Exhibitor Manual - SIOP 2012, 44th Congress of the International ...

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Exhibitor Manual - SIOP 2012, 44th Congress of the International ...

TECHNICAL DATA• The exhibition accompanying SIOP 2012 will be held in the Lower Floor and on the GroundFloor of the Barbican Centre• All rates cover floor space and carpeting only and do not include the construction of a modularbooth or other extras. The minimum exhibition space is 6 square metres.• For some locations, companies renting separate spaces are allowed to visually link these upby carpeting the aisles in-between, provided an additional rental rate of 30 % of the standardrate is paid for the total surface of the aisle. No constructions of any description are allowed inthe aisles. Companies renting aisle space are allowed to brand the aisle carpet with thecompany logo.• Connections for water or compressed air to the stands must be ordered (where available)directly from Europa InternationalHall information• The maximum building height is 3 m (300cm)• There is no day light in the exhibition area• There are pillars (3m squared) in the exhibition hall.• The Exhibition hall is carpeted. It is thus not necessary to carpet your exhibition space.• The floor bearing capacity (net load) is 488 kg/sqm (100lb/ft2)• Loading: goods’ lift B goes from the roadway to the ground floor and the roadway leadsstraight into the stalls foyer / lower floor. The internal roadway is on this level so it is possibleto unload directly into the foyer without needing a lift. Please note that the height restriction forvehicles on the roadway is 11ft 6" (approx. 210 cm)• Lift B: Capacity: 5000kgs / 66 peopleDimensions: 3.80m wide x 1.70m deep x 2.55m highDoor dimensions: 3.00m wide x 2.55m highA security code is required for use of this lift - Contact the Barbican Event Manager.• Access restriction on service road is 3.50m (11'6")• Suspension of banners/signage from the ceiling is not allowed.• The Barbican Centre is a strictly non-smoking area8


STAND CONSTRUCTIONPlease note that this section applies only to stands to be constructed.If you ordered a modular booth, please go to the online catalogue and order forms available atthe end of this manual.Stand description and decorationFor stand set up and equipment, please refer to the descriptions supplied on the following pages.Modular stands must be left as they are found. Please do not paint them or stick paper to them unlessyou use special double-sided tape which leaves no marks on the surface. The exhibitor will beinvoiced for any damage caused to the stand.Exhibitors may decorate and equip their stand as they wish, as long as they take the following pointsinto account:• Stand equipment should not exceed the allocated floor surface area or the height of the walls.• No installation or decoration which could offend any or all of the exhibitors will be permitted• Loudspeakers and other similar devices are prohibited• Pamphlets and samples may only be distributed within the stand itself.• Adhesive tape may only be used to mark the stand area or to fix carpets with permission fromthe Barbican Centre.• A layer of masking tape underneath the adhesive tape will facilitate its removal after the event.Adhesive carpet tiles may not be used.• Damages caused by exhibitors who disregard these rules will be paid for by the exhibitor.Stand cleaningThe exhibition halls and walkways will be cleaned after the setup. The Barbican will take care of thecleaning of your booth, free of charge. It is mandatory to contact Paul Willett atpaul.willett@barbican.org.uk to order it. Cleaning will only be allowed when the exhibition is closed tovisitors.Stand designEvery exhibitor must submit an exact statement of the dimensions of their stand, as well as plans anddescriptions. Those companies renting a stand module from Europa International should submit thepackage type, dimensions & non-standard items such as display screens and catering areas.This information must be sent to the SIOP 2012 Congress Secretariat by email to Adline Lewuillon,Adline.lewuillon@ecco-org.eu before 7 September 2012.The drawings must clearly indicate the planned layout, equipment and furnishing of the stand,including the signage and visuals. Also indicated must be the location of power outlets, electricitycables, moving parts, details of raised floors, water as well as telephone and ventilation installations.Please supply:– A scaled top view drawing– A scaled side view drawing– A 3-dimensional drawing (or photograph)Indicating the various heights and the open/transparent spaces will, in principle, be sufficient. If specialconstruction is planned (information towers, moving parts, etc) additional information will have to besubmitted.9


Responsibility to neighbouring standsThe ECCO congresses are a long standing meetings series with a reputation of equity in its dealingwith all participants. The responsibility of ensuring a fair and balanced experience for all is shared byall participants.Each exhibitor is asked to consider, therefore, the impact of the stand construction on neighbouringexhibits. If there is a danger of unfairly ‘blocking’ another stand from view, even when adhering to allother elements of these regulations, this should be mentioned when submitting plans. Failure to do sowould breach the spirit of the exhibitor's contract with ECCO and in such cases the exhibitorresponsible will be expected to make such changes as necessary at his/her own cost. In such cases,the decision of ECCO will be considered final.ApprovalSIOP will send an approval to the exhibitor and/or the exhibitor’s agent. Only with this approval shallthe stand be deemed eligible for construction.NO APPROVAL MEANS NO PERMISSION TO CONSTRUCT THE STAND – RESULTING COSTSARE ENTIRELY AT EXHIBITOR’S EXPENSEAny setup or installation, which does not comply with the standard specifications or with the designsapproved by SIOP must be corrected by the exhibitor before the opening of the exhibition. Failure todo so will result in correction being made by SIOP. All expenses for these corrections will be payableby the exhibitor. SIOP accepts no responsibility for damage caused by these corrections.Exhibitors are strongly encouraged to consider potential stand activities such as demonstrations,presentations, storage, hosted quizzes and hospitality when planning stand usage.Shell scheme standsShell scheme stands provided by Europa International will be uniform stands with uniform graphics,height and design. Partition walls will be 2.40 m high, light grey coloured (Velcro compatible)Constructed stand heightThe maximum building height is 3.00m10


Stand transparencyFor island (4 open sides) and peninsula (3 open sides) stand types, SIOP requires that line of sightthrough the stand be possible from aisle to aisle for at least 40% of the stands width when viewedfrom each open side.As an example of assessment criteria, high walled areas forming large storage rooms may blockneighbours unreasonably and in this case, will not receive approval.Accepted stand types & aisle carpetingTwo-storey structures and not allowed. Arches, bridges or similar constructions connecting 2 standsare not allowed, nor are L & U shape island stands.For some locations, companies renting separate spaces are allowed to visually link these up bycarpeting the aisles in-between, provided an additional rental rate of 30% of the standard rate is paidfor the total surface of the aisle. No constructions of any kind are allowed in the aisles. Companiesrenting aisle space are allowed to brand the aisle carpet with the company logo.Separation wallsAll peninsula (3 open sides), corner (2 open sides) and in-line (1 open side) stands must beseparated from the neighbouring stand(s) by means of a separation wall (Europa Internationalcan supply this if required). In principle, this separation should be 2,40m high, and finished onall sides. The separation wall is considered as part of the stand design and should be indicatedon the stand drawings.In case an exhibitor fails to supply and install necessary separation wall, SIOP will arrange for walls tobe erected (and floor covering to be laid, if necessary) at the exhibitor’s expense.Back wallsThe rear side of each stand shall be designed and decorated by the exhibitor to whom this standbelongs, provided that the interests of the neighbours are not affected thereby. Walls constructed onan open side should be visually appealing to adjacent exhibits – some suggestions include screenswith moving displays, scientific posters and colourful design and lighting.Open sides of a standWalls erected on the open sides of a stand must be 30cm inset from the edge of the stand, must notbe longer than 1/3 of the length of the stand and should be no higher than 2,50m.It is not allowed to erect walls, glazing or other constructions on or within 30cm of the perimeter ofisland stands. This also applies to the open sides of peninsula, corner and inline stands. Stand shouldbe fully accessible on all ‘open’ sides. Requests to be partially exempted from this rule should besubmitted in writing to the organiser.Keep aisles clearIsland stands are separated the width of an aisle from all neighbouring exhibits. Demonstration areasmay not be set on the aisle line of the exhibit; space must be left within the stand area for theaudience. Should the spectators interfere with the normal traffic flow in the aisle or overflow intoneighbouring exhibits, the presentation must be limited or stopped immediately. No objects, includingsigns or advertisements, may project into the visitors’ aisles.Positioning of the standAccess to the doors, windows, fire alarms, hydrants, portable fire extinguishers, fuse boxes, line polesand circulation must be kept free from obstructions at all times.11


Stand flooringThe stand floor is already carpeted. It is therefore not necessary to cover it. The floor area of the standcannot be covered with paint or glue. It is forbidden to place mortar directly on the floor, to nail withpercussion tools or to paint with spray guns.Positioning of exhibitsThe exhibitor is not allowed to place articles to be exhibited in a manner which, in the opinion of SIOP,affects or hinders neighbouring stands, e.g. with regards to the visibility of the neighbouring stands.Articles to be exhibited must be kept within the stand perimeter. The exhibit should pose no danger toparticipants. Any structural or display element which does not satisfy the organisers and/or the venueofficials in terms of safety must be made safe or removed.Presentations and quizzesCompanies wishing to arrange or sponsor sessions are invited to arrange a satellite symposium, asdetailed elsewhere in this Exhibitor Service Manual. Exhibition space is intended to display scientificinformation on products and/or services; therefore positioning auditoria on stand areas is notpermitted.This does not exclude companies from giving product based presentations, but the area set aside foran audience should resemble a theatre – therefore no more than 10 seats should be provided and thisarea should not be covered. It should be positioned well within the stand area (not less than 3 m fromthe stand perimeter).The focus of presentations should be product-related information and not presenters themselves.Where key opinion leaders are employed as presenters, their presence should be discrete and notpublicly advertised. The same rule should apply for areas dedicated to quizzes: they should bepositioned well within the stand area (not less than 3 m from the stand perimeter). All such activitiesrequire the prior approval of SIOP.Platform floorsThe use of wooden platforms is recommended for stand with water piping and/or a lot of electricalwiring; the stand construction agency will be able to advice on this matter. Since main supplies (waterpoints, drainage, electricity, phone and data lines, compressed air, etc.) are supplied from the floor, itis strongly recommended to use platforms for most stands.Exhibitors who use such platforms should bear in mind:• the platform must allow easy access to those in wheelchairs; part or all of the edges must be slopedfor this purpose on each open side of the stand.• the maximum height allowed, measured from floor level to the top of the platform is 0,14 m withoutprotection by a balustrade of at least 1,1 m in height.• the platform sides must be closed and neatly finished.• the platform edges must be safe (secured shape and easily visible).• platforms should be placed within the perimeter.• the platform must allow easy access to service points in case venue technicians require access.Stand roofingStand walls and ceilings shall be made of classified fire-retardant materials, i.e., as good / better thanwood. Particle board, non-porous fibreboard, plywood, etc., are acceptable.Fire-retardant materials must be approved according to one or more of the following classifications:SS 02 48 21, SIS 65 00 82, Euroclass A1, A2 or B-s1.do. All details must be sent to the SIOP 2012Secretariat at Adline.lewuillon@ecco-org.euApproval or certificates must be readily available at the display if it is not clear in any other way thatthe material in question is safe. Type approval or certificates must be available at the stand, unless itis made clear in some other way that the material can be approved. Cloth ceilings and otherdecoration must be fire retardant.12


Access to standExhibitors are obliged to grant official supervisory staff and accredited representatives of the BarbicanCentre access to their stands. Exhibitors, their staff and all visitors to the exhibition must obey theinstructions of these officers. In the event of a fire or other hazard all those present must leave theendangered area at once when directed to do so by a member of the safety and security staff.Suspension pointIt is forbidden by the organiser to hang or drop anything from the ceiling or walls of theBarbican Centre.Air conditioningDevices with hot air condensation are prohibited inside the halls.Cleaning & refuseRefuse collectionDuring exhibition opening times SIOP will arrange for the general cleaning of the venue and the aisles– that is, daily waste left by delegates. Exhibitors are responsible for cleaning their own exhibit anddisposal of waste generated before, during and after the event. Failure to comply with this procedureshall render the exhibitor liable for the cost of clearance by SIOP or its contractor.Exhibitors should manage their waste removal through the Barbican Centre.Please email the Paul Willet at the Barbican Centre at for cleaning of your stand.‘Wild tipping’ or disposing of bulk waste within fairground without payment will be considered a seriousviolation of these regulations.IMPORTANT: Unattended rubbish left in aisles during exhibition opening hours will be removed at theexhibitor’s expense.Fire and safety regulationsAny goods on your stand will constitute part of your stand and will be subject to these regulations.General materialsStand construction, installation of materials and poster supporting structures should be sufficientlystable to ensure public safety. Exhibit cases and displays should be sanded down/finished to ensurethat they will not inflict cuts. Clear glass elements should display warning signs at eye level.Fire inspectionBefore the exhibition opens, SIOP and the Barbican Centre will carry out a fire inspection of theexhibition area. They inspect, among other things, your choice of building and decoration material.Illuminated signage, fire extinguishers, fire hydrants or other protective equipment or material may notbe covered or obstructed.Stand wallsStand walls shall be made of classified fire-retardant materials, i.e. as good as or better than wood.Particle board, non-porous fibreboard and plywood are acceptable.Decorative materialsFire-retardant materials must be approved according to one or more of the following classifications:SS 02 48 21, SIS 65 00 82, Euroclass A1, A2 or B-s1.do.Approval or certificates must be readily available at the display if it is not clear in any other way thatthe material in question is safe. Type approval or certificates must be available at the stand, unless itis made clear in some other way that the material can be approved. Cloth ceilings and other décormust be impregnated against fire.13


Smoking banSmoking is prohibited in all public indoor areas, including privatised areas of exhibit space.Flammable productsNotification of the handling and installation of flammable products should be given well before theevent. This should be sent in writing, quoting the name of the event and stand number to Paul Willettat paul.willett@barbican.org.uk. The storage and use of compressed gas and/or liquid gas in theexhibition halls or on the exhibition grounds is not allowed. Balloons filled with flammable gas are notpermitted within halls (the only authorised gas is helium). Welding and spraying work within theconfines of the exhibition premises is prohibited. Only fireproof adhesives may be used for glue workwithin the exhibition premises.Open fireThe use of open fire or unprotected flames is prohibited.PyrotechnicsExplosive or pyrotechnical articles must neither be used nor taken onto the Barbican Centre property,either indoors or outdoors, without written permission from SIOP and the Barbican Centre.Hot workHot work such a welding, soldering, cutting, and circular-motion grinding, drying, heating or work overnaked flame is not allowed within the Barbican Centre without their special permission.Emergency exitsEscape routes and emergency exits (indoors and outdoors) should kept free of any obstruction and bekept in full view at all times. Similarly, for fire fighting equipment: fire safety signs and emergency wallphones; no products/company signs, decorations or stand roofs should be placed above anemergency exit or any other existing signs.Heating/cookingStoves, heaters and open fires may not be used for any purpose, including cooking, frying or baking.This also applies to demonstrations.Goods not allowedThe following goods are not admitted into the Barbican Centre:• Goods causing nuisance by their smell or otherwise, or appliances emitting objectionable noises orradiating disturbing light; any hazardous objects that have not been mentioned in the standconstruction design but have been introduced by the exhibitor.• Cordless communication devices may be used as long as they do not interfere with the Barbican’sown appliances. Exhibitors wishing to use these devices should notify the brand name, frequenciesto be used and range when submitting a stand design for approval.Combustion enginesAny machine (generating sets, compressors, etc) with an internal combustion engine, whatever theuse, is forbidden inside the Barbican Centre.Storage of flammable goodsEmpty packaging, rubbish, trash, wood, paper, straw, cardboard and other flammable material mustnot be stored in the halls.ResponsibilityExhibitors are fully responsible for all displays and demonstrations they organise.Organiser’s securitySIOP undertakes the general surveillance service of the Barbican Centre, both day and night.14


Extra securityFor exhibitors requiring guards, please contact the Barbican Project Manager – Paul Willett atpaul.willett@barbican.org.ukValuable goodsThe exhibitor shall be responsible for the surveillance of his/her stand and exhibit during theexhibition opening hours. Exhibitors are recommended to pay closer attention to the exhibits duringthe stand construction and dismantling periods. Valuable objects, which may easily be removed,should be locked away during the night. SIOP accepts no responsibility for goods stolen from exhibitsat any time.Exhibitors should not leave removable/valuable goods unattended on the stand at any time; particularattention should be given to goods awaiting collection from the freight forwarder.InsuranceWhile on the premises, exhibition goods and packaging materials shall be insured at theexpense and risk of the exhibitor. Exhibitors should therefore contact their own insurance company.Exhibitors will be liable for the safety of participants on and around their stand area. In accepting SIOPterms of sale, the exhibitor undertakes to indemnify SIOP against any and all losses resulting from anunsafe construction, unsafe exhibits, or the actions/inactions of its staff.SIOP requires all exhibitors to provide adequate insurance cover for public liability protection.CateringThe official caterer is the Barbican Centre. All catering offered within exhibit areas should be orderedfrom the Barbican (please contact the Barbican Project Manager atpaul.willett@barbican.org.uk.)Exhibitors may not sell food or drink for consumption on the premises. All companies offeringhospitality are reminded of their responsibilities for hygiene and food safety. Exhibitors are alsoencouraged to guarantee healthy and balanced catering service to their delegates.No alcoholic beverages are allowed on the stands.Customs, taxes and dutiesThe exhibitor will pay the various taxes and duties owed resulting from his/her participation in theexhibition.15


STAND ACTIVITY AND PROMOTIONEach exhibiting company will be listed in the SIOP Programme book with their company name, logo,stand number and website.Company profile and logoSend a 250-word description of your company, its logo and contact information (name and emailaddress) to Emilie Fillod via email at: emilie.fillod@ecco-org.eu for publication online and in theProgramme book.Deadline to submit your company profile and logo is August 10 2012.ApprovalThe main activity of any exhibition stand should be the presentation of the exhibiting company and/orits products or services. The use of photographers, portrait artists or other performers is not allowedwithout the written permission of SIOP.Audio and visual activitiesThe projection of films and slides, any amplification with the aid of loudspeakers, the production ofmusic and/or sound as well as the use of lighting, computer monitors and television screens isacceptable within the stand space as long as no disturbance is caused. Sound and lighting effectsshould be contained within each stand area. If SIOP considers that a disturbance is being caused theexhibitor is to halt the activity immediately. If this is not done, SIOP reserves the right to make thenecessary arrangements at the expense of the exhibitor. Refusal to lower the sound level or abandonan activity upon request will be considered a violation of these regulations.Licensing for copyrighted work is the sole responsibility of the exhibitor.Photography and filmingNo part of the Barbican Centre or of the exhibition may be photographed or filmed without thepermission of SIOP or of the exhibitor in question. SIOP is entitled to photograph, draw or film theinstallations and stands, as well as the exhibits thereon and to use these reproductions in itspublications and in the press.The exhibitor is entitled to photograph or film his own exhibition stand during exhibition hours.Any industry-sponsored closed circuit television programming in hotels should take place outsideofficial Congress hours and should contain content owned by that organisation. Misuse of contentowned by SIOP is likely to result in legal proceedings.Quizzes and activities with winnersExhibitors shall refrain from:• holding lotteries• organising games of chance• using 'market stall‘ techniques• distributing ‘gimmicks’ without scientific or product references• using performance artistsOnly quizzes of a scientific nature can be held at the stand. Such activity must be approved by SIOP.Interactive technology based quizzes may be accepted provided their focus remains scientific basedand they have no negative impact on the exhibition area or other rules within this document.16


Quizzes times allowedQuizzes may be operated at any time during exhibition opening hours provided the focus is on thescientific content presented on the exhibit.Quiz pricesParticipation may be rewarded with a prize. However, the prize should be the same for everybody.‘Drawing winners’ is not allowed. Maximum purchase value of prizes must not exceed € 10 and allprizes should be declared to SIOP. Certain items such as digital cameras and MP3 players are notconsidered appropriate – prize approval is at the discretion of SIOP. For more advice on prizeapproval before placing orders, contact Adline Lewuillon (adline.lewuillon@ecco-org.eu)Each exhibitor must declare all prizes in advance with a description and price, sending either a digitalimage or a sample by post addressed to Emilie Fillod at the SIOP Secretariat, c/o ECCO, Av. Mounier83, B-1200 Brussels, Belgium.If the purchase value of a prize is questioned by SIOP, each exhibitor is expected to show proof ofpurchase value – either before or during the Congress. Non-compliance will be considered a violationof these regulations and treating according to the stipulations published in this document.For scientific information carriers (e.g. slides sets, CD ROMs, USB sticks), where materials are preloadedwith non-commercial data, the value of prizes may increase. These stand activities should be‘low profile’ and no blatant publicity should be made. All prizes must be approved by SIOP.GiveawaysNotwithstanding the legal responsibilities of each exhibitor at his/her own stand, the SIOP OrganisingCommittee has accepted the policy that small giveaways are acceptable at the exhibition with amaximum retail value € 10. The distribution of giveaways should be low profile and should in no wayovershadow the main activity of the stand. The activity must not disturb neighbouring stands or causequeues outside the stand area.Giveaway items should:• be legal in the Congress hosting nation, in terms of the item itself and the product is advertises.• not exceed € 10 – proof of value must be provided during Congress when demanded by SIOP,otherwise this will be considered a violation of these regulations.• be safe for the user and not endanger health or reputation of Congress participants or SIOP.Distribution of giveaways and printed materialsDistribution or display of materials by an exhibitor or its agents is limited to:• the company’s exhibition space only• the ‘display area’ which will be especially set up for that purpose and marked as suchIn the case of printed material, the intellectual ownership of content should not be a cause for disputeand images should not cause offence. Additionally, any quoted references should be clear and followinternationally accepted principles; scientific claims should be based on accepted evidence. SIOP’sdecision on such matters will be considered final.Special effects‘Special effects’ lights, laser, sound and video projection/recording on the stand will only be allowedwhen the effect is limited to the stand area rented; providing that there is no health or safety risk andwhen written permission of SIOP has been granted.17


Prohibited activitiesExhibitors are not allowed:• to display or use names or trademarks which may be misleading or cause hindrance to the exhibitorsat other stands or to SIOP visitors.• barring exemption applied for and granted, to sell goods against surrender of the purchased items orto receive money in any way for goods sold or offered for sale or for services rendered.• to affix sold-tags to goods on display.• to remove exhibits from the stand, to add exhibits to the stand or to cover (parts of) exhibits on thestand.Stands should not be dismantled or removed prior to the end of the exhibition.Staffing on standsThe space assigned to the exhibitor shall be staffed during the setup, opening and dismantlingperiods. The exhibitor shall make sure that either he/she or a person authorised by him/her is presentat the site at all times. Unattended stands are a security risk to the exhibitor and; during open periods,are discourteous to delegates, fellow exhibitors and SIOP. Such cases will be considered as aviolation of regulations.Promotion rightsThe use of any SIOP corporate branding and visuals is strictly forbidden in any advertising, publicity,signage, product, printed matter, film, video, other media, etc. without prior request and subsequentwritten approval from SIOP.The exhibitor is entitled to the use of the Congress logo on invitations and promotional documentsdirectly related to his/her participation in the exhibition. The Congress logo can be obtained inelectronic format from the organiser. Only the official logo can be used. A print proof is required by theorganiser for authorisation before printing. The unauthorised use of the Congress logo is strictlyprohibited.Pharmaceutical product promotionExhibitors showcasing pharmaceutical (or pharma-dependent) products are advised to consult theadvice of the Codes of Practice for the Promotion of Medicines presented by the European Federationof Pharmaceutical Industries and Associations and the International Federation of PharmaceuticalManufacturers Associations.In all cases, exhibitors are responsible for ensuring that their promotion during the Congress is legallyand ethically acceptable in the UK.ChildrenChildren under the age of 16 are not permitted in the Congress Centre. Exhibitors and their agents areadvised that their staff must be over the age of 16 and legally employed within a European country.AnimalsAnimals are not allowed in the exhibition and should not be used on exhibits. Trained guide dogs forthose with visual impairments are permitted but please advise a member of SIOP Staff on entry to theCongress Centre.Display AreaDuring SIOP, a display material area will be made available. Exhibitors and Satellite SymposiumOrganisers are welcome to place relevant brochures, leaflets, flyers, etc. in the display area, which willbe located in the exhibition area.18


FORWARDINGIntroductionKRISTAL bvba, has been appointed by the organiser - ECCO European CanCerOrganisation - as the official freight forwarder, customs clearance agent and official drayagecontractor.It is our commitment to ensure exhibits arrive on time and in good condition for the openingof the exhibition.This shipping manual will assist you in your preparation for the correct and timely dispatch ofexhibits to London. Please follow these instructions closely.The range of service provided by our company include: Transportation, national and international Temporary and permanent customs clearance On-site handling, labor, forklift and cranage Labeling, removal and storage of empty boxes and crates, return to stand upon closure ofthe exhibition. Accessible storage for brochures and give-away items during the event On-site assistance & supervisionGeneralBuild-up : Friday 5 October 2012 9.00 to 18.00Dismantling : Monday 8 October 2012 14.00 to 18.00If you use your own transport company to pick-up your goods after the exhibition, pleasenote that all goods not evacuated on 8 October by 18.00 will be collected by Kristal. All costsincurred will be charged to the exhibitor.International Co-ordinatorsKristal bvbaContact : Rita BreunigBrucargo Building 829a Tel : + 32 2 7514680B-1931 ZAVENTEM Fax : + 32 2 7514720e-mail : rita.breunig@kristal-logistics.com19


DIRECT DELIVERIESOnly material which doesn’t need customs clearance can be sent to the congress venue inadvance earliest from 4 October 2012.The delivery address:Barbican Centre, Loading Bay C, Silk Street, London, EC2Y 8DS UKPlease indicate the following details as well:- name of the conference- name of the company + booth number- contact person onsite with phone and e-mail accessParking* PARKING OF THE TRUCKS AND CARS FOR UPLOADING/DISMANTLINGDeliveries can be made via the stalls roadway (see map below), adjacent to the stalls foyerand has a goods lift (Lift B) that goes up to the Ground Floor. Please note that there is aheight restriction of 11FT 6" on the Barbican internal roadway so vehicles delivering goodswill need to come under this height.On arrival, all trucks need to register to the Kristal / Exhibitor Service desk at the entrance ofthe hall and this approx 1 hour prior to the confirmed slot. Our staff will direct the trucks to theunloading bays at the Barbican Centre according to the schedule. If the truck does not arriveat the booked time, slot will automatically be given to the next in the queue.Courier ShipmentsPlease contact Kristal directly to know the rules and regulations for the UK.Shipping pre-adviceFull details of dispatch together with copies of invoices, AWB, CMR, Bill of Lading have to befaxed upon departure to Kristal fax : +32 751 4720.Case MarkingAll cases must be clearly marked/stenciled on two (2) sides with the following information:Your Company Name.......................................................SIOP 2012 / Booth number..............................................Case Number...( ex. 1/3 – 2/3 )….....................................Gross Weight....................................................................Dimensions in cms............................................................InsuranceThe Barbican Centre has a General Liability Insurance for the building, which does not coverany loss or damage in the exhibition material installed, or bought into the building. Theexhibitor alone is responsible for securing this coverage. Each exhibitor is responsible forhis/her own exhibit, packing and construction of the stand. The Congress Organiser refuse toaccept any responsibility whatsoever for the insurance of these objects. The CongressOrganiser will request the exhibitor to arrange for his/her own insurance with a third party.Return transportKristal will contact all exhibitors separately on-site to organise the return of the goods to pointof origin or other designated destinations.20


SIOP 2012 LONDONMaterial handling AND freight information formCompany name : ..........................................................................................................................................Contact : .......................................................................................................................................................Email : ...........................................................................................................................................................Tel nr : ..........................................................................................................................................................Fax nr : .........................................................................................................................................................Hall nr : .............................................. Stand nr : ........................................................................................1. We have no materials to be shipped to SIOP 2012 ( )2. We would like to ship our materials by your company, please send us an offer without any engagement:Pick-up address : .......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................Approx volume : weight :m³ :Transport by : ( ) ocean ( ) air ( ) roadReturn transport : ( ) yes ( ) noValue of the goods :3. We will ship our material :By transport company : ..............................................................................................................................Tel. :Ctc :Approx volume / weight :Transport by : ( ) ocean ( ) air ( ) road4a. Storage empty crates during the exhibition: approx volume (m3): ...................................................4b. Accessible onsite storage: approx volume (m2): ...............................................................................5. On site material requirements( ) mobile crane ( ) pallet truck ( ) handling assistance6. Remarks : ...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................7. Invoice address : ...................................................................................................................................................................................................................................................................................................................................................................................................................................................................................VAT NR : .......................................................................................................................................................SIGNATURE : ...............................................................................................................................................Please contact Kristal to know the deadlines for shipmentKristal Logistics F.a.o. Rita Breunig, Fax : +32 (0)2 7514720,E-mail : Rita Breunig@kristal-logistics.com21


Unloading/ Reloading scheduleform for direct deliveries to LondonCompany name :Contact :Email :Tel nr :Fax nr :Booth nr :We would like to have following unloading/reloading slots :Build-upDate :Hour :Estimated volume :Truck license number :cbmDismantlingDate :Hour :Estimated volume :Truck license number :cbmPlease contact Kristal to know the deadlines for shipmentFAO Rita Breunigfax +32 2 7514720email : rita.breunig@kristal-logistics.comSlots will be given on a first come / first served base.Trucks need to report to the Kristal desk and this minimum 1 hour before the confirmed slot.Final slots will be confirmed to you 5 days before build-up starts.22


ACCESS TO EXHIBITION HALLSStand personnel wearing an exhibitor badge may enter the exhibition hall before the opening of theexhibition.Exhibitor badgesExhibitor registration is reserved for staff working directly in the organisation and management ofexhibits, satellite symposia and sponsored activities. Individuals wishing to visit the exhibition shouldpurchase a delegate registration (full or day access). The practice of selling or promoting a product orservice outside of a registered exhibit area is strictly forbidden.Exhibitor registrationExhibitors must wear their official SIOP 2012 badges clearly visible at all times when in the exhibitionarea or any other part of the building. The wearing of any other badge, including company ID badgesis not sufficient and will be considered as a violation of the guidelines. Exhibitor badges are forexhibiting company employees and agents of such companies only.ValidityExhibitor badges will allow access to exhibition halls only. No access to session rooms is granted.When companies apply for badges it is understood that they will only provide them to companyemployees only. Proof of affiliation can be requested.From Saturday 6 October to Monday 8 October, stand personnel may enter the exhibition whenofficially closed to the public (see schedule p. 25)Delegates should not pass through the exhibit area beyond exhibition opening times. However, westrongly urge you to secure your stand against theft or damage when stand is not manned. SIOP alsorecommends exhibitors to arrange adequate insurance cover. Neither SIOP nor the Barbican centrewill be liable for any losses, unless where a negligent act or omission on the part of either body or itsstaff is established.Exhibitor badges with company name and/or individual nameOnly exhibiting companies can have Exhibitor badges. It is essential that the company name is thesame as is provided for the Exhibitor listing. Exhibitors are entitled to a certain number of thesebadges for free if ordered within the given deadlines. The number of free badges for each exhibitor willbe determined according to the floor space allocated.You may choose how your badges are inscribed: either company name only, or individual name andcompany name. Simply indicate your preference when completing the Badge form, e.g. the number of‘company name’ only badges and the number of ‘Individual name’ badges you wish to receive.Deadline to order free exhibitor badges is 20 September 2012.Exhibitor badge allocationStand size between Free exhibitor badges6 - 15 sqm 415 sqm and above 823


Additional exhibitor badgesIf the number of free exhibitor badges is insufficient, extra badges may be purchased. All exhibitorbadges must be ordered using the Badge form to be found further in this manual.Deadline to order extra exhibitor badges is 20 September 2012.Extra exhibitor badges ordered: € 50 excl. VAT per badgeName change after 20 September 2012: € 20 excl. VAT per badgePayment can only be made by credit card.Exhibitor badges ordered on site must be paid for directly on collection at the Exhibitor registrationdesk by cash or credit card (Visa, MasterCard and Amex).Lost badges will not be replaced. In this case, a new exhibitor badge may be ordered. Unused badgeswill not be credited, regardless of circumstances.Access to exhibition when closed to delegatesEvery day, there is a closed period reserved for exhibitors only: during those hours only individualswearing an exhibitor badge will be granted access to the exhibition hall.Closed periods:Saturday 6 October 2012 08:30 – 09:30 & 16:00 – 17:00Sunday 7 October 2012 08:30 – 09:30 & 18:30 - 19:30Monday 8 October 2012 08:30 – 09:30Since some companies may wish to organise meetings, briefings, walk-through during those closeperiods, a specific procedure will be established to allow exhibitors' guests in (provided they are dulyregistered and wear the regular Congress badge) without jeopardising the overall security of theexhibition area. Specific stickers will be available at the Exhibitor Registration Desk, located in theregistration area in the main entrance hall. Those stickers can be requested to validate regularCongress badges for exhibit access during a closed period.IMPORTANT: for obvious security reasons, those stickers will be distributed to or in presence of anexhibitor only. It means that delegates presenting themselves to require a sticker for exhibit accessduring closed times will NOT receive it without the presence of a representative of the exhibitingcompany that has invited him to the stand.Hostess badgesDG Productions (c/o Debra Gardner at debra@dg-promotions.co.uk ), is the official partner to hirehostesses for service on the stands and we strongly encourage all exhibiting companies to contact thisagency for hostess services on their stands. Hostesses hired through the agency will have to wear avalid exhibitor badge, which has to be ordered by the exhibiting company by the communicateddeadline. You can visit DG Productions website at www.dg-promotions.co.ukFor all questions, please contact Adline Lewuillon, adline.lewuillon@ecco-org.eu.24


Exhibitor badges collectionAll exhibitor badges should be collected at the Exhibitor registration desk by the official contact personas of the 4 th of October. They are not sent in advance of the Congress.Exhibitor registration deskAn exhibitor registration desk will be available in the general registration area.This exhibitor registration desk will allow you to collect exhibitor badges as of the 4 th of October.Opening timesFriday 5 October 2012 07:00-19:30Saturday 6 October 2012: 06:30-18:30Sunday 7 October 2012: 06:30-18:00Monday 8 October 2012: 07:00-12:00Exhibitor service deskA separate exhibitor service desk will be available within the exhibition grounds during the wholeduration of the Congress (incl. build-up and dismantling times).This exhibitor service desk will allow you to- make arrangements with Kristal, our official freight forwarding partner- order additional facilities and various exhibition services with Europa International (see further in thismanual)Working passesIn the interest of safety only those individuals directly responsible for the construction and dismantlingof exhibits will be permitted in the exhibition areas during the setup and dismantling periods.To this end, working passes will be given out by the official logistics partner at the freight entranceduring setup and dismantling phases. Working passes are valid during the build-up period and shouldbe ordered in advance. Please send the list with all names and company name to Adline Lewuillon,adline.lewuillon@ecco-org.eu.All individuals working on the construction and dismantling of exhibits will receive their working passesupon arrival at the checkpoint at the loading bay, or at the Exhibitor Service Desk located within theexhibition hall.Individuals without badges will not be allowed into the exhibition halls. It is the responsibility of theexhibitor to ensure that all staff, visitors, stand personnel, etc. are fully briefed about this restriction. Noexceptions will be made and SIOP will not be held responsible for any loss suffered by the exhibitor asa result of such an oversight.Registered exhibitors may access the exhibition halls during set-up and dismantling times by showingtheir exhibitor badge at the entrance.Under no circumstances can individuals carrying working passes only access the exhibition groundsfrom Saturday 6 October 06:30 to Monday 8 October 14:00.Individuals involved with stand build-up and dismantling who need access to the exhibition groundsduring these times have to purchase an exhibitor badge.25


FREE CONGRESS MATERIALEach exhibiting company is entitled to free SIOP delegate bags including all Congress material. Thenumber assigned is based on the exhibition space rented.Stand sizeBag(s)6-9 sqm 110-18 sqm 219 sqm and above 4Each exhibiting company will receive vouchers for the number of allocated Congress bags. These canbe collected from the Bag distribution desk, located in the registration area.26


Exhibitor badges order formPlease complete and return to the ECOP Secretariat at ECCO, Avenue E. Mounier 83, B-1200 Brussels,Fax: +32 (0) 2 775 02 00, E-mail : riitta.kettunen@ecco-org.euWe e to reserve a Satellite Sosium slot at ECCO 15 - ESMO 34We would like to order the following exhibitor badges at SIOP 2012 – Deadlineis 20 September 2012........ Exhibitor badges ‘Company name’ only (no name of the individual staff member)........ Exhibitor badges ‘Individual name’ **Upon receipt of your completed exhibitor badge order form, you’ll receive a personalised Excel-File tocomplete with your exhibitors’ names (not applicable for ‘company name’ only badges), company andprofiling information. The deadline to return the completed file is September 4 2012, via email to:riitta.kettunen@ecco-org.euExhibiting company: ………………………………………………………………………………………………Invoicing Data:Company/Organisation ………………………………….... ..................VAT number ..................................Contact Person........................................................................................................................................Full address...............................................................................................................................................Telephone .........................................................................................Email..................................................................................................We agree to pay the additional exhibitor badges ordered beyond the free exhibitor badge allocationcommunicated in the Exhibitor Manual.Exhibitor contact person and company/agency name (responsible for the distribution of the exhibitorbadges to the individual exhibitor participants): ……………………….......................................................Telephone/Mobile of exhibitor representative in London: ....................................................................Please select your handling option below: Collection of all exhibitor badges. Individual exhibitor participants will pick up their badge individuallyPlease note that the full exhibitor badges' order needs to be paid before the badges will be handed over.Payments can only be made by credit card VISA American Express MasterCardCard numberExpiry date………………………………….... Cardholder’s name ………………………………………………………………… Control code (3-digit) …………………………We accept the regulations as stipulated in the Exhibitor Manual and agree to observe and abide by them.Signature……………………….………………………… Date ………………………………This application is legally binding on the company pending its acceptance in writing by the organiser.27


DISPLAY AREADisplay Material Order FormPlease read this form carefully and return it completed to:SIOP 2012 Congress Secretariatc/o ECCO – the European CanCer Organisation – Gertrude KortAvenue E. Mounier 83B-1200 BrusselsFax: +32 (0) 2 775 02 00E-mail: gertrude.kort@ecco-org.euAt SIOP, the procedure for displaying material onsite is as follows: Max. 3 different titles (brochures, leaflets, etc...) can be sent to the SIOP 2012Congress Per title, max. 1800 copies will be displayed. Copies in excess sent to theCongress can NOT be recuperated from the organiser. Any remaining brochuresafter the conference will NOT be returned All material should be sent to the address mentioned by the organiser ONLY material carrying the correct transport label, duly completed, will beaccepted by the organiser Display of material is free when organised onsite by the company/ institute sendingthe material to the Congress - the member of staff to be contacted onsite is AdlineLewuillon. When you request the display of your material to be organised onsite by thecongress staff, a small handling fee of 75 EUR excluding VAT per title (max. 1800copies/ title) will be charged. Payment is only possible by credit card.DEADLINE for receiving display material at our warehouse in Brussels must bechecked with Kristal28


Display material order formPlease complete and return to the Congress Secretariat at ECCOAvenue E. Mounier 83, B-1200 Brussels,Fax: +32 (0) 2 775 02 00 / E-mail : gertrude.kort@ecco-org.euWe would like to order the following opportunity at SIOP 2012 - Order deadline: 10September 2012 We will send 1/ 2/ 3 title(s) (max. 1800 copies/ title) (indicate as applicable) We will take care of the organisation onsite of our display material at theConference We will ask congress staff to take care of the organisation onsite of our displaymaterialCompany/Organisation………………………..………………………………….................VAT number .................................Full address...................................................................................................................Telephone..............................................................................Fax ............................................................Contact person ............................................................................Email............................................................................Payments can only be made by credit card (only needed if you require Conferencestaff to organise the display of your material on site)Amount: _______ title(s) x 75.00 EUR = _______ EUR (total excluding 27% VAT) VISA American Express MasterCardCard number …………………………………....Cardholder’s name ……………………………Expiry date ……………………………Control code (3-digit) ……………...……………We accept the regulations as stipulated in the Exhibitor Manual and agree to observeand abide by them.Signature ……………………….………………Date ………………………………This application is legally binding on the company pending its acceptance in writingby the organiser29


EXTERNAL ACTIVITIES GUIDELINES & MEETING ROOMSThe following guidelines and policies are applied during the SIOP 2012 Congress.Unofficial Satellite SymposiaCompanies are not permitted to organise unofficial Satellite Symposia or similar corporate-organisedevents during the period extending from 1 hour before the official start of the Congress (FridayOctober 5 at 18:00) until and including the last hour of the Conference (Monday 8 October at 13:30).During the Congress days, the same rule applies: unofficial Satellite Symposia and other externalmeetings are not permitted from 1 hour before the start of the first session (07:30) until and includingthe end of the last session.Social EventsCompanies and organisations are welcome to organise social networking events such as dinners andreceptions during the framework of the Congress but these social gatherings may not be organised inparallel with any of the scientific Congress sessions.Third Party Press EventsCompanies wishing to organise a Press Conference during the Congress should send a request inwriting. It is not permitted to schedule press events, either on or off site, to coincide with CongressSessions. The Press Conference must pertain to presentations being made at the main Congress inoral or poster sessions and not at Satellite Symposia alone.The programme for any third party press Conference should be submitted and approved by theSIOP 2012 Press Consultants before any invitations are sent out.Please contact Adline Lewuillon at the SIOP 2012 secretariat, adline.lewuillon@ecco-org.eu.30


IMPORTANT: Before reproducing the Congress logo, it is obligatory to send a print proof tothe SIOP 2012 Secretariat for approval.• It is forbidden to type or insert graphics within the area marked around the Congress logo.• The original colours used in the logos should be respected. For technical details please contact thecongress secretariat.• The unauthorised use of the Congress logo is strictly prohibited. It is not allowed to use the Congresslogo on actual PPT presentations of satellite symposia speakers.Promotion at the Congress venue:• 1 poster board will be made available in the registration area to be used for displaying 1 posterannouncing the Satellite Symposium on the day it is held. Inside dimensions of these poster boardsare 90cm (width) by 190cm (height) and structure to hold the posters will be light grey coloured shellscheme. The affixing material to be used is Velcro. This location will not allow self-standing banners.• 1 poster board will also be made available immediately outside the room during the hour precedingthe satellite symposium, to be removed immediately after the end of the satellite symposium. Insidedimensions of this poster board are 90cm (width) by 190cm (height) and structure to hold the posterswill be light grey coloured shell scheme. The affixing material to be used is Velcro.It is authorised to bring a self-standing banner instead of producing a poster to fix on the structure,as long as the dimensions are approximately the same as the poster board provided.Companies are requested to place their posters themselves and only on the day of their satellitesymposium.• Flyers: Satellite organisers are allowed to have a limited number of staff distributing flyersannouncing the Satellite Symposium on the ground floor of the barbican centre (registration areaonly), only on the day the Satellite Symposium is being held. No other ‘flyering’ activity is allowed.• Display area: During SIOP 2012, a display material area will be made available. Exhibitors andSatellite Symposium Organisers are welcome to place relevant brochures, leaflets, flyers, etc. in thedisplay area, which will be located in the exhibition area.• Bag inserts are not allowed.• Hostesses: a limited number of hostesses working on a satellite symposium will be allowed todistribute flyers announcing the Satellite Symposium on the ground floor of the Barbican Centre(registration area only), only on the day the Satellite Symposium is being held.Note: Hostesses are not included in the satellite symposium rate.• Guiding hostesses: A limited number of guiding hostesses (directing people to a specific room) areallowed in the Congress centre as long as they do not distribute anything, as of 1h hour prior to theofficial start of the satellite symposium only.Note: Hostesses are not included in the satellite symposium rate.The total number of hostesses per Satellite Symposium is limited to 4 hostesses per Symposium.Hostess badgesDG Productions (c/o Debra Gardner at debra@dg-promotions.co.uk ), is the official partner to hirehostesses for service on the stands and we strongly encourage all exhibiting companies to contact thisagency for hostess services on their stands. Hostesses hired through the agency will have to wear avalid exhibitor badge, which has to be ordered by the exhibiting company by the communicateddeadline. You can visit DG Productions website at www.dg-promotions.co.ukFor all questions, please contact Adline Lewuillon, adline.lewuillon@ecco-org.eu.32


• Signposting at the Congress venue other than described above is strictly forbidden. Failure toobserve this procedure shall render the company liable to a fee of up to 25% of the total SatelliteSymposium rental cost.IMPORTANT: Satellite organisers are requested to refrain from leaving unused invitations at theCongress venue. In case of non-compliance to this rule an additional cost will be charged for removal.• Satellite organisers are allowed to order and set up a table immediately outside the room where thesatellite is taking place, as of 1h before the assigned starting time if the scientific programme allows.Promotion at the Congress hotelsProvided authorisation is granted by the appropriate hotel management, leaflets can be placed at thecheck-in or a poster can be put up in the lobby of the hotels. No other form of promotion is allowed inthe hotels. Advertising on hotel key cards/door drops is not allowed.Promotion other than listed in the ‘Invitation to Industry’ is strongly discouraged and any initiative orproposal is subject to the approval of the organiser. Proposals should be sent to the SIOP 2012Secretariat. Violation of this regulation may result in expulsion without any indemnity.GiveawaysGadgets that are distributed to participants should be professional in nature and should not exceed amaximum value of 10 EUR per item. Sharp, pointy or dangerous objects are not allowed. Theorganiser reserves the right to request invoices of the gadgets at any time.Pre-registered mailing listA mailing list of pre-registered participants for the purpose of not more than one mailing directlyrelated to the satellite symposium can be made available on request at no additional charge. Mailinglists are supplied electronically (Excel file) and only include postal addresses, no email addresses,telephone or fax numbers.The mailing list will contain the contact information as provided by the participant or the groupregistration contact person on the registration form. It follows that the quality of the delegates’ contactdetails, provided mainly through group bookings, will ultimately define the value of the mailing list.Addresses cannot be duplicated or used in any other way other than for the direct purpose of thesatellite symposium. A fee of 2.500,00 EUR plus 0.25 EUR per address will be charged in case themailing list would be used for another purpose without the prior knowledge and consent of theorganiser.The mailing list will be sent by the SIOP 2012 Secretariat as of September 4 2012.AttendanceThe Satellite Symposium must be open to all registered participants. All attendees to the satellitesymposia will be required to wear a badge.It is the company’s responsibility to select an adequate size room to accommodate all attendees. Alldoors must be covered by the company’s staff to prevent overcrowding and infringement of health andsafety regulations. In cases where this is not respected and for obvious security reasons, the venue’srepresentatives have authority to block entrance into the rooms.Free Congress materialEach company organising a satellite symposium is entitled to 2 free congress bags including allcongress material. Each Satellite Symposium organiser will receive vouchers to obtain bags from theBag distribution desk in the entrance hall.33


Catering/receptionsGiven the timing of the Satellite Symposia, Symposia organisers are encouraged to consider orderingcatering/lunches for their delegates.• Catering can only be organised using the official SIOP 2012 caterer.• Receptions cannot be organised during a session of the official Congress scientific programme.• Reception space must not be used for entertainment, poster displays, presentations or any otherpromotional purposes.• Reception space must be open to all registered participants.• The catering order forms can be found further in the manual.• All questions related to catering can be directed to Paul Willett at paul.willett@barbican.org.ukAccess – BadgesCompanies will have access to the room where the Satellite Symposium is held 1h before theassigned starting time if the scientific programme allows.All persons involved in the operations of the Satellite Symposium (staff, technical crew, speakers...)and all persons attending the Satellite Symposium must have a valid access pass.PROCEDURE FOR SATELLITE SYMPOSIUM BADGES – PLEASE READ CAREFULLYBadges for staff working on the operations of the satellite (full day access)Each satellite symposium slot includes 5 complimentary ‘satellite symposium day badges’, which arevalid on the day the satellite is held, as of 08:00 am. These badges are intended to be used byoperations staff working on the satellite symposium organisation. They can be collected from theexhibitor desk in the registration area.It is obligatory to supply a name list for these badges by September 20 2012 to riitta.kettunen@eccoorg.eu.Please note that these badges will NOT be personalised. Additional ‘satellite symposium day’badges can be purchased at a cost of 50 EUR (excl. VAT) per badge on-site in London.Badges for staff working on the operations of the satellite (limited access)For all other operational staff that does not need full day access on the day the satellite is held,‘satellite symposium only’ badges will be provided.These badges can be collected from the exhibitor desk in the registration area, as of 1 hour prior tothe start of the satellite symposium, not before. These badges are offered at no cost; no name list isrequired, and must be returned to the exhibitor desk after the slot.Badges for visitors attending only a satellite symposium (not registered to the Congress)For visitors who would like to attend only a satellite symposium and who are not registered to theConference, ‘satellite symposium only’ badges will be handed out. These badges are provided at nocost can be collected from the registration desks as of 1 hour prior to the start of the satellitesymposium, not before.Setup and dismantling• Companies must adhere to the indicated start and end times of the reserved time slot.• Extensions beyond the assigned timings are not allowed under any circumstances.• Companies will have access to the hall where the Satellite Symposium will be held one hour beforethe assigned starting time only when and if the scientific programme allows.• The hall should be completely vacated immediately after the end of the Satellite Symposium.Companies are responsible for removing all materials, waste, etc from the room.• Installations or alterations to the rooms and the standard set-up can only be made with the explicitapproval from the SIOP 2012 Secretariat.• Damage caused to official Congress signage in the session room by affixing own signage will resultin a penalty charge equal to the cost incurred for reproduction of the signage concerned.Technical equipmentLecture hall floor plans and a detailed list of technical equipment included in each lecture hall can berequested from Adline Lewuillon, adline.lewuillon@ecco-org.eu.34


Speaker preview room – Speaker guidelinesSpeakers are requested to bring theirPowerPoint presentations to the SpeakerPreview Room at least 4 hours before theirsatellite symposium begins.LanguagePresentations as well as all audio-visualmaterial should be presented in English.General instructionsAll presentations are held in MicrosoftPowerPoint on a PC running Windows.If you are using other software than MicrosoftPowerPoint on a PC running Windows(example : Open Office, PowerPoint for Mac,Keynote) please make sure your presentationis converted to Microsoft PowerPoint forWindows PCs before you travel to thecongress (preferably by trying the convertedpresentation on a Windows PC).Presentations in Acrobat PDF format or Wordformat are not accepted.Speakers are kindly requested to respect theallotted time to guarantee a smooth running ofthe sessions.Computer projection will be available. Neitherslide (35mm) projections nor personal laptops(MAC and PC) will be used in the congressrooms. A single computerized system willmanage all projections and will send thepresentations to the assigned congress roomsautomatically. This method guarantees aneasier management, a higher quality ofprojection and a quicker and smoother runningof the presentations. The use of personallaptops (MAC and PC) for presentations willnot be allowedIn the Speakers Preview Room, a technicianhelps the speaker to transfer his or herpresentation into the central congress network.When the transfer is complete, the technicianperforms a quick run of the presentation withthe speaker to check whether the presentationruns correctly and all parts of the presentationare copied.Desktop computers will be available at thespeaker’s secretariat for last minute changesand reviewing your presentation.No more changes can be made inside thesession rooms where the session takes placeIn each presentation room, a technicalassistant starts each presentation at the righttime using the computer connected to thecentral congress network. When thepresentation is launched, the speaker hascontrol and can navigate with a remote device.Technical instructionsDuring the congress, presentations will run onPowerPoint 2010 with a projector resolution of1024 x 768 pixels in 4:3 format (not 16:9).Your presentation should be prepared inPowerPoint 2003, 2007 or 2010. APowerPoint template will be sent to you withthe Last Information Letter. You may use thisfor your slides if you wish.Preferred page setup is landscape orientationwith high-contrast lettering and readable fonts(minimum font size = 24)Use high-contrast colours: light text on darkbackground or vice versaA maximum of 7 lines / slide and 5 words / linewill improve the communication value of yourslide.PowerPoint presentations on USB memorystick (preferred medium) disk or CD Rom mustbe delivered at the Speaker Preview Room atleast four hours before the beginning of thesessionSuggestions to improve a PowerPointpresentation• In general: the smaller yourPowerPoint presentation (in size) theeasier to handle it.• Any movie/image file must be in thesame folder of the Power Pointpresentation and must be copied in thefolder before being included in thepresentation. (1) Alternatively use"Pack and go" or "Package toCD/DVD/USB" in PowerPoint 2003and 2007. For ease of possibleassistance if there is a problem withyour movies (not playing on standardmachines because codecs underwhich the movie was recorded areunknown and uninstalled on standardmachines) we recommend not to usethe new feature in PowerPoint 2010 toEMBED the movies inside yourpresentation. We advice to LINK to themovie file.35


• We suggest putting maximum onemovie per slide.• The following media are recommendedto facilitate the presentation downloadat the Slide Centre: USB memorysticks (preferred medium), CD-ROMsand DVD. It is also possibleto download the presentation from apersonal laptop at the Slide Centre,provided that the speaker stops at theSlide Centre at least four hours beforethe beginning of the session.• Only single projection is available inthe congress rooms, as the Organizerdoes not foresee the doubleprojection.Transitions:• Please don’t use timer controlledtransitions. Timer controlled transitionsare transitions that will switch to thenext slide after x seconds or minutes.This will interfere with our cue lightsystem and confuse you during yourtalk.Pictures:• Do NOT save the picture as BMP orTIFF (size is too big)• Images with .gif and .jpg extensionsare recommended to obtain a lightpresentation (other kinds of extensions- recognizable by Power Point - will beaccepted all the same).• Save the pictures used in yourpresentation on your USB-stick ,CD, orDVD (In case of problems we can reinsertthe original).Video:• Movies must not exceed 50 MB each(50MB is not necessary the limit, wecan handle larger movies without anyproblems but the video may not showup smoothly). Always bring yourmovies on USB-stick, DVD or othersupport, and inform the technicians atthe Slide Centre the day before thepresentation.• MPG (MPEG), WMV or AVI are theonly acceptable video formats• When using videos in (Apple)QuickTime : convert them to MPG orAVI before inserting the video in yourpresentation. QuickTime (MOV, MP4)cannot be played in PowerPoint andthus are not accepted• Save the videos used in yourpresentation on your USB-stick CD orDVD (In case of problems we can reinsertthe original).HTML:• If you use hyperlinks to websites inyour presentations, please downloadthe website to your USB-stick CD orDVD. Try to avoid many differentfolders on the medium.Graphics:• Save the graphics or spreadsheets(Excel) used in your presentation onyour USB-stick CD or DVD (In case ofproblems we can re-insert the originalgraphics or spreadsheets).Fonts:• Try to avoid use of non StandardWindows fonts. If you are usingspecific, non Standard Windows fonts(or if you are using Apple fonts notknown on Standard Windows) then:include the fonts you have used onyour USB-stick CD or DVDApple:• Please give your filename anextension “.PPT”.• Check your presentation on aWindows (preferably Win7 withPowerPoint 2010 ) machine before youbring it to the Congress. This will avoida lot of stress at the Congress: you willnot have to fix things that are notworking after the conversion fromApple to Windows at the CongressAlways try the medium with your presentationon another PC before bringing it to theCongress. And as always make an extra copyof your USB stick or CD/DVD.NOTE (1)Example: create the folder "PRESENTATION"and copy the necessary files for thepresentation in it; then create the Power Pointpresentation including the films that were in the"presentation" folder. Finally save everything inthe "presentation" folder.36


SERVICES Europa International and Barbican CentreProcedures and ConditionsTo avoid surcharges for short-term orders (15%) and secure your furniture order, we kindly ask to payattention to the application deadlines mentioned on the order forms.Order forms as well as conditions for payment and orders are available on the following pages.Europa InternationalPlease visit the website www.europainternational.com for product viewing & ordering.If you prefer, a pdf order form is available next page.37


SIOP 2012 BARBICAN CENTRE 5-8TH OCTOBER 2012 DEADLINE 14 TH SEPT 2012FURNITURE - EUROSYSTEM ORDER FORM SECTION – ON HIREQTY REF COLOUR DESCRIPTION UNIT PRICE TOTALLATE ORDER / DELIVERY SURCHARGE (if applicable)Any orders received less than 14 days prior to the event will incur up Furniture £to a 15% late order surchargePlease state colour preference where applicable.VAT @ 20%You must insure against loss or damage 5 times hire cost*N.B: PAYMENT DUE 14 DAYS PRIOR TO DELIVERY* Sub Total £FLOORCOVERING:ON SALE - Minimum order £30.00QUALITY COLOUR / REF LENGTH BY WIDTH SQ. MTS UNIT PRICE TOTALPlease indicate laying surface: HALL FLOOR or CHIPBOARD or PLATFORM Carpet £PLEASE ENTER STAND SIZE: ……………… mts x …………..…… mts VAT @ 20%Laying Date: ……………………………..………………………. (Minimum Order £30.00) * Sub Total £* TOTAL OF FURNITURE & CARPET ORDERS £CompanyContact NameAddress……………………………………………………………..……………………………………………………………..……………………………………………………………..Please complete the following if you wish to pay by credit card:Please debit my Maestro, Delta, Amex, Mastercard or Visa* delete as appropriate………………………………………………………………………………………..………………………………………………………………………………………..……………………………………….Post Code…….. …………………………..Email address……………..……………………………………………………. ...Tel no. ……………………………………………….……………..………………Fax no. ……………………………………………... …………..….………….......Stand No………………..…………….…………...… Hall ……. ...………...….I have read and accepted the conditions of hire overleafSigned………………………………………………… Date …..…...………….Expiry dateSecurity * or/Issue no* Security no. is the last 3 digits on the back of your credit cardCardholders Name …………….…………………..………………Company Name………………..…………...…..………………….Bank details: HSBC Bank plc, 141 High St, Beckenham, Kent BR3 1BXSort code: 40-09-25 Account no. 31466844 Swift code:MIDLGB 22IBAN NO GB70MIDL40092531466844CHEQUES SHOULD BE MADE PAYABLE TO EUROPA INTERNATIONALAND DRAWN ON A U.K. CLEARING BANK.PLEASE INCLUDE YOUR PAYMENT IN FULL WITH THIS ORDER.VAT No 205 3716 90VAT is payable on all orders delivered within the UK


CONDITIONS OFHIRE1. Europa International herein after the company letfurnishings on hire only on the following terms andconditions and will not accept or be bound by otherconditions so far as they conflict with the following.2. The period of hire commences from the time ofdelivery to the person destination or site indicated onthe order form from the hirer or where ordered on thetelephone by the instructions of the person placing theorder. This shall continue until the furnishings(comprising of furniture, carpet and modular) areaccepted back by the company. RISK OF LOSS ORDAMAGE will be on the part of the hirer throughout theperiod of the hire until collected or delivered back toour premises.3. The hirer shall rent the furnishings at the rates quotedby the company or any subsequently increased rate inforce at the commencement of the hire period. Thecompany reserves the right at any time without noticeto increase charges (particularly where there is achange in the value of the pound sterling). The hirerundertakes to fully insure all furnishings for the hireperiod plus at least 3 days prior and 1 day after theconclusion of the event for a sum of not less than fivetimes the hire price.4. The hirer shall provide at the specified destination aduly authorised representative to accept thefurnishings and to give a written receipt. If the hirer failsto provide for this the company shall issue a deliverynote to the hirer as conclusive proof of time anddelivery by the company.5. The company rents furnishings in good order andcondition. The receipt signed by the representative ofthe hirer or in the absence of such a receipt thecompany’s delivery note shall be conclusive evidenceof such good order and condition unless at the time ofdelivery or within 24 hours the hirer shall notify anydefect to the company by telephone or faxwhereupon all responsible efforts will be made torectify the problem. The hirer undertakes to take careto avoid damage or theft of hired items and to take allreasonable steps to keep and return the furnishings tothe company in first class condition. If items of furnitureare broken, damaged or lost then the hirer is liable torepair or replacement costs as agreed betweenEuropa International and the hirer. NOTE: - We reservethe right to upgrade or change any item that is out ofstock.6. The company will endeavour to effect delivery of hiredfurnishings at the time indicated by the hirer but will notunder any circumstances be liable for any delay indelivery caused by circumstances beyond thecompany’s control. Liability for any delay in any casewill be limited to the refund of any hire charges alreadypaid by the hirer relating to periods of non-delivery orlate delivery.7. Instructions of the hirer (different from those on therequisition) cannot be carried out unless given inwriting to the company 7 days prior to action requiredand accepted by the company in writing. Thecompany shall not be liable for any failure to performits obligations under this Agreement due tocircumstances beyond the parties' reasonable controlincluding, but not limited to, acts of God, war,government regulations, disaster, disease, epidemics,quarantine restrictions, terrorist actions, strikes, civildisorders, curtailment of transportation facilities orother emergencies that make it illegal or impossible fora party to perform its obligations under this Agreement.At the discretion of the company a charge of not lessthan 25% may be made on all orders cancelled prior todelivery. For on-site cancellations where deliveredcorrectly NO refund will be issued.8. If the hirer fails to make available for collection thefurnishings at the end of the hire period the hirer shallbe liable to pay loss of hire charge at a pro-rata rateuntil such time as the furnishings are returned to thecompany or notifies the company by recordeddelivery of the loss of furnishings.9. The hirer will be expected to empty all lockable itemsof their property at the close of show. The companycan not be held responsible for goods left in said itemsand removed to effect collection.10. The furnishings shall remain the property of thecompany and the hirer shall at all times keep thefurnishings in their possession and free from any liencharge or other encumbrance whatsoever. Theperiod of hire shall cease forthwith in the event thatany winding up procedures (compulsory or voluntary)are commenced in respect of the hirers business or ifany receiver trustee or liquidator is appointed of thehirers business or of any substantial part of its assets.11. CARPETS & TILES. - All skirting to platforms must beremoved to allow carpet to be fitted over the edge.Extra cutting due to machines, stand building etc. plusany damage to carpets or tiles: - i.e. oil, ink, rippingetc. we reserve the right to charge. Fitting to design orwalls will be charged as extra. All carpets (not tiles) arelaid on an outright sale basis unless arrangedotherwise.No liability shall be attached to Europa Internationalfor:(1) Skirting which has to be removed for thepurpose of laying carpets.(2) Loss or damage however caused tocustomer’s own goods.(3) Any dilapidation for fixing to hall floors (weuse low tack tape, as specified).All carpets are charged by using full widths of carpet(normally 4 metres wide) in the most economicalmethod.12. Hire period is up to 7 days and thereafter asupplementary hire charge may be applied on a dailypro-rata basis. Prices include delivery and collectionwithin the UK where we are the appointed contractor.On international and other events there may be adelivery charge, subject to value, which we will informyou of before processing the order.13. Unless otherwise agreed all charges as per invoicesshall be paid 21 days prior to delivery.


SIOP 2012 BARBICAN CENTRE 5-8TH OCTOBER 2012 DEADLINE 14 TH SEPT 2012ADDITIONAL ELECTRICAL ORDER FORM SECTION – ON HIREQTY REF DESCRIPTION UNIT PRICE TOTALESM06-2A 2 Amp Socket (500w) £120.00ESM06-4A 4 Amp Socket (1000w) £145.00ESM06-8A 8 Amp Socket (2000w) £185.00ESM06-13A 13 Amp Socket (3000w) £245.00ESM04 1 x 50w Spotlight £50.00ESM04 2 x 50w Spotlights £90.00ESM04 3 x 50w Spotlights £125.00The power provided is based upon English240 Volt 3 pin supply – no adaptors areprovidedLATE ORDER SURCHARGEORDERS RECEIVED AFTER THE DEADLINE DATE ABOVE WILL INCUR A15% LATE ORDER SURCHARGEPlease state colour preference where applicable.You must insure against loss or damage 5 times hire cost*N.B: PAYMENT DUE 14 DAYS PRIOR TO DELIVERYElectrics £VAT @ 20%Total £CompanyContact NameInvoice Address……………………………………………………………..……………………………………………………………..……………………………………………………………..Please complete the following if you wish to pay by credit card:Please debit my Maestro, Delta, Amex, Mastercard or Visa……………………………………………………………………………………….……………………………………………………………………………………….………………………………. Post Code ………………………………...Email address………..…………………………………………………………….Tel no. ……………………………………………. ……………..…………...........Fax no. ………………………………………………………..….…………..........P.O No [if required]…..…………………………………………………………Expiry dateSecurity * or/Issue no* Security no. is the last 3 digits on the back of your credit cardCardholders Name. ………………………………..……………………………Company Name..…………...…..……………………………………………….Bank details: HSBC Bank plc, 141 High St, Beckenham, Kent BR3 1BXSort code: 40-09-25 Account no. 31466844 Swift code: MIDLGB 22Stand No…………….…………….…………...… Hall ...………...…………..I have read and accepted the conditions of hire overleafSigned…………..…………………………………...Date………………..IBAN NO GB70MIDL40092531466844CHEQUES SHOULD BE MADE PAYABLE TO EUROPA INTERNATIONALAND DRAWN ON A U.K. CLEARING BANK.PLEASE INCLUDE YOUR PAYMENT IN FULL WITH THIS ORDER.UK VAT No.205 3716 90


CONDITIONSOF HIRE1. Europa International herein after the company letfurnishings on hire only on the following terms andconditions and will not accept or be bound by otherconditions so far as they conflict with the following.2. The period of hire commences from the time ofdelivery to the person destination or site indicated onthe order form from the hirer or where ordered on thetelephone by the instructions of the person placing theorder. This shall continue until the furnishings(comprising of furniture, carpet and modular) areaccepted back by the company. RISK OF LOSS ORDAMAGE will be on the part of the hirer throughout theperiod of the hire until collected or delivered back toour premises.3. The hirer shall rent the furnishings at the rates quotedby the company or any subsequently increased rate inforce at the commencement of the hire period. Thecompany reserves the right at any time without noticeto increase charges (particularly where there is achange in the value of the pound sterling). The hirerundertakes to fully insure all furnishings for the hireperiod plus at least 3 days prior and 1 day after theconclusion of the event for a sum of not less than fivetimes the hire price.4. The hirer shall provide at the specified destination aduly authorised representative to accept thefurnishings and to give a written receipt. If the hirer failsto provide for this the company shall issue a deliverynote to the hirer as conclusive proof of time anddelivery by the company.5. The company rents furnishings in good order andcondition. The receipt signed by the representative ofthe hirer or in the absence of such a receipt thecompany’s delivery note shall be conclusive evidenceof such good order and condition unless at the time ofdelivery or within 24 hours the hirer shall notify anydefect to the company by telephone or faxwhereupon all responsible efforts will be made torectify the problem. The hirer undertakes to take careto avoid damage or theft of hired items and to take allreasonable steps to keep and return the furnishings tothe company in first class condition. If items of furnitureare broken, damaged or lost then the hirer is liable torepair or replacement costs as agreed betweenEuropa International and the hirer. NOTE: - We reservethe right to upgrade or change any item that is out ofstock.6. The company will endeavour to effect delivery of hiredfurnishings at the time indicated by the hirer but will notunder any circumstances be liable for any delay indelivery caused by circumstances beyond thecompany’s control. Liability for any delay in any casewill be limited to the refund of any hire charges alreadypaid by the hirer relating to periods of non-delivery orlate delivery.7. Instructions of the hirer (different from those on therequisition) cannot be carried out unless given inwriting to the company 7 days prior to action requiredand accepted by the company in writing. At thediscretion of the company a charge of not less than25% may be made on all orders cancelled prior todelivery. For on-site cancellations where deliveredcorrectly NO refund will be issued.8. If the hirer fails to make available for collection thefurnishings at the end of the hire period the hirer shallbe liable to pay loss of hire charge at a pro-rata rateuntil such time as the furnishings are returned to thecompany or notifies the company by recordeddelivery of the loss of furnishings.9. The hirer will be expected to empty all lockable itemsof their property at the close of show. The companycan not be held responsible for goods left in said itemsand removed to effect collection.10. The furnishings shall remain the property of thecompany and the hirer shall at all times keep thefurnishings in their possession and free from any liencharge or other encumbrance whatsoever. Theperiod of hire shall cease forthwith in the event thatany winding up procedures (compulsory or voluntary)are commenced in respect of the hirers business or ifany receiver trustee or liquidator is appointed of thehirers business or of any substantial part of its assets.11. CARPETS & TILES. - All skirting to platforms must beremoved to allow carpet to be fitted over the edge.Extra cutting due to machines, stand building etc. plusany damage to carpets or tiles: - i.e. oil, ink, rippingetc. we reserve the right to charge. Fitting to design orwalls will be charged as extra. All carpets (not tiles) arelaid on an outright sale basis unless arrangedotherwise.No liability shall be attached to Europa Internationalfor:(1) Skirting which has to be removed for thepurpose of laying carpets.(2) Loss or damage however caused tocustomer’s own goods.(3) Any dilapidation for fixing to hall floors (weuse low tack tape, as specified).All carpets are charged by using full widths of carpet(normally 4 metres wide) in the most economicalmethod.12. Hire period is up to 7 days thereafter a supplementaryhire charge on a daily pro-rata basis. Prices includedelivery and collection where we are the appointedcontractor. In other events there may be a deliverycharge, subject to value, we will inform you of thisbefore processing the order.13. Unless otherwise agreed all charges as per invoicesshall be paid 21 days prior to delivery.

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