Exhibitor Manual

1. CONTACTS

2. GENERAL INFORMATION

   1. Accommodation
   2. Animals
   3. ATM, banks, currency and credit cards
   4. Build-up, opening and breakdown timings
   5. Catering services
   6. Children
   7. Cloakroom
   8. Disabled facilities
   9. Exhibition desk
   10. Exhibitor badges
   11. First Aid/emergency
   12. Hospitality functions
   13. Insurance
   14. Industrial Relations
   15. Internet access/W-LAN
   16. Meeting programme
   17. Post Office and shopping
   18. Public telephones
   19. Registration
   20. Security
   21. Signage
   22. Smoking policy
   23. Travelling to Geneva Palexpo
   24. VAT
   25. Venue

3. FREIGHT FORWARDING/ON-SITE HANDLING

   1. Freight forwarding, access
   2. Contractor passes
   3. Customs, customs documentation
   4. On-site handling, storage and return transportation
      

4. BOOTH SPECIFICATION

   1. Shell scheme specification
   2. Space only booths
   3. Damage to exhibition buildings, fixtures and fittings
   4. Safety of exhibits and displays
   5. Special/hazardous displays
   6. Fire precautions
   7. Oily/dirty exhibits

5. BOOTH FITTINGS AND SERVICES

   1. Audio-visual equipment and computer hire
   2. Electrical supply
   3. Temporary staff
   4. Cleaning/Waste
   5. Water, gas and compressed air
   6. Flooring and floorloading
   7. Furniture
   8. Plant/floral hire
   9. Bar Code Lead Retrieval Technology 

6. TERMS AND CONDITIONS/GUIDELINES FOR EXHIBITORS

   1. GENEVA PALEXPO Terms and Conditions/Guidelines for Exhibitors
   2. EACTS Terms and Conditions for Exhibitors

7. PROMOTIONAL ACTIVITIES

   1. Final Programme - advertising and editorial entries
   2. Advertising - on-line catalogue
   3. Advertising - LCD screen network
   4. Advertising - EACTS daily news
   5. Delegate bag inserts
   6. Exhibition visitors
   7. Exhibitor hand-outs/gifts

8. ORDER FORMS AND DEADLINE DATES

1. CONTACTS/OFFICIAL CONTRACTORS

The following agencies have been officially appointed by EACTS to provide exhibition services at this year's Annual Meeting.  Exhibitors are reminded that ONLY these agencies have been granted exclusivity to provide the services indicated.  Approaches from other organisations offering logistical services on an 'official' basis should therefore be treated with caution.  For further information/clarification in this regard, please contact the EACTS Executive Secretariat.

Booth Sales & Invoicing, Satellite Symposia & Sponsorship Items
EACTS EXECUTIVE SECRETARIAT
3 Park Street, Windsor
Berkshire SL4 1LU, UK
Tel: +44 (0)1753 832166
Fax: +44 (0)1753 620407
Email: info@eacts.co.uk
Website: www.eacts.org

Housing & Optional Tours/Social Events
KUONI TRAVEL LTD DESTINATION MANAGEMENT
Geneva Business Center
Avenue des Morgines 12
CH-1213 Petit -Lancy, Switzerland
Phone: +41 22 908 18 55
Fax: +41 22 908 18 35
Email: congress.gva@kuoni.ch
Website: www.kuoni-dmc.com

On-Site Handling
EUROPEAN INTERNATIONAL (FAIRS) LTD
Units 6&10, Skitts Manor Farm, Moor Lane
Marsh Green, Edenbridge, Kent TN8 5RA, UK
Mobile: and EU +44 (0) 7730 435 411
Mobile: North America +1 702 366 3417
Skype: European_jc
Tel: +44 1732 860331; Cell UK/EU: +44 (0)7730 435 411; North America +1 702 366 3417
Fax: +44 1732 860331
Email: jim.callaghan@european-intl.com
Contact: Jim Callaghan

Site Information, Stand Construction, Electricity, Carpeting, Furniture, Telephone/Fax/ISDN Installation, Audio Visual Equipment Hire, Cleaning, Waste
GENEVA PALEXPO
Exhibitors' Contact
Alice Saint-Clair
Tel: +41 22 761 1127
Fax: +41 22 798 0143
Email: alice.saint-clair@geneva-palexpo.ch / exhibitorscontact@geneva-palexpo.ch /
Website: http://www.geneva-palexpo.ch

Catering
EXPOGOURMET SA
PO Box 109
CH-1218 Grand-Saconnex / Geneva
Tel: +41 22 761 1568
Fax: +41 22 798 9928
Email: info@expogourmet.ch
Website: www.expogourmet.ch

Floral Hire
GREEN ME 5
Guillaume Gicquiau
10, chemin Vert
1234 Vessy
Switzerland
Tel. :+41 79 798 72 12
Fax: +41 86 079 798 72 12
e-mail:  greenme5@hotmail.com  /  info@greenme5.ch

Temporary Staff Hire
KTNM CONCEPTS SARL
Katrin D Niehaus, Directrice artistique
Rue des Glacis-de-Rive 21
CH - 1207 Geneva
Tel: +41 22 787 0577
Fax: + 41 22 787 0578
Email: info@ktnm.com

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2. GENERAL INFORMATION

2a. ACCOMMODATION
Exhibitors wishing to book accommodation should contact Kuoni who are responsible for managing all such bookings for the 24th EACTS Annual Meeting.

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2b. ANIMALS
It is strictly forbidden to bring animals into the exhibition hall without prior authorisation from the Organisers.

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2c. ATM, BANKS, CURRENCY AND CREDIT CARDS
Cash dispenser (CHF and Euro) + change machine (many currencies) in front of the venue, near door E10, accepting various credit cards.

Official opening hours of banks in Geneva are generally from 0830-1630, Monday to Friday, sometimes with a break for lunch. Some city and tourist resort banks also open on Saturday, often 0900–1600.

The currency in Switzerland is the Swiss Franc (CHF). Average rate: 1 Euro = CHF 1.43. It is possible to change foreign currency into CHF at the airport, the train stations and in the main city hotels. Most hotels, restaurants and shops accept internationally valid credit cards.

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2d. BUILD UP, OPENING AND BREAKDOWN TIMINGS
Build-Up
Space only exhibitors

Shell scheme exhibitors

All booths MUST be complete and ready for inspection by 15.00 hrs on Sunday 12 September 2010. Exhibitors requiring additional build-up time should contact the EACTS Executive Secretariat. E-mail: info@eacts.co.uk

Exhibition Opening

Booths must be open for viewing and staffed during these hours. Build up/dismantling will not be permitted during the times listed above.

Breakdown

Exhibitors are not permitted to remove exhibits or commence dismantling booths before 12.00 on Wednesday 15 September 2010.

All exhibits, boothfitting and display materials must be removed by 22.00 on Wednesday 15 September 2010, unless additional time has been approved in advance by the Organisers. Exhibitors will be charged for unauthorised use of additional time and for the disposal of any materials remaining in the halls after this time including any consequent venue hire costs.

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2e. CATERING SERVICES
Booth Catering: Booth catering is available during build-up, breakdown and the opening hours of the exhibition. If you wish to order catering on your booth, please see the below catering order forms and return them to ExpoGourmet.

Catering Information/Cocktail Service

Catering - Le Shop On Stand Delivery

Build-up and Breakdown: Coffee, tea, refreshments, light snacks and sandwiches during build-up and breakdown will be available on a cash-only basis from the public catering outlets within the venue.

Delegate Catering: Delegate refreshments will be served in the exhibition hall at official appointed breaks in the programme. Lunch is not included in the registration fee for delegates, however sandwiches, light snacks and refreshments can be purchased within the Exhibition hall during the Meeting.

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2f. CHILDREN
It is strictly forbidden to bring children into the Exhibition hall at any time.  Neither the Geneva Palexpo nor the Organisers have adequate insurance cover to protect children whilst in the Exhibition Hall or conference areas.

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2g. CLOAKROOM
A manned cloakroom will be open throughout the opening hours of the Annual Meeting. Items may be left at a nominal charge of CHF 3 (approx €2) per item, per day.

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2h. DISABLED FACILITIES
Exhibitors with any special needs who require details regarding the facilities available within the Centre should contact the Organisers.

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2i. EXHIBITION DESK
The Organisers will provide an Exhibitors Enquiries Desk, situated at the entrance to the Exhibition Hall, during build-up, breakdown and exhibition opening hours.

All exhibition enquiries should be directed to this Desk. Messages for exhibitors may also be left at the Desk.

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2j. EXHIBITOR BADGES
For security reasons, Booth personnel must wear their name badges at all times.  Please complete the relevant section of your Exhibitor User Area HERE with the names of the personnel for whom you require badges.  The deadline for providing this information is Monday 30 August 2010.  After this date, no changes will be accepted.  Badges will not be mailed in advance. They should be collected from the Exhibition Desk upon arrival.

The number of free exhibitor badges per company varies according to booth size, please refer to the table below for details.  Booth personnel badges permit access to the exhibition only.  Any additional badges will be charged at €80 + VAT:

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2k. FIRST AID/EMERGENCY
A qualified first aider will be available within the Congress Centre during the Meeting opening hours and can be reached on tel. number 022 761 1318. Should you require assistance out of these times, please contact the registration desk or any uniformed member of the Meeting staff.  The nearest pharmacy – Sun Store - is located in the Geneva Airport railway station and is open daily from 08.00-20.00.

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2l. HOSPITALITY FUNCTIONS
The Organisers request that they be notified of any hospitality functions that exhibitors may be organising for delegates and their guests during the Meeting.  The Organisers will maintain a master schedule of such events in order to be able to answer delegate queries effectively.

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2m. INSURANCE
Exhibitors are reminded of the requirements for Public Liability and insurance of exhibits.  The exhibitor shall provide, at the request of the Organisers, satisfactory evidence that adequate insurance is in force.  Exhibitors are responsible for insuring against liability incurred in respect of injury or damage to property belonging to third parties.  Fire insurance is compulsory at Geneva Palexpo and can be taken out either with own insurance company or through the venue.  In addition to this, they should protect their expenditure against abandonment and cancellation or curtailment of the event.

Exhibitors requiring booth insurance should complete and return the appropriate order forms in the e-cat NO LATER THAN 10 AUGUST 2010.

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2n. INDUSTRIAL RELATIONS
It is recommended that all exhibitors, their contractors and sub-contractors within the exhibition halls conduct their industrial relations in accordance with good practice.  Any person carrying out work contrary to the requirements of Geneva Palexpo and the regulations of other competent local authorities will be required to stop work immediately and may be directed to leave the exhibition hall and the Centre.

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2o. INTERNET ACCESS/W-LAN
Geneva Palexpo has its own HOTSPOT available to exhibitors and visitors, which can be accessed by users in possession of a compatible WiFi computer with the following configurations:

- Windows 2000, XP, Vista, or Seven
- Wifi fittings or PCMCIA card in conformity with the IEEE 802.11 b/g standard
- Internet Explorer navigator from version 4.67 or Netscape Communicator from version 5.5

Windows 2000, XP, Vista, or SevenPayment either by credit card or with WiFi access cards, available from the Geneva Palexpo Exhibitors’ Contact, from CHF 20 for one-hour access over 24 hours to CHF 130 for a 3-day access card.
Exhibitors wanting to use Internet for professional purposes (demos, etc.) are encouraged to order a cabled Internet access via the e-cat

If you wish to order Internet access on your booth, please complete the relevant form(s) within the e-cat NO LATER THAN 10 AUGUST 2010.  Please ensure that you and your contractors adhere to the Geneva Palexpo general conditions for Internet Access and the regulations for the use of wireless LAN within the Geneva Palexpo perimeter:

http://www.geneva-palexpo.ch/resources/EN_10_Acces_Internet_Conditions.pdf

and

http://www.geneva-palexpo.ch/resources/Regulations_for_the_use_of_Wireless_LAN_facilities_at_GP.pdf

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2p. 24th ANNUAL MEETING SCIENTIFIC PROGRAMME
For full details regarding the programme, including registration information, click HERE

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2q. POST OFFICE AND SHOPPING
There is a Post Office at the airport (far end of the arrival level).  Cards and stamps can be bought from the news stands in the train station.

Shops are generally open from 0900-1900 Monday to Friday, with Saturday hours being limited to 0900-1700.  A limited number of shops at the airport and in the train stations are open on Sundays. Some shops close on Mondays, while others may open a little later on Monday mornings. 

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2r. PUBLIC TELEPHONES
Public Telephones are located in front of the venue (doors E6/E5) and in the Congress Centre, foyer ABC, bottom right of the ramp.

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2s. REGISTRATION
Exhibitors will not be permitted entry to the Meeting sessions unless they register as delegates. Exhibiting companies are entitled to receive the following number of complimentary registrations as part of their booth package:

Registration of Booth Personnel
Booth personnel are requested to report to the Exhibition Desk upon arrival to collect an exhibitor pack.  Each pack will contain:

• Welcome Letter
• Security badges for booth personnel
• Final programme
• Abstracts supplement
• Programme-at-a-glance

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2t. SECURITY
For security reasons, identification badges supplied to personnel must be worn at all times. There will be no admission whatsoever to unauthorised personnel. General security will be provided during Meeting opening hours, however, we strongly recommend that items of value are locked away when the exhibition is closed.  Exhibitors wishing to book additional overnight guards for their booths should complete and return the Security Booking Form and return it to PROTECTAS, the selected Security agency NO LATER THAN 10 AUGUST 2010.

The Organisers reserve the right to expel any person whose behaviour or clothing is considered incompatible with the Event’s image or who refuses to comply with local safety regulations.

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2u. SIGNAGE
Directional signage for both the scientific sessions and the exhibition will be provided by the Organisers.  Exhibitors are strictly prohibited from erecting their own signage or posters anywhere within the exhibition halls and the meeting areas, other than on their own booths.  All signage within booth areas must be approved by the Organisers in advance.

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2v. SMOKING POLICY
Smoking is strictly prohibited anywhere within the venue.

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2w. TRAVELLING TO GENEVA PALEXPO
By air:
Geneva Palexpo is just a few hundred yards from the airport terminals and 10 minutes journey from the city centre (3.5km). It is also perfectly situated for both rail and road users as it is serviced by both an international railway station and Geneva airport’s motorway.
Refer to: http://www.geneva-palexpo.ch/en/Palexpo/Acces/index.php for a location
and access map.

Swiss International Air Lines is the official carrier for the 24th EACTS Annual Meeting and is offering special congress fares to all participants. For further information regarding this offer please click here.

By public transport:

• from  the airport as well as from Geneva city centre, downtown Cornavin train station and inernational organisations: bus 5 (every 10 minutes)
• from international organisations and the lake or Meyrin: bus 28 (every 20 minutes)
• by train : downtown Cornavin station to Geneva Airport train station

By car:
Both the Congress Centre and the Airport are located just off the A40 Autoroute (Lausanne-Geneva Airport). Full travel itinerary details, including a pdf access map, are available via the following link http://www.gva.ch/en/Desktopdefault.aspx/tabid-59/

By taxi:
Fares between the airport and city range from about CHF 30 to CHF 35 (€19-22) and depending on traffic conditions, time of day and number of passengers. Presently, the fare within Geneva, including airport, is the amount shown on the taximeter. The driver will request a small extra charge for luggage. Tip and VAT are included. Basic charge: CHF 6.30 (€4) + kilometre CHF 3.20 (€2).

Taxi companies available at the airport:
Coopérative Taxis 202, +41 22 3 202 202, www.taxis.ch
Taxi-Phone Centrale SA Genève, +41 22 33 141 33, www.taxi-phone.ch
Ambassador Limousine, +41 22 731 92 70, www.ambassador-limousine.com

Geneva Public Transport Pass
Every visitor to Geneva is entitled to receive a free Geneva Transport Card upon check-in at their hotel with a validity covering the entire duration of their stay (including the full departure day). The Geneva Transport Card, in its credit-card format, is personal and non-transferable, enabling visitors to make unlimited use of the entire public-transportation network, covering trams and buses, CFF Swiss Federal rail’s local trains, as well as yellow taxi boats operated by the Société des Mouettes Genevoises.

For further information: www.unireso.ch

Free public transport in Geneva during your stay
- On arrival by air, take a free ticket from the ticket machine (baggage recovery area). The "Unireso" ticket, issued free of charge by Geneva International Airport, enables you to use public transport in Geneva city for 80 minutes.

- In addition, those of you who are staying in a hotel will be given a "Geneva Transport Card" (free travel on the Geneva network, valid throughout your stay) when you check in at the hotel. On the day of your return by air, the card will enable you to return to the Airport.

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2x. VAT REFUNDS
Exhibitors are responsible for the payment of all rates, taxes and duties in respect of their Booth.  VAT numbers are required from all Exhibitors within the European Union.  For further information on VAT and obtaining VAT refunds, please contact:

CB Management AG
Ziegelweg 8
CH-6052 Hergiswil
Tel.: +41 (0)41 630 44 49
Fax: +41 (0)41 630 45 48
e-mail: info@cbmanagment.ch
www.cbmanagement.ch

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2y. VENUE
The 24th Annual Meeting will be held at the Geneva Palexpo complex. For further information regarding the venue and location details, please click here.

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3. FREIGHT FORWARDING/ON SITE HANDLING

3a. FREIGHT FORWARDING, ACCESS
Exhibitors may use their own freight forwarding agencies for both delivery and collection of exhibition freight.   European International (Fairs) Ltd c/o DHL Logistics (suisse) SA, the official on-site handling agency, has a worldwide network of freight forwarders who are experienced in the movement of goods to and from exhibitions and will be happy to assist exhibitors with the smooth transfer of their booth fitting materials and exhibits.

Arriving goods will be received and unloaded at the Palexpo goods area.  Trucks and cars can access the exhibition halls at ground level.  If goods arrive before the official build up date they will be placed in storage until they can be delivered to the exhibition hall.  The cost of this will be debited to the exhibitor concerned.  In order to minimize any such costs, exhibitors are strongly advised to co-ordinate all transportation in advance with the appointed on-site handling agent.

Transport, Shipping and Documentation Guidelines

The following delivery deadlines must be adhered to:

Deliveries By Courier
Exhibitors choosing to use their own external drivers/courier agencies should be aware that
they will not be permitted to clear customs and deliver goods to their stand area(s) at Geneva
Palexpo. They will only be permitted to deliver to Geneva, the Airport or the Geneva Palexpo
site.  In order to keep costs to a minimum, therefore, it is strongly advised that goods be
consigned to reach DHL Logistics (Suisse) SA/European International Fairs Ltd at the addresses and by the deadlines listed above.

On payment of the appropriate customs and handling charges, your goods will be delivered to your stand.  Courier shipments will not be released until the respective charges have been paid - in full, at their office in Geneva Palexpo, by cash or credit card (VISA, MASTERCARD or AMEX).

All consignments must be sent on freight prepaid terms.

Venue Access Map http://www.geneva-palexpo.ch/en/Palexpo/Acces/index.php

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3b. CONTRACTOR PASSES 
Contractor passes are obligatory and exhibitors are therefore requested to ensure that their drivers/contractors collect the relevant pass from the Exhibition Desk on arrival.  Contractor passes must be worn at all times during build-up and breakdown.  Please note that deliveries should only be made once the build-up has commenced and exhibiting company personnel are available to sign for them.

Please indicate the number of passes that you require to be made available on site by Exhibitor User Area NO LATER THAN 10 AUGUST 2010.

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3c. CUSTOMS
It is the sole responsibility of the Exhibitor to ensure the products and materials they will be exhibiting are lawfully brought into Switzerland and used and displayed only in accordance with the terms and conditions governing the entry of the products and materials into Switzerland and the use of such materials in Switzerland.

Booth fitting material and exhibits can be imported duty-free on a temporary basis against either an ATA carnet or a Customs Bond which the official agent can supply against payment of a bond fee. Printed matter such as catalogues for free distribution at the show can be imported duty-free.  This also refers to CD-ROM catalogues.

However, give-aways such as pens, lighters, T-shirts, etc. are subject to the payment of duties and VAT.

Therefore, it is advisable to contact the official agent before shipping such goods in order to obtain precise details about the charges you will have to pay.  Alternatively contact can be made directly with the customs office on the Geneva Palexpo complex:

INSPECTION DE DOUANE GENÈVE-AÉROPORT
Subdivision Geneva Palexpo
PO Box 1097
CH-1211 Geneva 5 Airport
Tel: +41 (0)22 798 00 05
Fax: +41 (0)22 788 77 90
Email: douane-palexpo@ezv.admin.ch
Customs clearing times: Monday-Friday 0800-1130 and 1330-1730; Saturday 0800-1130
Tel: +41 (0)22 717 77 77
Fax: +41 (0)22 798 56 77

Documentation
Commercial invoices and packing lists (they can be combined on one document) 5-fold, indicating quantity and nature of goods, gross and net weight and value for each item shipped, as well as weight and dimensions of each package in the shipment – click here for specimen.  A separate invoice is to be made out for printed matters and give-aways.  In case of ATA carnets above documents are not required.

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3d. ON-SITE HANDLING, STORAGE AND RETURN TRANSPORTATION
Lifting and mechanical handling in the Exhibition Halls and service area MUST be carried out by the official on-site handling agent, who will also be able to assist with the storage of exhibition freight if required.  DHL have an office within the Geneva Palexpo complex which is open every day from 08:00-12:00 and 13:30-18:00.

Forklift trucks with operators are available at an additional charge from the official on site agent. Please note that only employees or agents of the appointed agent are permitted to operate lifting machinery. The use of the exhibitor’s own trucks or lifting machinery is strictly forbidden.

Empties
Empties must be removed from the stand as promptly as possible, at the latest on the day
prior to the opening day and stored at the exhibitor’s risk. After the event, they will be
returned to the stand(s). Please allow sufficient time for return delivery to your stand and
ensure that all empties are labelled with your company name and booth number. Labels
for empties can be provided by the official agent.

Goods transportation during the exhibition
During the exhibition only lightweight goods may be taken into the Exhibition Hall and transportation must take place 1 hour before the exhibition opens.

Storage
Limited storage space is available and can be rented from the official on site handling agency.

It is strictly forbidden to place anything in the aisles outside your stand area, thereby blocking the access route for other transportation.  The Organisers retain the right to remove and store all packaging remaining in the aisles after 15.00 hours on Sunday 12 September at the expense of the exhibitor.

Dismantling and Return Transport
Dismantling will commence directly after the close of the exhibition and is limited to the exhibitor’s stand area until stored goods and/or empty packaging materials have been delivered.  After such time, the exhibitor’s own vehicle(s) is/are permitted to access the exhibition area.

Goods left in the hall once the official dismantling time is over, will be removed to storage at the expense of the exhibitor.  Goods which have not been collected within 5 days after the end of the official dismantling period will be removed at the expense of the exhibitor to storage outside the exhibition (and Fair) area. Unidentified and unmarked goods left in the Exhibition hall after the end of dismantling, will be disposed of.

Return transport can be organised by the official on-site handling agency.

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4. BOOTH SPECIFICATION

Exhibitors have the option of taking either a 'space only' or a 'shell scheme' site.  However, the booth price quoted includes the cost of the shell scheme and is non-negotiable.

4a. SHELL SCHEME SPECIFICATION
Shell scheme booths will consist of a modular system in plain white Melamine panels, 2.5m high. The ceiling is open.  Each booth will also be provided with a fascia panel with a nameboard.  Nameboards will be plain white with black lettering and will contain the company name and booth number.  Company logos are available on request for an additional fee.  For safety reasons exhibitors will not be permitted to affix their own material to fascia boards.

The maximum height for displays inside the shell scheme is 2.5 metres and the maximum display width panels is 970 mm.  Nothing may be screwed, nailed or glued to the face of the panels nor may any part of the shell scheme be damaged or disfigured in any way.  Should any damage occur, the exhibitor will be invoiced for any dilapidation costs incurred.  Additional fixtures, fittings and stand construction information is available from the e-cat.

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4b. SPACE ONLY BOOTHS
Exhibitors taking space only booths, whether island or in-line/shared sites, must submit detailed booth plans to the Organisers for approval as soon as possible and NO LATER THAN 16 July 2010. 
The plan should contain the following information:

1. General layout of the booth including any special features; height; widths of gangways and position of exits; position of any temporary barriers and turnstiles, platforms, temporary covered walkways and storage areas.
2. Particulars of any special electrical, mechanical or heating apparatus including anything which might affect the general ventilation and any other apparatus involving special risk. 
3. Particulars of the arrangement and position of any booth which is designed to use any exhibit which may affect personal safety.  The use of flammable gas is not permitted without prior written permission from the Organisers.

Exhibitors are advised that wood, hardwood, plywood, multi-ply and chipboard materials used in booth displays must be at least 3.5mm thick.  All materials used to install booths must be in accordance with local regulations (for further information, refer to Geneva Palexpo Regulations for Construction).

Island sites
The maximum height for island booths is 4 metres.  The building of two-tier or ‘double-decker’ booths is not permitted. 

In-line/shared Area
The maximum height for in-line areas is 2.5 metres.  The maximum height for shared areas is 3.5 metres.  It is the responsibility of exhibitors with in-line or shared sites to provide partition walls between themselves and their neighbouring areas. 

Please ensure that you and your contractors adhere to the Geneva Palexpo General Regulations for Construction that can be accessed by clicking on the following link http://www.geneva-palexpo.ch/resources/Construction_Regulations.pdf

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4c. DAMAGE TO EXHIBITION BUILDINGS, FIXTURES AND FITTINGS
No painting is to be carried out in the exhibition hall.  The fixing of display material to the shell scheme will be permitted only by the methods stipulated by the Organisers.  No nails, screws, or other fixtures may be driven into any part of the exhibition building, including floors. Nor may any part of the exhibition building be damaged or disfigured in any way.  Should any damage occur, the exhibitor responsible shall be liable for reparation charges incurred.

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4d. SAFETY OF EXHIBITS & DISPLAYS
Machines with moving parts, hot surfaces, points or sharp edges must either be fitted with appropriately anchored screens or casings, or, as a minimum requirement, set 1m back from the gangways.  When these machines are on display, an area must be cordoned off to ensure that all dangerous parts are out of reach of the public.  If machines with hydraulic jacks are displayed with the jack fully extended, a mechanical device must be fitted in addition to the hydraulic safety devices on the jack, to prevent accidental collapse.  All machines must be stabilised to prevent them from overturning.

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4e. SPECIAL/HAZARDOUS DISPLAYS
Special displays, such as lasers, or potentially dangerous exhibits involving substances of an explosive or objectionable nature (including X-ray machines) must be approved by the Organisers in writing and may incur additional charges.

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4f. FIRE PRECAUTIONS
In accordance with local regulations, all materials used in constructional work, displays etc., must be effectively fire-proofed to minimum M2 European standard.  Counter backs and curtains must be cut off at least 150 mm clear of the floor.  Packing materials, litter and the like must be removed from the exhibition area and gangways.  All emergency exits must remain clear and accessible.  Exhibitors must comply with any instructions given by the Geneva Palexpo and/or the Organisers to avoid risk.
Please ensure that you and your contractors adhere to the Geneva Palexpo Regulations for Safety & Security/Fire Prevention that can be accessed by clicking on the following link http://www.geneva-palexpo.ch/resources/Safety_Security.pdf

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4g. OILY/DIRTY EXHIBITS
Oily or dirty exhibits are not permitted unless specifically approved by the Organisers prior to the Exhibition opening.

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5. BOOTHFITTINGS AND SERVICES

Additional booth fittings such as leaflet dispensers and shelving can be ordered by completing the relevant forms in the e-cat NO LATER THAN 10 AUGUST 2010.

5a. AUDIO-VISUAL EQUIPMENT AND COMPUTER HIRE
Exhibitors wishing to order any audio-visual items such as video players, plasma screens, monitors or computers should complete the relevant forms in the e-cat NO LATER THAN 10 AUGUST 2010.

Should you require Internet access, please complete the relevant form in the e-cat NO LATER THAN 10 AUGUST 2010.

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5b. ELECTRICAL SUPPLY
Electrical supply is NOT included in the cost of the booth and must be ordered directly from the venue.  Please complete the relevant forms in the GENEVA PALEXPO e-cat NO LATER THAN 10 AUGUST 2010.

All mains and electrical work on booths and each connection to the hall supply must be carried out by Geneva Palexpo.  Exhibitors MUST NOT interfere with the hall’s electrical supply in any way. Please note that the use of generators is not permitted.

The electrical supply in the exhibition hall is:

Standard Single Phase 10A = 2.5 kW
Three Phase 400v 50 Hz
Stand electrical supply is 24-Hour

Electrical equipment must be ordered via the relevant form in the e-cat NO LATER THAN 10 AUGUST 2010.  The supply cannot be guaranteed if the order is received after this date.  Services ordered after the deadline will be subject to a surcharge.

Space Only exhibitors should provide the Geneva Palexpo with their Booth plan indicating the preferred positioning of the electrical equipment ordered.  Failure to comply will result in the equipment being positioned at the discretion of the venue.

Exhibitors must provide their own adaptors for Swiss sockets.  Adaptors can be bought on site via the Geneva Palexpo Exhibitors Contact.

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5c. TEMPORARY BOOTH PERSONNEL
If you require staff help during the exhibition opening hours, please complete and return the Temporary Booth Personnel Form to KTNM, the staff agency appointed for the event NO LATER THAN 10 AUGUST 2010.

Should you require assistance to assist you during the build-up or breakdown of the event, please contact the on-site handling agency.

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5d. CLEANING AND WASTE
Exhibitors requiring these services should complete the relevant forms in the e-cat NO LATER THAN 10 AUGUST 2010.

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5e. WATER, GAS AND COMPRESSED AIR
Water services, gas and compressed air will be available to a limited number of booths and will incur additional cost.  Such services should be ordered by completing the relevant forms within the e-cat NO LATER THAN 10 AUGUST 2010.

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5f. FLOORING AND FLOORLOADING
The floor in the exhibition Hall is made of concrete with Rodal covering. Please note that gangway carpeting will be provided by the Organisers but exhibitors are responsible for the carpeting of their own stand areas.  Care must be taken to avoid damaging the floor of the exhibition hall and exhibitors with sharp bottomed displays must provide adequate protection in this regard.  Any reparation necessary at the end of the exhibition will be charged to the exhibitor concerned. Booths equipped with floors higher than 2cm on which visitors are permitted must include an access ramp with an 0.80m width and 2% - 8% slope integrated into the booth design.  Such ramps MUST be contained within the booth area.  The Organisers require all stands to be covered with non-adhesive carpeting.  Geneva Palexpo will be happy to provide quotations for the supply of carpeting to individual booths.  To order carpeting, please complete the relevant form in the e-cat NO LATER THAN 10 AUGUST 2010.

Exhibits must not exceed the maximum floor loading of 500Kg per square metre without the prior written consent of the Organisers (refer to the relevant section of the Booth Application Form).

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5g. FURNITURE
Exhibitors wishing to order any furniture for booth(s) should complete relevant form in the
e-cat NO LATER THAN 10 AUGUST 2010.

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5h. PLANT/FLORAL HIRE
Exhibitors wishing to order plants or flowers for their booth should complete and return the Plants and Flowers Booking Form to Green Me 5 NO LATER THAN 10 AUGUST 2010.

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5j. BAR CODE LEAD RETRIEVAL TECHNOLOGY
Exhibitors are encouraged to make use of the lead retrieval technology that will be made available during this year’s meeting.  By hiring hand-held barcode readers, exhibitors are able to gather vital marketing data from delegates by scanning the bar code on the badge of any delegate visiting the exhibition stand. Readers are available to hire at a cost of €450 per unit + VAT.   Readers for use at your Symposium are available to hire at a cost of €250 per unit + VAT. For further information, and to order your readers, please return the Bar Code Lead Retrieval Order Form NO LATER THAN 10 AUGUST 2010.

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6. TERMS AND CONDITIONS/GUIDELINES FOR EXHIBITORS

6a. GENEVA PALEXPO REGULATIONS
It is a requirement of the venue, Geneva Palexpo, that their General Regulations be strictly adhered to at all times.  Links to these regulations concerning specific services (ie., freight handling, booth construction etc) are contained within the various sections of this manual. Please ensure that all your stand personnel and contractors are fully conversant with these documents and in particular with the Centre’s Administrative and Legal Regulations which can be accessed by clicking on the following link:
Admin and legal regulations

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6b. EACTS TERMS AND CONDITIONS
Please also ensure that you are familiar with the 24th EACTS Annual Meeting Exhibition Terms and Conditions.

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7. PROMOTIONAL OPPORTUNITIES

7a. FINAL PROGRAMME ADVERTISING AND EDITORIAL ENTRIES
Information concerning the exhibition, including exhibitor editorial and product listings, will be included in the 24th EACTS Annual Meeting Final Programme.

Exhibitors are requested to provide the Organisers with an editorial entry (no more than 75 words) and a product listing for inclusion.  The editorial entry should include the following details:

1. contact name
2. full postal address
3. telephone and telefax numbers with full international area codes
4. e-mail address
5. website address (if applicable)

Please complete the Final Programme Editorial Entry area within the Exhibitor User Area, NO LATER THAN 10 AUGUST 2010. The Organisers cannot guarantee that entries received after this deadline will be included.

Please complete the Product Listing HERE NO LATER THAN 10 AUGUST 2010.

Exhibitors wishing to take advertising space in the Final Programme should refer to the Industry section of the EACTS website : http://meetings.eacts.org/sections/Ind/Ind-articles/article1.html

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7b. ADVERTISING - ON-LINE CATALOGUE
The on-line exhibition catalogue will be 'live' from the end of July via the EACTS website. The cost of an on-line entry is €350. Each entry will include:

• hall and booth number(s)
• company logos and/or straplines
• company name, address, description, email and website links
• show contacts and email links

Should you wish to book an on-line entry, please complete and return the On-line Editorial Entry form NO LATER THAN 10 AUGUST 2010.

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7c. ADVERTISING - LCD SCREEN NETWORK
Ensure that your company achieves maximum benefit from it's participation by advertising your organisation and/or products and services via 60 LCD screens in the Conference Centre.  Your advertising will be displayed on a continuous loop throughout the duration of the event.  Cost €7500 per 10 second slot.  To book your slot, please contact the EACTS Executive Secretariat.

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7d. ADVERTISING - EACTS DAILY NEWS
The EACTS Daily News is the only publication freely available to delegates and exhibition visitors and will be distributed each morning via conference staff.  For further information regarding advertising rates and contact details, please refe to the EACTS Daily News Media Pack available via the Industry section of the Annual Meeting website - http://meetings.eacts.org/sections/Ind/Ind-articles/article1.html#Advertising

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7e. DELEGATE BAG INSERTS
Promotional inserts in the delegate bags are available at a cost of €2500 per A4 insert.  Requests for inserts should be forwarded, along with a copy of the proposed insert, to the EACTS Executive Secretariat for approval prior to printing.  On approval, 3500 of the insert(s) should be printed by the advertiser and sent to the official on-site handling agency in Geneva to arrive no later than 3 September 2010.  To book your insert or for further information, please contact the EACTS Executive Secretariat.

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7f. EXHIBITION VISITORS
Entry to the exhibition during the official opening hours will be restricted to registered delegates and pre-registered trade visitors.  To enable you to highlight your participation to potential and existing clients, official visitor invitations will be forwarded to each exhibiting company one month prior to the Meeting.  These leaflets will encourage visitors to attend the exhibition during the official opening hours. A fee of €50 per day will be payable by the visitor on registration. 

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7g. EXHIBITOR HANDOUTS/GIFTS
Booth handouts should be inexpensive and relevant to the recipient's work. An inexpensive gift means one which has cost the donor company no more than €7.

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8. ORDER FORMS – IMPORTANT DEADLINE DATES

Links and deadline dates for exhibition service orders are provided in the table below.  Compulsory forms are indicated with an asterix *.

Orders submitted after the dates below will be subject to a late order surcharge of 50% per item.  Orders will not be acknowledged until full payment has been made in Swiss currency by bank transfer or credit card.  No order will be accepted without a credit card guarantee.   Please also refer to the Geneva Palexpo General Terms and Conditions for Sales and Rental Services

For Geneva Palexpo Services, please refer to the e-cat

e-cat instructions

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