable precaution will be taken to protect the exhibitors’ property while on display at

the Exhibition, it must be clearly understood that the organizers, the management of the Amsterdam RAI, and the

official contractors can accept NO liability for any loss or damage sustained.

You are also responsible for insuring against any legal liability incurred with respect to injury or damage

to property belonging to third parties. In addition to this, you should protect your expenditure against

Abandonment and Cancellation or curtailment of the event due to reasons beyond our control.

Please ensure that you have adequate insurance cover for the duration of the event.

Liability

Companies are responsible for all property damage as well as any loss or injury caused by their property, agents or

employees. Companies will indemnify the organizers against all claims and expenses arising from any damages.

If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in

whole or part, or if the organizers find it necessary to change the dates of the Exhibition, the organizers shall not be

liable for any expenditures, damages or loss incurred in connection with the Exhibition.

The organizers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to

the intervention of any authority which prevents or restricts the use of the venue or any part thereof in any manner

whatsoever.

Promotional Activities

All demonstrations or instructional activities must be confined to the limits of the Exhibition stand.

Advertising material and signs may not be distributed or displayed outside the exhibitor’s stands.

Sound equipment must be regulated and directed into the stand so that it does not disturb neighbouring exhibits.

Exhibition Management reserves the right to require the exhibitor to discontinue any activity, noise, or music that is

deemed objectionable.

Special Effects

Special effects lighting, live music, smoke and laser projection may not be used in the stands.

No permission will be given for projection in the aisles or on the walls of the hall.

Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.

15


Section 6: DELIVERY REGULATIONS AND INSTRUCTIONS

The shipping instructions will include the following information below:

• Shipping Instructions

• Tariff

• Material Handling Form

• Labels

Delivery & Logistic Services

Hermes/Merkur has been appointed the official forwarding agent and clearance

agent for this Congress and offers the following services: customs clearance, delivery to the stand, freight

forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of

empty crates, transportation to and from the Exhibition hall.

For security, insurance, and efficiency reasons, Hermes/Merkur is the sole official agent to handle cargo

inside the venue.

Stand builders are prohibited from using trolleys during set-up and dismantling periods.

Kindly note that the official agent is the exclusive agent for move in and move out of the venue.

Exhibitors and stand builders are free to deliver their goods or to pick their goods up from outside the

venue. Those who use their own facilities up to the venue are requested to coordinate their time

schedule and unloading of their cargo into the venue with the official logistics agent.

Insurance of Goods

All cargo should be insured from point of origin.

Exhibition Goods, Insert and Display Materials

Please note that all materials entering the venue incur a handling charge. This includes materials for

inserts to the Congress bags and display.

In order to receive a price quote for handling and to assure arrival of your materials, please be sure to

complete the “Pre-Advise” form included in the shipping instructions.

Please Note: All advanced shipments and deliveries to the Hermes/Merkur warehouse, including by

courier, must be coordinated with Hermes.

In order to assure receipt of sent materials, Hermes must receive the Pre-Advise form found at the end

of this manual.

Please complete this form and return it to Zehavit Akerman: zehavitak@hermes-exhibitions.com

You will then receive confirmation of your material arrival.

Customs Clearance

Hermes Exhibitions & Projects Ltd.

Ms. Zehavit Akerman

Tel: + 49 6173 966 95 28

Tel: + 972 8 914 6382

Mobile: +972 52 511 4982

E-mail: zehavitak@hermes-exhibitions.com

Website: hermes-exhibitions.com

16


EFIC 2013

Oct 9-12, Firenze Fiera S.p.A., Florence, Italy

Dear Exhibitor/Stand Builder,

Hermes-Merkur is the official handling agent for KENES congresses in 2013. We are a full door to door service company, and sole on site

logistics contractor. As such, we are pleased to update you regarding the services and guidance as how we dispatch shipments to the event.

Onsite Handling

Due to security, insurance and organizer policy, Hermes-Merkur is the exclusive handler inside the venue. No other company is permitted to

handle cargo within the venue.

Please note that companies, stand builders & PR companies may make their own arrangements to deliver and retrieve goods directly to the

warehouse/venue entrance.

Contact Details

Hermes Exhibitions & Projects Ltd.

Contact: Ms. Zehavit Akerman

Tel: +49 6173 966 95 28

Mobile: +972 52 511 4982

E-mail: zehavitak@hermes-exhibitions.com


Please note these important dates:

Service

Deadline

Door to Door Shipments ready for pick up (EEC Countries) September 23, 2013

Airfreight Shipments

Arrival to FRANKFURT Airport

Shipment via GERMANY Warehouse

Exhibition goods - Direct Deliveries to Congress Venue

September 24, 2013

October 2, 2013

October 7, 2013

Shipment Categories

All shipments must be packed, labeled and sent according to the appropriate.

Please use only the attached labels. Please do not mix different types of shipments in one box.

Categories

Exhibition goods - for exhibition stand only


Services, Delivery Address and Shipping Instructions

1. Door to Door Shipment

We offer companies services from starting point to venue as part of consolidated international shipments for the congress. This will assist in

reducing costs and ensuring a timely delivery.

2. Airfreight Shipments

Please send all airfreight shipments to Frankfurt airport only.

Airway Bill (AWB) must be sent prepaid and consigned to:

Consignee:

ADDRESS

Notify:

CONTACT

Name of Exhibitor: ________________

Stand Number: ___________________

EFIC 2013 / Florence, Italy

IMPORTANT !!!

Please do not send any airfreight shipment unless you receive very specific instructions for invoices, packing list, etc.

Documents

Original AWB, BL & Proforma Invoice must be received 2 working days prior to goods arrival.

The above instructions are for Airfreight Shipments only.


3. Shipment via Frankfurt Warehouse

Warehouse Address:

Merkur Expo Logistics GmbH

C/O Schmitt Peterslahr

A U F DE M HÖHCHEN 2

56587 Oberhonnefeld

Dirk Dewald: +49 2634 / 95 44 50

4. Direct Deliveries to Congress Venue

Domestic Cargo / Courier Shipments / Full Load Trucks

Exhibition goods will be accepted from October 7, 2013

Delivery Address:

Firenze Fiera S.p.A.

Congress & Exhibition Center

Sede Legale e Operativa: Piazza Adua n.1,

50123 Firenze

Italy

Courier Shipments

It is not recommended to use a courier service for shipping your goods to the congress venue. In case of sending a courier shipment, please be

sure to send us a pre-advise with the full details of the shipment: courier company, number of pieces and tracking number.

Shipments will be accepted in the show site by our representative starting from the first move in date. Shipments arriving before that time

will not be accepted.


Dangerous Cargo

Exhibitors need to complete a special form for dangerous goods. These forms will be provided upon request and the completed forms should

reach us before shipment is dispatched. There will be surcharge of 100% for handling this kind of shipment.

Insurance

All goods must be fully insured with all risk coverage. Insurance can be provided upon request. We regret that we can take no responsibility for

goods after delivery to the exhibitors stand regardless if the exhibitor is present or not.

Heavy & Oversized Shipments

A heavy and oversized shipment applies to any single exhibit in excess of 1000 kg and 5 CBM that requires the use of a forklift mobile crane for

installation.

Exhibitors with heavy and oversized exhibits must inform us at least seven days prior to delivery. A detailed layout should also be provided to

better assist our onsite operations.


Payment Terms

In order to ensure move in/out of your shipment/s, please complete and sign the attached Material Handling form/payment confirmation and

return it to our attention.

Please note that your signature will be used as payment guarantee based on the general tariff.

Please notify “Hermes - Merkur” immediately about any requirements relating to invoices. All invoices must be settled by

exhibitors/contractors and agents in advance of the congress. In case of non-payment of invoices, shipments will be held in storage until the

invoices are paid in full.

Please note that all payments should be made in EUR.

Any services not outlined in the attached tariff will be quoted on an individual basis.

Terms and conditions

All orders are accepted exclusively on the basis of the German forwarders terms and conditions (ADSp).

We wish you a successful experience!

Hermes - Merkur


June 12, 2013

EFIC

Oct 9-12, 2013 Florence, Italy

Handling Rates

Inbound Handling Charges

1. Air Freight

From free arrival Frankfurt airport up to free delivered booth including:

• Transfer from airport to the warehouse

• Transfer from warehouse to the show site

• Delivery to the booth

• 1 CBM = 300 kg

Minimum per shipment € 325.00

Up to 250 kg € 2.05 / Kg

Up to 500 kg € 1.55 / Kg

Up to 1000 kg € 1.40 / kg

Above 1000 kg each additional kg € 1.35 / Kg

Airport taxes, storage, fees etc. will be calculated as per outlay Min € 125.00

Outlay fees + 10% for pre payment


2. Handling via Germany Warehouse

From free arrival (Oberhonnefeld 08820) up to free delivered booth including: Intermediate storage

• 1 CBM = 330 kg

Shipment up to 25 kg € 125.00

Shipment up to 50 kg € 175.00

Shipment over 50 kg € 80.00 / CBM / Min 3 CBM

3. Direct Delivery to Venue

We don’t recommend sending any direct shipments to the venue.

From free arrival venue up to free delivered stand, first time spotted:

• 1CBM = 330 kg

Shipment up to 25 kg € 95.00

Shipment up to 50 kg € 125.00

Shipment over 50 Kg € 75.00 / CBM/Min 3 CBM

Truck 7.5t € 890.00

Truck 13.6 M € 1,520.00


Customs Formalities

Carnet ATA

Temporary importation under ATA Carnet € 190.00

Temporary Importation

Temporary importation and/or re-exportation with commercial invoice € 190.00

Customs bond fee 1.5% CIF Value Min € 150.00

Permanent Importation

Per shipment / per document / per exhibitor € 190.00

Duties & Taxes as per outlay. Fees for an advanced payment of duty & tax

+ 10% for pre payment

Customs inspection € 55.00

Special Clearances

Food, beverages, pharmaceuticals etc. Available upon request

Other Charges

• Handling of empties (including storage) € 75.00 / CBM (Min 2 CBM)


• Forwarding commission - per order / shipment € 75.00

• On-site representative for service / support € 55.00

Outbound Handling Charges

The same rates will apply for outbound services.

Please Note:

The above rates do not include local VAT that will be charged where applicable.

The above rates are for services provided from Mon – Fri, 08:00 – 17:00

Overtime surcharge (17:00 – 22:00) – additional 35% on total move in/out charges.

Overtime surcharge (20:00 – 08:00) – additional 75% on total move in/out charges.

Saturday - additional 75% on total move in/out charges

Sunday & Holidays – additional 100 % on total move in/out charges


Shipment Information Continued…

Shipper's Name

Email Address

Phone Number

Purchase Order Number

Truck Size

Courier Tracking Number

Airway Bill (AWB) Number

Number of Pieces

Weight in Kg

CBM


Payment Details

This is to confirm that the payment for handling the above cargo will be covered by our company.

Company Details: _________________________________________

VAT Number: ____________________________________________

Email Address: ___________________________________________

Phone Number: ___________________________________________

Address: ________________________________________________

Card Type: VISA DINERS MASTERCARD AMEX

Credit Card Number: ______________________________________

Expiry Date: _____________________________________________

Please enclose a copy of both the front and back of your credit

card.

For payments made by credit card, an additional 2.5% service

charge will be added.

Only Inserts/Display materials that arrive by the deadline will be

guaranteed for delivery to the Congress Venue. Any materials that

arrive after the deadline date will not be delivered.

We cannot guarantee services for any cargo arrival without a

completed Pre-Advise form and payment confirmation!

Only shipments with pre-notification and payment confirmation

will be accepted.

CVC (Last 3 digits on back of credit card): ______________________

Name of Card Holder: _____________________________________

Card Holder's Signature: ___________________________________


EXHIBITION GOODS

For the Exhibitor's Stand Only

Direct to Venue

Exhibitor Name

Stand/Booth Number

Contact Person

Mobile Phone

Firenze Fiera S.p.A.

Congress & Exhibition Center

Sede Legale e Operativa: Piazza Adua n.1,

50123 Firenze, Italy

Att: Bernd Blum / Mob : +49 175 5880291

FOR The EFIC 2013

Box No. _______ of _______


EXHIBITION GOODS

For the Exhibitor's Stand Only

Air Freight Shipments

Exhibitor Name

Stand/Booth Number

Contact Person

Mobile Phone

Merkur Expo Logistics GmbH

65760 Eschborn – Germany

Tel: +49 6173 966 95 11

Att: Mr. Bernd Blum

FOR EFIC 2013 - Florence, Italy

Box No. _______ of _______


Section 7: ORDER FORMS

Please submit your orders to the following contact:

The following order forms are to be returned to: Ms. Elianne Baran Ganot by April 22, 2013

• Fascia - (for shell scheme only)

• Badges

• Lead Retrieval Wireless Barcode Reader

If you require any additional services which do not appear in this manual, please contact:

Ms. Elianne Baran Ganot

Tel: +41 22 908 0488 ext. 921

Fax: +41 22 732 2850

E-mail: eganach@kenes.com

17


DEADLINE FOR RETURN: Friday, August 30, 2013

Return to: Ms. Elianne Baran Ganot

Fax: +41 22 732 2850

E-mail: eganach@kenes.com

Order Form Fascia Sign (for shell scheme only)

For companies using standard stand constructions, please include how your company name should

appear on the fascia of your booth.

7 digits, including spaces, may be written on your fascia for every one meter of fascia length.

□□□□□□□□□□□□□□□□□□□□

Company:

Contact Name:

Address:

Telephone:

Fax:

E-mail:

If text for your fascia is not received by Friday, August 30, 2013, we will provide you with a fascia

title as per your application form.

18


DEADLINE FOR RETURN: Friday, August 30, 2013

Return to: Ms. Elianne Baran Ganot

Fax: +41 22 732 2850

E-mail: eganach@kenes.com

COMPANY NAME BADGES

Company:

Contact

Name:

Address:

Telephone:

Fax:

E-mail:

Order Form - Badges

COMPANY NAME BADGES – ORDER F

All exhibitors are required to be registered and will receive a badge displaying the exhibiting

company name. Two exhibitor badges will be given for the first 9 sqm booked and 1 additional

badge for each

9 sqm thereafter.

Any additional exhibitors will be charged an exhibitor registration fee of €95 (+VAT). These badges

are for Company personnel and will not entitle access to the Scientific Sessions.

Please note that individual participant names will not be written on the badges. Only the

company name will appear.

Registered stand personnel will receive:

Badge with Company name

Access to the Exhibition Hall

Entrance to Welcome Reception

Tea/Coffee during official breaks

A maximum of 25 letters can be printed on the badge. Please indicate in the boxes below how you

would like your company name to appear:

□□□□□□□□□□□□□□□□□□□□□□□□□

Please indicate the total number of badges required:

DESCRIPTION COST QUANTITY TOTAL

Free Badges € 0

Extra Badges

€95 (incl.VAT)

Total

An invoice will be sent for all additional badges required.

19


Lead Retrieval Wireless Barcode Reader Order Form

Please Note:

Barcodes on participants badges contain contact information as supplied by the registrant or the agency responsible

for the registration process of that participant. We regret that in some cases, as when group registration is

completed by a company, we may not be in possession of the full contact details.

In addition, please note that neither Kenes International nor the Organizing Committee is responsible for the

content of the information.

To order: Please fax/e-mail this form before Friday, August 30, 2013 to the attention of:

Ms. Elianne Baran Ganot at: +41 22 732 2850 or: eganach@kenes.com

Thank you for your order of the lead retrieval wireless barcode reader. We hope that you will find

this system an enhancement to your Congress experience.

Please fill out this form which provides us with your credit card details. Your card will be charged

€350 for each system you order. Please note that if the system is not returned to the Exhibition

Management desk by October 12, 2013 by 12:30, an additional €1500 charge will be made to your

credit card.

In accordance with the security measures taken by credit card companies, please complete the

following form in your own handwriting and sign.

If you are in need of any assistance while on site, please approach the Exhibition Management Desk.

Number of lead retrieval wireless barcode readers requested: _________

Authorization for Credit Card Charges

Name of Company: ..................................................................

We authorize Kenes International – Organizers of Congresses to make the charge of €300 for each

lead retrieval wireless barcode reader ordered for the 8th Congress of the European Federation of

IASP® Chapters (EFIC®), Florence, Italy, October 9-12, 2013.

Credit Card details to be charged:

Number: ................................................................. Expiration date: ....................................

Name of Card holder: ..............................................................................

E-mail address: ........................................................................................

Address: (as per Credit card records): ......................................................................

Telephone number: ..................................................

Security digits (on the back of the credit card): ..........................................

Date: ................................... SIGNATURE of Card holder: .........................................

20


COMPULSORY INSURANCE

DEADLINE FOR RETURN: Friday, August 30 th , 2013

Return to: Ms. Elianne Baran Ganot

Fax: 972-3-972-7555

E-mail: eganach@kenes.com

Every exhibitor is required by the venue to purchase insurance. The 2013 cost of the insurance

policy for each exhibitor is €90.

Authorization for Credit Card Charges

Name of Company: ..................................................................

We authorize Kenes International – Organizers of Congresses to make the charge of €90 for

compulsory insurance at the 8th Congress of the European Federation of IASP® Chapters (EFIC®),

Florence, Italy, October 9-12, 2013.

Credit Card details to be charged:

Number: ..................................................................

Expiration date: ........................................................

Name of Card holder: ..............................................................................

E-mail address: ........................................................................................

Address: (as per Credit card records): ......................................................................

VAT number.......................................................................................

Telephone number: ..................................................

Security digits (on the back of the credit card)..........................................

Date: ................................................................

SIGNATURE of Card holder: ..............................................................

21


Furniture Order Form

DEADLINE FOR RETURN: Friday, August 30 th , 2013

Return to: Ms. Elianne Baran Ganot

Fax: +41 22 732 2850

E-mail: eganach@kenes.com

Please complete the following:

Name:________________________________________________________________

Company Name: _______________________________________________________

Company Address including:

Street: ________________________________________________________________

City, Zip Code: _________________________________________________________

Country: ______________________________________________________________

VAT number__________________________________________________________

Code # Unit Unit price No. Of

units

1 Moquette-felt floor For large areascovering

€7.20/sqm

For stands-

€7.80/sqm

2 Panel 345 €72.00

Total price

3 Door panel 345 €112.80

22


4 Double door 345 €272.40

5 Panel 250 €27.00

Covered in

fabric choice of

colour 1x

side=€57.00

2x side=€70.20

6 Door panel 250 €48.00

7 Glazed panel 250 €79.20

8 Laminated shelves €50.40

9 Diplo metal shelves €52.80

23


10 Aluminium shelves €49.20

12 Dark grey table €66.60

13 Round table €45.00

14 Low table €27.00

15 Standing up table €54.00

16 Speaker’s table Plisse-€89.40

No plisse-€76.80

24


17 Folding chair “meco” €10.20

18 Chair “congress” dark

grey=€10.20

arm

rests=€13.80

writing

boards=€18.60

19 Garment rail with 30

hangers

€32.40

20 Arm chair €72.00

21 Tubular arm chair €43.20

22 Stools Tall=h 75

Small=h 45

€12.60

23 Glass show case €166.80

25


24 Display cubes €48.00

25 Two floor reception

counter

€127.20

26 Double door reception

counter

€106.80

27 Cupboard-2 doors €58.80

28 Chest on wheels €72.00

29 Mini fridge €79.20

30 Coat stand €27.60

31 Waste bin €6.60

26


32 Electric pendant €30.00

33 Halogen spotlight €21.00

34 Wooden dais €45.60

Total

Please note that you will be sent an invoice for your order.

You may either pay by bank transfer (details will be on the invoice) or, if you

prefer, we can generate a credit card payment.

Payment by credit card will incur an additional 4% bank service charge on your

total order.

27


ELECTRICITY ORDER FORM

DEADLINE FOR RETURN: Friday, August 30 th , 2013

Return to: Ms. Elianne Baran Ganot

Fax: +41 22 732 2850

E-mail: eganach@kenes.com

Please complete the following:

Name: ________________________________________________________________

Company Name: _______________________________________________________

Company Address including:

Street: ________________________________________________________________

City, Zip Code: _________________________________________________________

Country: ______________________________________________________________

VAT number___________________________________________________________

Unit

1 kW power line (Palacongressi and Palaffari)

2 kW power line (Palacongressi and Palaffari)

3 kW power line (Palacongressi and Palaffari)

4 kW power line (Palacongressi and Palaffari)

5 kW power line (Palacongressi and Palaffari)

Electric pendant with 3 universal sockets, max 1 kw

3 kW single phase power supply box

9 kW three phase power supply box

Power supply box with magnetothermal activator and

220 V-32A interlocked socket (5 kW)

Power supply box with magnetothermal activator and

380 V-32A interlocked socket (18 kW)

Unit price-including

consumption

€85

€152

€220

€295

€330

€40

€60

€180

€100

€360

No. of

units

Total price

Power supply box with magnetothermal activator and

380 V-63A interlocked socket (35 kW)

€700

2 kW variable light control box for 300 W halogen lamps,

complete with electrical lines (lamps excluded)

300 W halogen lamp

150 W halogen lamp (Palacongressi and Palaffari)

35 W spotlight

75 W spotlight

€230

€28

€30

€43

€51

500 W spotlight

€71

28


1200 W spotlight

Total

€95


Prices are including the consumption

Please note that you will be sent an invoice for your order.

You may either pay by bank transfer (details will be on the invoice) or, if you prefer, we can generate a

credit card payment.

Payment by credit card will incur an additional 4% bank service charge on your total order.

29


INTERNET ORDER FORM

DEADLINE FOR RETURN: Friday, August 30 th , 2013

Return to: Ms. Elianne Baran Ganot

Fax: +41 22 732 2850

E-mail: eganach@kenes.com

Please complete the following:

Name:________________________________________________________________

Company Name: _______________________________________________________

Company Address including:

Street: ________________________________________________________________

City, Zip Code: _________________________________________________________

Country: ______________________________________________________________

VAT number___________________________________________________________

Telecom Connection Type

Telephone line

(excluding units used)

Telephone units and analytical reading service

ISDN connection

(excluding units used)

Internet connection wired RJ-45 (including

traffic)

WIFI connection (only for areas covered by

Hot Spot)

Unit price

€199

€0.30

€378

€220

€105

No. of units

required

Total price

Please note that you will be sent an invoice for your order.

You may either pay by bank transfer (details will be on the invoice) or, if you

prefer, we can generate a credit card payment.

Payment by credit card will incur an additional 4% bank service charge on your

total order.

30


SECURITY, CLEANING SERVICES, HOSTESSES ORDER FORM

DEADLINE FOR RETURN: Friday, August 30 th , 2013

Return to: Ms. Elianne Baran Ganot

Fax: +41 22 732 2850

E-mail: eganach@kenes.com

Please complete the following:

Name:________________________________________________________________

Company Name: _______________________________________________________

Company Address including:

Street: ________________________________________________________________

City, Zip Code: _________________________________________________________

Country: ______________________________________________________________

VAT number___________________________________________________________

Booth Security

Stand guard

Price per

hour/guard

€38.00

Date required

Time

required

No. of Hours

Total price

Cleaning services for the booth

Price per sqm

Booth Cleaning €1.2per day

Total

Hostess

Hostess

Price per

hour/hostess

€38 complete

Date

Required

No. of

Hostesses

Time

required

No. of

Hours

Total price

Please note that you will be sent an invoice for your order.

You may either pay by bank transfer (details will be on the invoice) or, if you

prefer, we can generate a credit card payment.

Payment by credit card will incur an additional 4% bank service charge on your total order.

31


AUDIOVISUAL EQUIPMENT

RENTAL WITH INSTALLATION OF

DEADLINE FOR RETURN: Friday, August 30 th , 2013

Return to: Ms. Elianne Baran Ganot

Fax: +41 22 732 2850

E-mail: eganach@kenes.com

Please complete the following:

Name:________________________________________________________________

Company Name: _______________________________________________________

Company Address including:

Street: ________________________________________________________________

City, Zip Code: _________________________________________________________

Country: ______________________________________________________________

VAT number___________________________________________________________

The prices are for the duration of the Exhibition. They include transport, installation and disassembly.

Item

Monitor 32”including a ground or a table support

Unit

Price

€600

No. of Units

Required

Total

Price

Monitor 42”including a ground or a table support €750

Monitor 50 ”including a ground or a table basis €1100

Monitor LCD 15/17” €132

Monitor LCD 19” €159

Personal computer

(Italian software and Italian keyboard)

Set-up of English software

(for each computer)

€ 417

€396

Video player DVD €132

32


Black/white laser printer

except paper: at your care)

Amplified box including n. 1 wireless hand

microphone

€264

€ 471

Total

• The necessary electric connections

• Supports for the equipment

The above prices don’t include:

Starting from the delivery time, you are considered directly responsible for our equipment. In case

something gets lost or broken, you would be charged according to the sale price list, not including the

hiring itself.

.

Please note that you will be sent an invoice for your order.

You may either pay by bank transfer (details will be on the invoice) or, if you

prefer, we can generate a credit card payment.

Payment by credit card will incur an additional 4% bank service charge on your

total order.

AVAILABILITY OF OTHER EQUIPMENT UPON REQUEST

33


LAMINATE TABLE -

CUPBOARD 2 doors

120x80x75h

WITH LOCK

DARK GREY Eur Eur

N. N.

MOQUETTE (several colours) Eur/ WITH CLOTH Eur

FOR STANDS sqm N. CHEST ON WHEELS Eur

SQ. M. H60X50X50 N.

COLOUR

BLACK LAMINATE ROUND TABLE

(DIAM. 80x75h)

Eur COATHANGER Eur

GREY LAMINATED Eur N. N.

PANEL (L. 50 - 100 CM)

Dark Grey LOW TABLE

N. 40X40X45H N. WASTE-PAPER BASKET

GLASS SHOWCASE

PLASTIC WASTE-PAPER BASKET

with 4 glass-shelves

Eur

and light N.

PANEL WITH GLASS (100x250) (77x41x180h) Eur

Eur N. MINIFRIDGE Eur

N.

N.

Two floor reception

ALUMINIUM SHELVES H 105x140x70 Eur

GREY LAMINATED DOOR (100x250) H250X100X30 Eur Eur

Eur N. N.

NOT FREE STANDING

N.

RECEPTION 45X90X105 h

1 SHELF - 2 DOORS

LAMINATED SHELVES WITH LOCK Eur

3 shelves lam. Dark grey N.

Metal chair with seat and (95X36) Eur

back in filled fabric wooden N.

Eur glass N.

Folding chair "meco" Eur NOT FREE STANDING STANDING UP TABLE Eur

legs and seat in grey N. H100X40X40 N.

lacquered metal

HIGH STOOL h. 75 Eur

N. DIPLO METAL SHELVES

H250X100X30 Eur BROCHURE RACK

LOW STOOL h. 45 Eur 4 adjustable shelves N. H138X30 Eur

N. NOT FREE STANDING PLEXIGLASS N.

TUBULAR ARM CHAIR

seat and back with Eur

cushion in black fabric ELECTRIC POWER FLIP CHART Eur

N. N.

TELECOMMUNICATION

MULTI SOCKETS BOX - MAX. P. 1500 W Eur

N. PHONE LINE(S) - (units excluded) each Eur

DISPLAY CUBES SINGLE PHASE BOX - MAX P. 3KW Eur N.

40X40X40h N.

45X45X60H THREE PHASES BOX - MAX P. 9KW Eur ISDN LINE(S) (units excluded) each Eur

50X50H80 eachEur N. N.

N. THREE PHASES BOX - MAX P. 18KW Eur

N. WI FI Connection Eur

PANEL H250x100 Eur THREE PHASES BOX - MAX P. 35KW Eur

COVERED IN FABRIC N. INTERNET CONNECTION ON LAN

1 SIDED N. HALOGEN SPOTLIGHT 300W Eur (RJ 45) each Eur

2 SIDED N. N. N.

Eur Eur.

Eur FAX Price on request

PAINTED PAN. H250x100

1 sided light colour N. Eur. SECURITY EUR/H photocopier Price on request

2 sided light colour N. Eur.

1 sided dark colour N. Eur. MAN LABOUR EUR/H PC Price on request

2 sided dark colour N. Eur.

FORK LIFT(S) WITH OPERATOR Eur/h

Eur

Eur

N.


Section 8: TECHNICAL SAFETY REGULATIONS AND DECLARATION FORMS

Exhibitors who order a supply box at the ceiling will make their own connections and are responsible

to maintain all safety rules. Should you choose this option, please complete Form B at the end of this

manual.

In case of inadequacy of installation, the safety control may decide to forbid the electrical supply or

to oblige the exhibitor to extra fire surveillance at their own expenses.

34


TECHNICAL SAFETY REGULATIONS

_______________________________________________________________________________________

INTRODUCTION

FIRENZE FIERA is committed to implementing the necessary precautions and complying with the relevant

requirements set forth in current Italian regulations in order to guarantee the maximum safety of both people

and property (Italian Legislative Decree 9 th April 2008 n. 81 and successive modifications and supplements ).

For this reason, it is vital that, in addition to taking the maximum care and attention to avoid situations that

may cause fire and, more generally, danger of any kind, the End-user and/or Organizer should scrupulously

observe with the rules and prohibitions set out herein.

End-users and/or Organizers are, therefore, requested to carefully fill in all the enclosed forms and

statements.

During the inspection phases, FIRENZE FIERA will be assisted by qualified technicians who will carry out

all the operations necessary in order to verify that the electrical systems and furnishing materials used fully

comply with the Compulsory Safety Regulations.

FIRENZE FIERA shall reserve the right to remove any materials which are inflammable or in any case

considered to be dangerous, to disconnect any electrical systems considered unsuitable as well as to take

every precaution necessary in order to guarantee overall safety.

Before the event begins, the End-user and/or Organizer should check that the appropriate inspection

certificate has been issued for the stand and/or congress-exhibition area. Moreover, for the duration of the

event, the End-user and/or Organizer should undertake to maintain the furnishings of the congress/exhibition

area in the same condition as at the time of the preliminary inspection.

End-users, Organizers, Companies, Service Cooperative Societies and self-employed workers should use all

the Personal Protective Equipment (PPE) required by the relevant regulations in full compliance with the

provisions of Heading III of Italian Legislative Decree 9 th April 2008 n. 81 and successive modifications and

supplements .

The End-user and/or Organizer should request any clarification of a technical or procedural nature

concerning these regulations directly from:

FIRENZE FIERA – S.p.a.

Viale Filippo Strozzi, 1 - Fortezza da Basso

50129 Florence Tel. (+39-055)49721 - Fax (+39-055)490573


INDEX

Art. 1 – Scope of application and responsibilities.

SECTION I

GENERAL REGULATIONS

SECTION II

ELECTRICAL SYSTEMS AND POWER SUPPLY

Art. 2 – Electrical systems.

Art. 3 – Electrical power supply.

Art. 4 – Cutout switch.

Art. 5 – Electrical leads.

Art. 6 – Connections and shunts.

Art. 7 – Outlets and plugs.

Art. 8 – Light fittings.

Art. 9 – Protection of leads from overcurrents.

Art. 10 – Transformers and voltage regulators.

Art. 11 – Grounding.

Art. 12 – Quality of materials and electrical appliances.

Art. 13 – Inspections.

Art. 14 – Standards and regulations.

Art. 15 – Wiring diagram.

SECTION III

FIRE PREVENTION

Art. 16 – Safety and fire prevention obligations of the End-User.

Art. 17 – Furnishing materials.

Art. 18 – Materials fireproofed at origin.

Art. 19 – Materials with ad hoc certification.

Art. 20 – Materials subjected to ex post fire-retardant treatment.

Art. 21 – Observance of standards and regulations.

SECTION IV

ACCIDENT PREVENTION AND SAFETY PRECAUTIONS, REQUIREMENTS AND

PROHIBITIONS IN COMPLIANCE WITH THE FOLLOWING ITALIAN REGULATIONS:

LEGISLATIVE DECREE 9 th APRIL 2008 n. 81, MINISTERIAL DECREE 10 th MARCH 1998

Art. 22 – Prohibitions.

Art. 23 – Requirements.

Art. 24 – Safety forms and compliance with regulations


SECTION I

GENERAL REGULATIONS

ART. 1 SCOPE OF APPLICATION AND RESPONSIBILITIES

1) These regulations set down the rules restricting the use of Firenze Fiera’s congress and exhibition areas

for safety purposes.

2) In accordance with and as a consequence of art. 19 of the “General Conditions”, both the Organizer and

End-user shall be responsible for complying with the contents of these regulations.

The Organizer shall mean whosoever has been granted the temporary use of the congress and exhibition

areas by virtue of a specific contract stipulated with Firenze Fiera.

The End-user shall mean whosoever has been granted the temporary use of the congress and/or exhibition

areas by virtue of a specific contract stipulated with the Organizer.

3) Any person carrying out work in any capacity inside Firenze Fiera’s congress and exhibition areas should

undertake to use all the Personal Protective Equipment (PPE) required by the relevant regulations and in

compliance with Heading III of Italian Legislative Decree 9 th April 2008 n. 81 and successive modifications

and supplements .

4) The individual Organizers and End-users shall provide the following to Firenze Fiera:

a) certificate of compliance with regulations;

b) wiring diagram;

c) statement regarding the layout materials used;

d) certificate regarding the fireproofing of inflammable materials (where applicable);

e) statement regarding the correct use of the above materials (where applicable).

Firenze Fiera, either directly or through its assigned consultants, shall inspect all the documentation provided

and shall carry out systematic tests on the electrical systems (assessment of compliance with CEI regulations

64-8/7-711), as well as sample checks on layout materials (fire prevention regulation checks).

SECTION II

ELECTRICAL SYSTEMS AND POWER SUPPLY

ART. 2 ELECTRICAL SYSTEMS

Any electrical systems in addition to those provided and installed by Firenze Fiera should be realized by the

End-user in compliance with current regulations as well as the specific provisions of these Regulations.


ART. 3 ELECTRICAL POWER SUPPLY

a) The electrical supply to stands shall be distributed for lighting purposes and for supplying, as necessary,

small domestic appliances or office machinery.

b) The use of refrigerators, electric calculators, computers, small fans and suchlike is permitted.

c) The use of motors, stoves and electric convector heaters and, in general, appliances other than the

office machinery and small domestic appliances mentioned above, is strictly prohibited.

d) The display of working electrical appliances of a different type than normally allowed may be permitted in

special cases.

In this event, the End-user shall submit a written request for specific authorization to Firenze Fiera. The

granting of such authorization shall be dependent upon compliance with all the other rules laid down in these

regulations, as well as any special instructions.

The Organizer shall be held jointly responsible in the event that the End-user should act without prior

authorization from Firenze Fiera.

e) Electricity shall be provided within the limits permitted by Firenze Fiera’s installations through singlephase

electrical boxes offering a maximum electrical supply of 3 kW at 230V-50Hz.

The electrical boxes are fitted with a 16A double-pole magneto-thermal switch equipped with high

sensitivity (30mA) differential relay and an IEC 309 2 x 16A+T outlet at 230V 50 Hz.

In the event that the End-user requires a power supply greater than 3 kW, Firenze Fiera can supply two or

more boxes of the type described above, or 9 kW three-phase + neutral supply boxes, equipped with a 16A

four-pole magneto-thermal switch and an IEC 309 3 x 16A+N+T outlet at 400V 50 Hz.

The End-user should make a specific request for an increased power supply at least 30 (thirty) days before

the event begins. Requests shall be granted according to the technical availability of the Distributor.

ART. 4 CUTOUT SWITCH

a) The differential magneto-thermal switch installed in the supply box (single phase or three phase),

constitutes the main cutout switch for the electrical system supplied by the same.

Therefore, no further control and protection devices are required if the stand and/or congress-exhibition area

system has only a single circuit.

b) In the event that the system consists of several circuits, or small domestic appliances are used, the Enduser

should undertake to install an electrical board containing a cutout switch or general disconnecting

switch for the system, as well as several automatic circuit breakers or fuses deriving from the same, in order

to protect each of the circuits powered by the system.

c) For three phase systems with a power supply greater than 9 kW, the End-user should undertake to install a

high sensitivity (30mA) magneto-thermal cutout switch with differential relay. The container for the

electrical panel mentioned in point b) should comply with CEI regulations and have minimum IP44

protection. Furthermore, the cutout switch and the electrical board should be placed in a position which is

accessible to the End-user and Firenze Fiera’s personnel.


ART. 5 ELECTRICAL LEADS

a) Unipolar or multipolar cables produced according to CEI 20-22 II or CEI 20-22 III regulations with

450V/750V insulation should be used for wiring the stands and/or congress-exhibition areas, even for

reduced voltage circuits. All the cables should bear the relevant symbols on the sheath.

b) In special cases, such as, for example, shunting a connection to lighting appliances of a length no greater

than 1 m, the cables supplied with the lamp can be used.

The minimum sections permitted for leads are as follows:

2.5 sq. mm for distribution dorsal boards common to 2 or more lighting appliances;

1.5 sq. mm. for shunts to individual appliances.

Cable installation may only be carried out in one of the following ways:

free-hanging: only for multicore cables in inaccessible positions;

installed inside protective tubes, channels or coiled sheaths (for external use), which comply with the

850°C incandescent wire test, with IP4X degree protection: below the walking surface and in all

other cases.

c) Cables should not be subjected to mechanical stress i.e. used to support hanging light fittings or placed

under furnishing elements and, where necessary, they should be secured with appropriate collars and U bolts.

d) The characteristics of any cables of foreign manufacture should be comparable with the above provisions

and it shall be the duty of the End-user to provide the relevant technical documentation regarding the same,

as listed in art. 1 and, in any case, in compliance with current EC directives. No cable winders of any kind

shall be permitted.

ART. 6 CONNECTIONS AND SHUNTS

1) Connections between leads should be carried out exclusively in the following ways:

- by means of terminals with self-extinguishing insulating lining inside connector blocks;

- IEC 309 multi-outlet shunts;

- protected bus ducts with minimum IP4X protection and fitted with special plugs;

- electrified track at a height of no less than 2.5m from floor level fitted with special plugs.

- connector blocks containing multiple outlet units.

2) The connector blocks should be made of metal or thermoplastic material, in compliance with current CEI

regulations (850 °C incandescent wire test). Moreover, they should be supplied with a screw-on cover and

have minimum IP4X or IPXXD protection. The inlets for the cables, tubes and sheaths in the connector

blocks should be equipped with a suitable cable press connector or core hitch.

ART. 7 OUTLETS AND PLUGS

1) The fixed plug outlets for end user connection should have IP4X or IPXXD degree protection, a

horizontal connection axis and be mounted on socket boxes.

IEC 309 type movable plug outlets should be used. Movable outlets with multiple receptivity (multiple

socket outlets) may only be used inside a connector block fitted with a cover.


2) Plug outlets with a capacity of more than 16A should be equipped with an electrical and mechanical

interlocking system. Connection cables for movable equipment with the installation characteristics

mentioned above should be as short as possible. For this purpose the outlets should be installed as close as

possible to the utilizer. Adaptors which comply with current regulations and bear the Italian Mark of Quality

or a European equivalent, may be used to power a single appliance with a rating of no more than 150W.

ART. 8 LIGHT FITTINGS

1) Light fittings should be installed at a height of over 2.50 m from floor level or, in any case, in places

which are not accessible to the public.

2) Only lighting appliances with housing that has minimum IPXXD degree protection or unbreakable

shields, mesh or other suitable mechanical lamp protection devices may be installed in areas which are

accessible to the public.

3) The housing of any lighting appliances which are located within reach of the public should not reach

temperatures higher than those set down in the CEI regulations: 80°C in normal operating conditions.

4) False ceilings and existing installations, particularly the water pipes of the automatic sprinkler fire

extinguishing system on the ceiling of the exhibition pavilions, should not be used as supports for

hanging lighting elements.

5) Halogen lamps should always equipped with special tempered glass shields or protective metal grilles.

The lamps should not exceed 300W.

Light fittings should also be located at a suitable distance from any combustible objects being illuminated.

In particular, with regard to spotlights and small projectors, the following distances should be observed:

up to 100W: at least 0.5m

from 100 to 300W: at least 0.8m

6) Cold cathode discharge tubes or lamps (neon tubes) with high-tension feeders should be housed in metal

cases and assembled as indicated in CEI regulations EN 50107-1 (conformable to CT 54 CEI).

7) The installation of lighting elements on surfaces or supports in combustible material is forbidden unless

the same have been built for mounting on furnishing elements and bear the “F” mark. Wooden materials

which are fire resistant at origin or which have been subjected to ex post fire retardant treatment are

considered to be combustible materials.

8) The lighting, for demonstrative purposes, of table lamps or lights displayed may be permitted, in

compliance with CEI regulations, as long as the following conditions are met:

the location of the appliances is stable and removed from public passageways;

the appliances being used are kept under constant surveillance by stand and/or congress-exhibition

area personnel;

all the rules set down in these Regulations regarding the power supply system of the appliances in

question have been observed;

the appliances may be powered using cables supplied by the manufacturer which are no more than 1

m long.

9) Power supply systems involving naked conductors shall not be permitted either at low voltages (12,

24, 48V) or at 230V.


ART. 9 PROTECTION OF LEADS FROM OVERCURRENTS

1) The protection of leads from overcurrents should be carried out in accordance with the criteria established

by CEI Regulations. For this purpose, magneto-thermal switches or fuses may be used inside the stand’s

electrical board, down-line from the main cutout switch.

The protection devices indicated above should be coordinated with the lead sections, based on the criteria set

down in the regulations mentioned and CEI tables.

2) Particular care should be taken to protect any low-tension circuits from overcurrents remembering that, for

the same amount of power transmitted, the currents are much higher compared with normal mains voltage

circuits.

ART. 10 TRANSFORMERS AND VOLTAGE REGULATORS

1) The use of transformers and voltage regulators for powering low or high voltage lighting systems is

permitted as long as they are installed inside adequately ventilated metal or PVC boxes with IPXXB

protection, equipped with cable presses or in the container supplied by the manufacturer, if suitable for

installation.

2) The transformers and regulators should have maximum current protections on the single outlet circuit with

manual reset (magneto-thermal switch or fuse). Moreover they should be located in a well-ventilated position

and out of reach of the public.

ART. 11 GROUNDING

1) The light fittings and any other metallic masses included in the stand and/or congress-exhibition

areas furnishings should be connected to the grounding system of the exhibition pavilions by means of

N07V-K type protection leads with the section size required by CEI regulations and yellow-green colored

insulation.

2) The connection of metallic masses should be carried out using feedthrough screws with nuts, washers and

cable terminals of the right measurements, or pipe clamping collars supplied with terminals, or other

methods which ensure the effectiveness and permanence of the connections.

3) For metallic masses consisting of several separate parts, the unipotentiality should be ensured by means of

suitable continuity connections realized in the ways described above.

ART. 12 QUALITY OF MATERIALS AND ELECTRICAL APPLIANCES

1) The End-user shall be obliged to use materials and electrical appliances of excellent quality and

characteristics which comply with existing CEI Regulations.

In particular, materials and appliances bearing the Italian Mark of Quality or equivalent European Marks

should be used.

2) Firenze Fiera shall reserve the right to prohibit the use of materials and appliances which do not comply

with current regulations. In the case of the appliances and cables used for previous layouts, it shall be the

End-user’s duty to verify the integrity of the same.


ART. 13 INSPECTIONS

The electrical system of the stand and/or congress-exhibition area shall be inspected (even immediately

before the event begins) in compliance with article 711.6 of CEI regulations 64-8/7-711.

ART. 14 STANDARDS AND REGULATIONS

For anything not explicitly mentioned in these regulations, compliance with current CEI regulations shall be

required.

Failure to comply with the regulations and other rules contained in these Regulations, with regard to

the electrical systems, may result in the disconnection of any electrical systems which do not comply

with the necessary safety requisites, at FIRENZE FIERA’s unquestionable discretion.

ART. 15 WIRING DIAGRAM

Electrical systems for the stands and/or congress-exhibition areas may only be connected to Firenze Fiera’s

power grid by presenting the duly completed “Statement of workmanlike compliance of the system” (Italian

Ministerial Decree 22.01.08 n. 37), along with all the compulsory enclosures.

SECTION III

FIRE PREVENTION

ART. 16 SAFETY AND FIRE PREVENTION OBLIGATIONS OF THE END-USER

1) In order to demonstrate compliance with the Technical Regulations, the End-User should present the

following to the Technical Bodies appointed by Firenze Fiera during the setting-up phase of the stands

and/or congress-exhibition areas:

- a statement listing the materials used for furnishing the exhibition space, with an indication of the quantities

(surface areas) used;

- documents certifying the compliance of the materials used with the fire reaction requisites set down in

article 17 below. A sworn translation into Italian of any certification drawn up by foreign Institutions or

laboratories should be provided.

ART. 17 FURNISHING MATERIALS

1) All materials used for furnishing the exhibition space should comply, as a whole, with the fire reaction

properties as specified below:


Flooring use

Italian class

I Class 1

European class

(A2FL-s1), (A2FL-s2), (BFL-s1), (BFL-s2)


Wall use

I Class 1

Italian class

European class

(A2-s1,d0), (A2-s2,d0), (A2-s3,d0), (A2-s1,d1), (A2-s2,d1),

(A2-s3,d1),

(B-s1,d0), (B-s2,d0), (B-s1,d1), (B-s2,d1)


Ceiling use

I Class 1

Italian class

European class

(A2-s1,d0), (A2-s2,d0), (A2-s3,d0), (A2-s1,d1), (A2-s2,d1),

(A2-s3,d1),

(B-s1,d0), (B-s2,d0)

The documents listed in the following articles 18 to 20 inclusive should be provided for each of the materials

used in order to verify compliance with the classification requisites requested.

ART. 18 MATERIALS FIREPROOFED AT ORIGIN

These are materials whose fire resistant properties have been determined during manufacture.

The following documents should be presented in order to verify the above characteristics:

a) Copy of the material’s Certificate of Approval issued by the Ministry of the Interior to the manufacturer

of the material;

b) Declaration of compliance of the material with the approved prototype signed by the vendor of the

material;

c) Declaration by the End-user that the material in question has been used for furnishing the stand and/or

congress-exhibition area (Form C).

ART. 19 MATERIALS WITH AD HOC CERTIFICATION

The Fire Reaction Certificate may take the form of an “ad hoc” certificate issued to the user by a

laboratory authorized by the Ministry of the Interior.

“Ad hoc” certificate shall mean a test certificate which has not been issued for the purpose of placing a

product on the market, pursuant to art. 10 of the Italian Ministerial Decree dated 26.06.84.

The End-user should present the following documentation to Firenze Fiera:

a) A copy of the “ad hoc” Certificate for the material issued by the authorized laboratory;

b) Declaration of compliance of the material used with the prototype, signed by the End-user;

c) Declaration by the End-user that the material in question has been used for furnishing the stand and/or

congress-exhibition area (Form C).


ART. 20 MATERIALS SUBJECTED TO EX POST FIRE-RETARDANT TREATMENT

1) These are materials whose fire resistant properties are altered through the application of fire-retardant

paint products. In this case the following documents should be presented to Firenze Fiera:

a) Declaration by the person who carried out the fire-retardant treatment, giving the date on which the said

treatment was carried out, stating that the conditions of application imposed by the manufacturer of the

fire-retardant product and set down in the technical specifications for the paint have been observed. Form

D should be used for this purpose. It should, however, be specified that the fire-retardant treatment shall

be only considered valid for a maximum of 6 (six) months;

b) Copy of the Manufacturer’s Certificate (Pilot Certificate), giving the conditions of use and application of

the fire-retardant product;

c) Copy of the Transport Document or Invoice documenting the purchase of the fire-retardant product by the

person carrying out the treatment;

d) Declaration by the End-user that the fire-retardant treated material has been used for furnishing the stand

and/or congress-exhibition area (Form C).

Treatments using the products listed in the Italian Ministerial Decree dated 06.03.92 which have been carried

out in a workmanlike manner shall be considered valid for 5 (five) years from the date on which the

treatment is carried out. These paints may only be used on wooden materials, with the following exceptions:

- veneered materials with wood slices or strips using thermo-plastic type resin based glues;

- cellular or strip structured assemblies with air cavities or cavities filled with miscellaneous materials.

2) Fire-retardant treatment certificates compiled in a way other than those described above shall not be

considered valid.

ART. 21 OBSERVANCE OF STANDARDS AND REGULATIONS

1) Whilst confirming the provisions set down in these Regulations, End-users shall also be obliged to

comply, without fail, with all existing fire prevention standards and legislation.

2) Firenze Fiera shall reserve the right to take samples of the furnishing materials used which are considered

to be “unsuitable” and send the same to an authorized laboratory in order to verify their compliance with fire

prevention regulations.

3) In the event of the partial non-observance of the requisites set down in the regulations concerning the fire

reaction of the materials used, Firenze Fiera shall reserve the right to assess the possibility of authorizing the

End-user to operate within the stand and/or congress-exhibition area in derogation of the above. This

possibility shall, however, be dependent upon the adoption of alternative and equivalent safety and fire

prevention measures, to be agreed with the persons appointed by Firenze Fiera and the Fire Department.

Any additional expenses which may arise from the adoption of such measures shall be charged to the Enduser

or, in the event of the default of the same, to the Organizer.


SECTION IV

ACCIDENT PREVENTION AND SAFETY PRECAUTIONS, REQUIREMENTS AND

PROHIBITIONS IN COMPLIANCE WITH THE FOLLOWING ITALIAN REGULATIONS:

LEGISLATIVE DECREE 9 th APRIL 2008 n. 81 AND SUCCESSIVE MODIFICATIONS AND

SUPPLEMENTS, MINISTERIAL DECREE 10 th MARCH 1998

ART. 22 PROHIBITIONS

It is forbidden to:

- smoke inside the pavilions;

- recharge forklifts, pallet transporters and other battery operated machinery inside the pavilions (and, in any

case, in enclosed spaces ) .

- use electrical tools and machinery during set up to make furnishings at the stand (planers, circular saws,

cutters, welding equipment etc..) ;

- use inflammable glue, varnish and /or paint;

- use mobile forklifts with an internal combustion engine inside the exhibition pavilions;

- introduce inflammable objects of any description which are not treatable with fireproof varnishes ( paper,

cardboard, rubber tires, textiles and plastic coverings, tulle etc.);

- introduce motorized vehicles into the pavilions for exhibition purposes without the express permission of

Firenze Fiera;

- use incandescent electrical equipment;

- introduce refrigerators and cooling devices without prior consent from the Ente Fiera;

- use naked flames ( candles, stoves, heaters etc..) inside the pavilions ;

- use radiating heaters inside the pavilions; outside use must be agreed upon with Ente Fiera and each

element must be provided with a certificate of conformity for the working mechanism;

- use glass surfaces unless they are safety glass (for example visarm and wired glass);

- use combustible compressed or liquid gas tanks inside the pavilions. Outside use may be authorized by

prior agreement with Firenze Fiera, with a storing limit of 75Kg and a certificate of conformity by a qualified

installer for the connecting equipment.

- use inert gas canisters of any size and/or capacity. In special cases, they may be authorized by Firenze Fiera

and only if all the regulations regarding the subject have been respected;

- use temporary ceilings to partially cover exhibition and congress spaces. They may be allowed with prior

authorization by Ente Fiera for a maximum of 1/3 of the stand area for continuous coverings or for strips

spaced at least 1m apart with the following characteristics:

a) grated ceilings or similar coverings if of solid, non-combustible or fireproof material, adequately fixed to

the ceiling, with openings of not less than 10cm x 10cm and with rafters not thicker than 5 cm (aluminum,

steel, metal wire, fireproof or fireproofed wood etc.);

b) netted ceilings made of fabric or synthetics having a fire reaction class not exceeding 1 (one) and


openings in the mesh not smaller than 5mm x 5mm.

- introduce inflatable structures or balloons which use inflammable gas; only those using inert gas are

allowed if adequately fixed and of a reasonably small dimension.

- access the exhibition and congress areas with motorized vehicles in general;

- use electrical or manual loading platforms except in the phases of set up and dismantling of the exhibition

and congress spaces;

- cover in any way, even partially, the mobile or fixed fire fighting devices of the exhibition and congress

structures and the signs indicating emergency exits, forbidden activities and limitations;

- lean anything extraneous on the sprinkler system, the ceiling, the pylons, the rafters, or any other part of the

exhibition and congress structure;

- have set-up and dismantling personnel for the exhibition and congress spaces present after hours without

explicit written permission by Firenze Fiera;

- cover in any way, even partially, the air ventilation intake openings at the base of the pylons in the

exhibition and congress pavilions,

- apply fireproofing to materials inside the exhibition or congress pavilions;

- keep carton boxes or other packing material at the stand or use them as a support;

- leave the electricity on at the stand and/or in the exhibition-congress space without the presence of

personnel and, in any case, after the opening hours of the event except in the case of a prior agreement with

Ente Fiera;

- use loudspeakers or any other source of sound which could create disturbance, without express permission

from Firenze Fiera;

- introduce materials and/or products to the exhibition-congress spaces which are dangerous, bad smelling, or

which could cause damage or annoyance to the persons present;

- introduce to the exhibition-congress spaces unbound fibers of any description that are not bagged;

- obstruct internal and/or external corridors and emergency exits with decorating materials, products, packing

materials and similar items during set-up and dismantling and during the entire period of the event .

- use equipment or fixtures inside the Firenze Fiera pavilions which do not comply with the current safety

regulations and legislation;

- tamper with or damage in any way the furnishings or premises of the exhibition -congress spaces;

- introduce heavy concentrated weights without prior authorization from Firenze Fiera.

ART. 23 REQUIREMENTS

1) Any floor coverings should be positioned in such a way as not to constitute an obstacle (for example,

presence of steps, swollen floor surfaces, etc.) in full compliance with Italian Legislative Decree 9 th April

2008 n. 81 and successive modifications and supplements .

Packaging and materials of a particularly cumbersome nature should be immediately removed from the

congress-exhibition areas at the expense and care of the End-user.

Occupation of communal areas and corridors should be limited to loading/unloading operations and


handling. Particular care should be taken not to hamper the transit of other vehicles and never to

block the safety exits.

2) During the set-up and disassembly phases, entry to the congress and/or exhibition areas shall only be

permitted to commercial vehicles displaying the appropriate permit previously distributed to End-users, and

only during the hours indicated. Parking inside the congress and/or exhibition areas should be limited to the

time strictly necessary for unloading and loading operations, after which the vehicles should be immediately

removed from the maneuvering areas.

ART. 24 SAFETY FORMS AND COMPLIANCE WITH REGULATIONS






Form A: Certificate of compliance with regulations

Form B: Wiring diagram

Form C: Furnishing materials

Form D: Declaration of ex post fire-retardant treatment

Form E: Declaration that ex post fire-retardant treated material has been used

It is compulsory to fill in Forms A, B and C, whereas forms D and E are only compulsory if ex post fire

retardant treated materials are used as part of the stand fittings.

The End-users should duly fill in these forms and send them to:

FIRENZE FIERA S.p.A.

Viale Filippo Strozzi, 1 – Fortezza da Basso – 50129 Florence

FAX: +39 055 490573

at least 15 (fifteen) days before the event opens.

The completed forms should be sent to FIRENZE FIERA within the time limit stated above. The event to

which the forms refer should be stated on the envelope.

These Safety Regulations have been drawn up in full compliance with Italian Legislative Decree

9 th April 2008 n. 81 and successive modifications and supplements , in agreement with all the internal

and external prevention and safety persons appointed by Firenze Fiera S.p.A.

Firenze Fiera spa

Sede legale e operativa: Piazza Adua 1 - 50123 Firenze, Italy | Tel. +39 055 497 21 | Fax +39 055 497 3237

CCIAA di Firenze, P.IVA 04933280481- Capitale Sociale € 21.843.977,76 | info@firenzefiera.it | www.firenzefiera.it


FORM A

CERTIFICATE OF COMPLIANCE WITH REGULATIONS.

The Legal Representative _______________________________________________________

of the Company ______________________________________________________________

(full corporate name)

with registered offices in __________________________Postcode __________Prov._______

Street________________________________________________________________________

Tel.______________________Fax.__________________email________________________

PRESENT AT __________________________________________________________

STAND POSITION __________________ PAVILION ___________________

STAND ______________________________ BRAND ________________________

DECLARATION

- I have been given a copy of the Technical Safety Regulations and have read all the articles and declare that I will be

personally responsible for ensuring that the exhibition space that I will set up will conform to the technical

regulations issued by FIRENZE FIERA S.p.A. for the exhibition spaces;

- I hereby hold harmless from any and all liability the organising body and third parties in any way involved in the

event and renounce all claims and/or recourses against the organising body and aforementioned third parties for any

harm to persons or damage to the property of others in the event of failure to implement the provisions of the

Regulations;

- I will indemnify any damage suffered directly by the organising body or third parties.

Date

________________

Stamp and signature

______________________


FORM B

WIRING DIAGRAM

The Legal Representative _______________________________________________________

of the Company _______________________________________________________________

(full corporate name)

Street________________________________________________________________________

Town____________________________________________Prov._______________________

PRESENT AT _________________________________________________________

STAND POSITION __________________ PAVILION _______________


ELECTRICAL INSTALLATION DATA OF THE STAND

The installation will be implemented by:


the following Company____________________

the Exhibitor (after verification by a licensed

company as per Italian Ministerial

Decree 22.01.08 n.37)

1. ELECTRICAL BOARD YES NO

- Does the installation have its own

electrical board

IF YES:

- is the circuit breaker differential

magneto thermal (30mA), with __

poles of ___, Amperes


- is the circuit breaker magneto

thermal, but the users are protected by

secondary differentiated switches

- the circuit breaker is ____________

___________________________ type

___________________________ type

switches derived from the circuit

breaker are provided

- the electrical board container is:

IP44 metal

IP44 non-flammable plastic

- the cables leading out of the board






have cable clips


2. CONDUCTORS

The installation employs the following

cables:

- CEI 20-22 multipolar cables

- silicon type cables

3. JUNCTIONS AND DISTRIBUTION

The cable junction are executed:

- by terminals in metal function boxes

- by terminals in non-flammable

plastic junction boxes


- by IEC 309 multipin connectors

- by IEC 309 plugs and sockets

- by protected busbars

4. LIGHT FITTINGS

The following are utilised in the

installation:

- in housings with IP44 minimum

protection


- above 2.50 m or inaccessible, in

housings with IP20 minimum protection

IF (IP20) LIGHT FITTINGS ARE USED:

with lamps at an height of less than 2.50

metres above public passages, they are

segregated:

- by heat resistant glass

- non-flammable polycarbonate screens

- fine mesh metal grilles

5. FEEDERS AND TRANSFORMERS (if any)

Feeders and/or transformers housed in:

- ventilated metal containers

- non-flammable plastic containers

(electronic transformers only)


Protection by means of fuses on the

primary and secondary circuits of the

transformer


6. OTHER LIGHTING USERS (if any)

There will be the following:

_________________________________________

_________________________________________

_________________________________________

Connected by CEE protected plugs and

sockets


7. ANY OTHER INFORMATION ON THE

INSTALLATION

_________________________________________

_________________________________________

_________________________________________

WAS THE ELECTRICAL INSTALLATION OF THE

STAND ALREADY MOUNTED IN THE PREVIOUS

EDITION OF THE EVENT

YES NO

Date

_________________

Stamp and signature

_________________________


FURNISHING MATERIALS

FORM C

The Company ___________________________________________________________________

(full corporate name)

with registered offices in ____________________________Postcode_________Prov.__________

Street__________________________________________________________________________

PRESENT AT _____________________________________

STAND POSITION _________________________________

PAVILION __________________ BRAND ______________

DECLARATION

- The installation will be implemented by: the following Company__________________________________

the Exhibitor

- Only the materials indicated below, in the quantities stated and with the following certificates attached will be used.

1. WALLS COVERING: (Type and sup. sq. m.) CERTIFICATE

____________________________________________________

_________________________

___________________________________________________

_________________________

___________________________________________________

_________________________

2. FLOORS COVERING: (Type and sup. sq. m.)

__________________________________________________

_________________________

__________________________________________________

_________________________

__________________________________________________

_________________________

3. CURTAINS: (Type and sup. sq. m.)

__________________________________________________

_________________________

__________________________________________________

_________________________

__________________________________________________

_________________________

4. CHAIRS: (Type and sup. sq. m.)

__________________________________________________

_________________________

__________________________________________________

_________________________

__________________________________________________

_________________________

5. TABLES: (Type and sup. sq. m.)

__________________________________________________

_________________________

__________________________________________________

_________________________

__________________________________________________

_________________________

6. UPHOLSTERIES

__________________________________________________

_________________________

__________________________________________________

_________________________

__________________________________________________

_________________________

7. PREVIOUSLY FIREPROOFED MATERIALS: (type)

__________________________________________________

_________________________

__________________________________________________

_________________________

__________________________________________________

_________________________

8. OTHERS: (type)

__________________________________________________

_________________________

__________________________________________________

_________________________

__________________________________________________

_________________________

The stand will be equipped with n. _______ fire extinguishers, type approved for class A, B, C fires, with a nominal

capacity of 6 to 9 kg.

Date

__________________

Stamp and signature

________________________


FORM D

DECLARATION OF EX POST FIRE-RETARDANT TREATMENT

Certificate to be filled in by the company that performed the fireproofing (*)

The Company (**) _______________________________________________________________________________

With registered offices in Street______________________________________________________________________

Town __________________________________________________ Prov.___________________________________

has duly fireproofed the following materials:

1) description of the material treated _________________________________________________________________

2) dimensions (sq. m.) ____________________________________________________________________________

3) trade name of the product utilised for the fireproofing _________________________________________________

4) quantity of the product used __________________________________________________________________(Kg.)

5) date of the operation ___________________________________________________________________________

6) type of use of the fireproofed material _____________________________________________________________

we attach for said material a copy of the pilot Certificate No. ______________________________________________

of _____________________ issued by ____________________________________________________________(***)

stating the fire reaction class of the material which the manufacturer of the fireproofing product refers to in relation

to the conditions of use and installation.

We attach a copy of delivery note No. ____________________ of ___________________________________

relating to the purchase of the fireproofing product. The Company that carried out the fireproofing accepts full civil

and criminal liability for the performance of the fireproofing treatment and expressly declares that:

- the manufacturer’s conditions for the application of the fireproofing product have been strictly complied with;

- after fireproofing, the material has not been washed, ironed, vacuum-cleaned etc.;

- the material has been stored in a totally dry place after the treatment.

Date

________________

Stamp and signature of the legal representative

___________________________________________

* Progressive number of the form (a form D type form complete with certificates must be filled in

for each material that is fireproofed).

** Indicate the name of the company that carried out the fireproofing.

*** Give the name of the authorised laboratory that carried out the fire reaction test.


FORM E

DECLARATION THAT EX POST FIRE-RETARDANT TREATED

MATERIAL HAS BEEN USED

Fireproofing certificate to be filled in by the Exhibitor.

The Company ____________________________________________________________________

with registered offices in Street_________________________ Town _______________Prov._____

present at _______________________________________________________________________

Stand position ________________________________ Pavilion ____________________

DECLARES

- that the previously fireproofed material referred to in Form D will be used to set up said stand;

- the fireproofed material has not been washed, ironed, vacuum-cleaned etc.;

- after fireproofing, the material has been stored in a totally dry place.

Date

_______________

Stamp and signature

_______________________

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