Exhibitors Manual

EXHIBITOR AND SPONSOR MANUAL

Exhibitor and Sponsor Manual

12th World Sterilization Congress | 7th National Symposium of Sterilization

12-15 October 2011, Estoril Congress Center, Portugal

Exhibitor and Sponsor Manual 2/19

TABLE OF CONTENTS

INTRODUCTION 3

IMPORTANT CONTACTS 4

GENERAL INFORMATION 5

TECHNICAL INFORMATION 8

SECURITY 11

EXHIBITION SERVICES 12

FURNITURE ORDER LIST 15

ATTACHMENT 1 19





INTRODUCTION

Dear Exhibitor,

We would like to thank you for your interest in participating in the Exhibition at the 12th World

Sterilization Congress taking place at the same time as the 7th National Symposium of Sterilization in

Estoril from 12 to 15 October 2011.

The Estoril Coast region is situated only 30 kilometers from the city centre of Lisbon and includes

emblematic places like Cascais and the UNESCO world heritage site, Sintra. For more information on

the Estoril area, please see the congress website or the official tourist office website

(www.visitestoril.com).

Herewith we present you the exhibition and Sponsor manual where you find technical and

organizational information to assist you with the exhibition preparations.

We kindly ask you to review the entire Manual, it includes all necessary forms and documents you

needed to prepare a successful exhibition.

We look forward to welcoming you in Estoril.

12th

World Sterilization Congress Secretariat





IMPORTANT CONTACTS

Leading has been appointed as the official PCO (Professional Congress Organizer) and looks forward

to delivering an inspiring event in the beautiful Estoril area.

Leading will be managing the entire logistics, onsite delegate Registration, Accommodation

management, Transportation management, AV management, Social Events management, Exhibition

management, Sponsorship management, Graphic design and production.

Leading is member of the following industry associations:

Congress Secretariat & Exhibition Management

Leading Congress & Association Management

Largo da Lagoa n. 15 f

2795-116 Linda-a-Velha

Tel.: +351 21 771 26 35

Fax: +351 21 771 26 39

E-mail: [email protected]

Congress Location

Estoril Congress Center

Avenida Amaral

2765-192 Estoril

Portugal

N 38º42’25.00

W 9º23’46.00





GENERAL INFORMATION

Airport Information

Lisboa International Airport, is located 7 km from downtown Lisboa and 30 km from Estoril (highway). The

airport is served with daily flights to and from all major European cities as well as transatlantic destinations.

The Portuguese national airlines are TAP Portugal and PGA.

Approximate flight times to Lisboa:

• London: 3 hours 10 minutes;

• Amsterdam: 2 hours 45 minutes;

• Frankfurt : 3 hours;

• New York: 6 hours 45 minutes

• Toronto: 9 hours 30 minutes

and from Sydney: 22 hours 30 minutes

Passport and Visa

A valid passport (or identity card for European Community nationals) is required. Visas are not necessary for

citizens of member states of the European Union, the U.S.A., Canada and many other countries. Please

contact your local Portuguese Embassy, Consulate or your Travel Agency for further information. Please also

see the web page www.sef.pt

Public Transport

An extensive network of 90 bus routes covers the entire city of Lisbon and its surroundings.

The Aerobus (91) takes you from the airport to Cais do Sodré. From here there is a commuter train service to

Estoril (daytime every 15 minutes).

Lisbon Metro Plan





Vaccinations & Health

Generally no vaccinations are necessary to visit Portugal. EU citizens can obtain a refund of most medical

costs by using the form E111, which are available at Post Offices, Health or Social Security offices in your

country.

Emergency Phone Number: 112

(Automatic connection to fire, police and ambulance departments).

First Aid

A fully equipped First Aid Room is located in the congress centre. Should you need assistance please contact

the Exhibition Manager.

Climate and clothing

The climate in Lisboa & Estoril Coast is temperate, offering the best of both Atlantic and Mediterranean Sea

breezes all year round. October is usually still a month with pleasant temperatures. A jacket is recommended

for evening use.

Currency and Exchange Rate

As a member of the European Monetary System, the € (euro) is the Portuguese monetary unit.

Credit cards are accepted in most restaurants and shops, the most widely used being Visa, MasterCard,

American Express and Diners Club.

Current exchange rates can be found at www.x-rates.com.

Please note that there is no ATM machine in the Estoril Congress Center, but there are several machines

available within walking distance.

Business Hours

Banks are open from 8:30 to 15:00 from Monday to Friday. The bank at the Lisbon airport is open 24 hours a

day 7 days a week.

Shops are usually open from 9:00 to 13:00 and from 15:00 to 19:00 on weekdays; shops close at 13:00 on

Saturdays.

There are also several shopping centres, which are usually open every day until 22:00/24h00.

Most Restaurants open for lunch from noon to 15:00 and for dinner from 19:00 to 21:00.

Pharmacies work from 9:00 to 13:00 and from 15:00 to 19:00 on weekdays and from 9:00 to 13:00 on

Saturdays. Outside these opening hours, there’s always one nearby pharmacy on service until 22:00.

Electricity

The local current is 220 AC and the connection is made by a two-pin plug.

Travellers from the USA will require a voltage converter.

Travellers from the UK will require a plug adapter and this is best bought in the UK, as they can be difficult to

find.





VAT

Value added tax (I.V.A. in Portuguese) is included in prices quoted in restaurants for ex. For non-EU

residents, tax-free shopping schemes are available at many shops.

Tipping

Tipping is always optional, but adding 10% to the bill is regular practise in taxis, restaurants and bars.

Accommodation

Leading is the official Congress PCO, in charge of all aspects related to accommodation and social

programme. Please let us know if you are planning to organise a special event during the congress.

Leading

Largo da Lagoa, 15 F

2795-116 Linda-a-Velha

Lisboa - Portugal

Hélia Correia: [email protected]

Cláudia Pacifico: Clá[email protected]

Welcome Reception

An informal welcome reception will be offered to welcome Congress delegates on the 12 October after

opening of the registration. This cocktail will take place in the exhibition area from 19H00 to 21H00.

Parking

Cars may park in the CCE’s underground garage. Parking is payable according to published cost/hour. The

maximum cost per day is 6 €.





TECHNICAL INFORMATION

An Exhibitor Desk will be located in the exhibition area to assist you with all services requested

via the Order Forms (see attached to this manual). Upon arrival exhibitors are kindly

requested to contact the Exhibition Desk to collect the passes for their staff, to be used during

the set up and dismantling process, and to receive further information.

The opening hours of Secretariat and Exhibition Desk will be as follows:

Secretariat & Exhibition Desk Schedule

11 October 2011 Exhibition Desk 08H00 – 19H00

12 October 2011 Exhibition Desk 08H00 – 19H00

12 October 2011 Secretariat 14H00 – 19H00




Exhibition Opening Hours

12 October 2011 Exhibition Official Opening 19H00 – 21H00

13 October 2011 Exhibition Open 09H00 – 18H00



*The Exhibition will take place on Ground Floor 1

Set up and dismantling Schedule

11 October 2011 Exhibition Set Up 08H00 - 20H00

12 October 2011 Exhibition Set Up

stand inspection

Stand cleaning

Exhibition Official Opening

08H00 – 16H00

16H00 – 17H00

17H00 - 18H00

19H00 – 20H00

15 October 2011 Dismantling 13H00 – 20H00

Please note that no dismantling or packing may begin prior to the official closing time of the Congress on 15

October, 2011 at 13H00.





Unloading of exhibition materials

• The entry of any vehicles in the exhibition area is expressively forbidden.

• The CCE offers a specific quay of loading/removal, which allows access for vehicles with maximum

height of 3m.

• Once loading/removal is over, the vehicles should leave the quay immediately.

• Access to the exhibition area is forcibly executed through 2 elevators (see attachment 1) located at

the loading/removal quay or through the door for loading /removal located at the first floor, near

the large Hall/Room A.

Technical Specifications

The following technical specifications are of importance for the usage of your exhibition space, stand

construction and the structure of the CCE:

• All Standard booths are 2,5 meters high. Custom made exhibition stands cannot exceed 3 meters.

Any exceptions from this rule will be evaluated individually.

• All custom made stand plans have to be submitted for the Congress Centre approval. Each stand

contractor must provide full details of their stand design to the Exhibition Manager by 29 August

2011.

Usage of exhibit space

• At the exhibition area, a distance of 70 cm shall be left between the stands and the lateral walls, to

allow access to fire doors and opening of the control panels, wherever they exist.

• If a carpet is used, it should be fixed to the floor by means of a double-faced ecological strip (the CCE

provides appropriate strip for sale). The use of impact or contact glues is totally forbidden.

• In the exhibition areas it is not allowed to set-up any stands using construction or decoration

materials composed of products such as cement, sand, plaster, parget, tile, brick or other similar

materials. Nor is the use of equipments to cut, plum, rub and pistol-paint allowed.

• The electric and/or necessary appliances should be silent or isolated in order not to disturb other

exhibitors or other areas of CCE.

• During the days of set up and dismantling and, in general, during the days of the event, it is

forbidden to set-up any materials in the areas assigned to other exhibitors or in the public areas,

which shall remain available for circulation of people and materials.

• It is not allowed to fix any posters, stickers or similar materials on walls, ceiling, floor or columns at

the CCE’ premises without the previous written consent of this entity.

• At all times, the layout of the premises shall be respected, and no material belonging to premises

shall be added or removed.

• The exhibitor accepts as sufficient and suitable the existing identification and orientation signage

items at the CCE, in particular in concerning the general floor plans, identification signage. It is not

allowed change or add any items without previous consent from the CCE.





• Once the event in the assigned areas is over, the exhibitor shall return the assigned areas to the CCE

in exactly the same conditions they were on the date of agreement.

• If the assigned areas are not returned in the initial conditions, the CCE will carry out the necessary

works charging all expenses associated with these to the user.

Exhibitor Contact Person

Each Exhibitor must appoint one contact person, with authorization to sign service contracts necessary for

the installation and removal of the stand and the provision of services, for which the Exhibitor will be

responsible.

Floor loading

The maximum authorized weight within the exhibition area is 700 kg/m2

Electricity

Within the exhibition areas there are electrical sockets on the floor with 230 volt/16 Amp.

Socket outlet fort a maximum of 63 Amp. is avaliable usage of this sockets must be requested in advance.

Water

Connection points for water/dewatering are available within the exhibition areas. Usage must be requested

in advance and the corresponding connection is under the responsibility of the user.

Floor Plan

The Exhibition Manager and the Congress Centre reserve the right to amend the floor plan and/or relocate

any stand should it be considered necessary.

Accounts

Please note that exhibitors will not be allowed to access the exhibition area unless all payments are settled

as per contract signed.





SECURITY

Security

• Exhibitors will assure that emergency exits will be kept available and free from

obstacles and to respect the areas used for circulation and their corresponding users.

• Access to CCE’s emergency means and equipment, as well as to those used by external

emergency services, shall not – by any means– be obstructed.

• No flammable, toxic or dangerous materials may be introduced, in any case

whatsoever, in the premises of CCE.

• The exhibitor allows control of implementation and adaption of security measures

issued by the Cascais’ City Hall or the CCE’ Board of Directors, in events which such

measures are implemented.

• The exhibitor shall respect and guarantee that subcontracted suppliers – assemblers,

decorators, audiovisual providers, hostesses or others – involved in the set

up/dismantling of the stand, full respect of national laws and regulations concerning

security and hygiene at work. The exhibitor will be held responsible for any damages or

losses that may arise from any situations in which he (or his subcontracted suppliers) is

involved and that arise due to poor safe keeping, careless action or neglect, thus

exempting the CCE from any responsibility in such cases.

• The CCE only assures the building’ general security services. It is compulsory for

exhibitors to communicate in advance to the Exhibition manager any event planned to

take place within the assigned areas that may risk the general security, hygiene or

convenience, thus requiring any extra monitoring or security measures to be organized

by the CCE’ services.

• The costs and charges associated to these extra security measures required for any

event referred to in previous paragraph, will be charged to the exhibitors according to

the published fees.





EXHIBITION SERVICES

Introduction

Below you will find some important details on the exhibition services offered to ensure an orderly and

efficient operation of the overall exhibition. The corresponding order forms are provided separately.

Placing Orders

All order forms should reach Leading before the deadline mentioned on the appropriate form.

Orders received later or on site may cause considerable delay in set up procedures. Furthermore,

prices mentioned in this exhibition manual and on the forms cannot be guaranteed and surcharges

may be applicable.

Payment

Services orders will not be processed without the corresponding payment. By signing the payment

form, the exhibitor guarantees the payment of all costs related to the services ordered.

Standard Booth (9m2)

The basic standard booth package is available at a price of 450 € plus VAT per 9 square meter. (See picture 1)

Exhibitors who choose a standard size booth will be provided with the following:

• Standard wall divisions (1m wide x 2,5 m high) of white plastic coated panels with aluminium frame.

• General Lightning

• Booth identification signage

• Standard carpet of 3mx3m – grey or blue according with booth location

• Electrical consumption and daily cleaning

• One table with two chairs - Set of round table and 2 chairs - CJ201 – See page 15





Picture 1 – Standard Booth

Stand Furniture and Decoration – Order Form II

Please see page 15 to see the Furniture list available.

If you wish to order furniture items not included in the list please contact Leading.

Exhibitor Badges

• All staff/company representatives are required to wear exhibitor’s badges to be granted

access to the exhibition area.

• Each exhibitor receive 01(one) exhibitor badge free of charge per 9sqm

• Additional badges, besides the ones included in the exhibition space, can be provided at tge

cost of 200 € per badge. In order to purchase additional badges, please fill out the online

registration form available on the congress website. Extra exhibitor badges purchased in

advance must be paid until 7 October. After 7 October exhibitor badges can only be

purchased on site at the cost of 500 € each.

• Only the name of the company exhibiting, the representative and the country will appear

on the badge.

• Exhibitor’s badges do not allow entrance to the scientific sessions.





Catering – Order Form III

Exhibitors are not authorized to offer any type of catering at the stands, except if such an agreement

was made in advance with the Exhibition manager/CCE.

Exhibitors who would like to order catering, are welcome to complete the Catering Order Form and

return to the Exhibition Manager at Leading.

Stand Cleaning - order form IV

Cleaning is not included in the cost of exhibition space for exhibitors with their own stand. To order cleaning,

please fill out the enclosed Cleaning Order Form.

Please note that the standard size booth includes daily cleaning. Please place your garbage bins in the rear

aisles each evening.

Technical Services and Equipment– Order form IV

The CCE offers rental service of equipment for example electric stackers and pallet loaders. The Raising

platform (16m) must be requested al least 5 days before the event .Rental of equipment will be charged

according to the published rental fees.

Telecommunication – Order form IV

If you wish to order a fax, telephone and internet line please use order form IV.

Audiovisual Equipment – Order form IV

Audiovisual equipment such as plasma screens and computers etc can only be ordered through Leading.

Please see order form IV.

Parking – Order form V

Exterior parking space is available (paid).

The CCE underground parking has a capacity for 190 vehicles. Parking space can be booked using order form

V.

Hostesses - Order Form V

We have experience and professional, friendly and multilingual staff available to assist at your stand or at

any special events you plan to organise.





FURNITURE ORDER LIST High Bar Table “Disco” - Ref.

M305 –

Low Round Table “Tulipa” –

M101

Low Square Table “Estoril” –

M301

H:110 – Ø60

H:70 – Ø60

H:40 – 100 x100

Round table - M201 Chair – CD202 Set of round table and 2 chairs

- CJ201

H: 71 - Ø60

H: 71 - Ø60

Bar Stool “Disco” – Ref.

BC305.1

Set of low round table and three stools – Ref. CJ007

Ø60





Swivel Lounge Chair “Pop”

– Ref. CD310.6

Lounge Chair – Ref. SF304 Sofa 2 seats - Ref. SF305

H: 70 – Ø90

Set of three armless chairs + low

round table – Ref.CJ002.1

High Vitrine “Cascais” – Ref.

VT002.6

Low Glass Vitrine “Nazaré” –

Ref. VT006.1

H:180 - 60x60

H:90 - 130x50

Modular glass Vitrine – Ref.

VT011

Waste basket – Ref. AC003.6 Tombola – Ref. AC007

H:140 - 120x40





Leaflet display – Ref. AC037 Coat hangers – Ref. AC008 Floor lamp - Ref. AC021

Counter/desk– Ref. MV008.9 Exhibition display shelves – Ref.

AC033

Poster board – AC015

H:109 - 125x45

FL017- Single Plant FL011- Single Plant FL010- Single Plant





FL019– Single Plant FL020 – Rectangular Plant Pot FL004-Rectangularplant pot

with back drop – 250 cm





ATTACHMENT 1

Exhibitors Manual

Documents

sponsor manual exhibitor

congress website

portugal exhibitor

entire manual

estoril portugal n

estoril highway

accommodation management

transportation management