Each exhibitor/supporter has received an e-mail with login details to access the Portal. The Portal enables Supporters and Exhibitors to:

Submit Company logo and profile
Order Lead retrieval (Badge scanners)
Order exhibitor badges
Submit booth drawing (for “Space Only” booths)
Submit other deliverables as per contract

Link to access the Portal https://exhibitorportal.kenes.com

Notes:
The login details has been sent to the person signing the contract. This person is responsible for passing on the login details to third party if needed.
Access to all Portal services will be available only after submission of your company profile and logo.
Only deliverables as indicated in your contract, should be submitted via the Portal. Items not included in your contract will not be processed.

Action Item	Deadline	Contact Person
Company logo and profile	As soon as possible	Via Kenes Exhibitor’s Portal https://exhibitorportal.kenes.com Hanna Safier hsafier@kenes.com
Booth design for approval (For ‘Space Only’ booths)	Tuesday, 15 August
Text for Fascia (Shell Scheme booths only)	Friday, 25 August
Lead Retrieval Barcode Readers Order	Tuesday, 12 September
Exhibitor Badges	Tuesday, 12 September
Hostesses & Temporary Staff Hire	Friday, 25 August	Julio Teixeira julio.teixeira@ccl.fil.pt
Rigging* (‘space only’ booths)	Friday, 25 August Surcharge of 50% will be applied to orders submitted after Friday, 25 August	Lisboa - Feiras, Congressos e Eventos lisboacc@ccl.fil.pt
Electricity order*
Furniture Rental
Audio/Visual Equipment
Shell Scheme Extras
Graphics/Signage
Daily Booth Cleaning and Waste Removal
Floral & Plants
In-booth Catering*	Friday, 25 August Late and onsite orders are subject to availability and may incur an extra charge.	Silva Carvalho Catering Inês Oliva ioliva@sccatering.pt
List of personnel that are required to be on-site during set-up and dismantling periods	Tuesday, 12 September	Hanna Safier hsafier@kenes.com
Internet- wired and Wi-Fi	Friday, 25 August Surcharge of 50% will be applied to orders submitted after Friday, 25 August	Hanna Safier hsafier@kenes.com
SHIPPING & DELIVERY
Door to Door Shipments/Airfreight Shipments	Please contact MERKUR	Merkur Expo Logistics Mrs. Irit Sofer irit.sofer@merkur-expo.com
Shipment via Germany Warehouse	No later than Monday, September 18	For shipping instructions and tariff please click HERE
Direct Delivery to the Venue- Only full load trucks	Subject to time slot. Please note there should be a person from your side onsite to receive your deliveries.
Bag Inserts, Books, Lanyards	We highly recommend sending to Germany advance warehouse. No later than Monday, 18 September.

Set-Up  *Safety Shoes are mandatory	Monday, 25 September Set-up- for Space Only Stands	09:00-22:00
	Tuesday, 26 September Set-up for ALL Stands	08:00-22:00
Exhibition Opening	Wednesday, 27 September	09:30-End of Welcome Reception
	Thursday, 28 September	09:00-17:00
	Friday, 29 September	09:00-16:45
Dismantling *Shell scheme booths must be empty at 17:30	Friday, 29 September	16:45-22:00

• The timetable is subject to changes in accordance with the scientific program.
• Dismantling of the stands before the official hour is not permitted.
• All shell scheme booths are required to be on time for dismantling from the hour that it is written that it starts, so that they can pack their materials and after that the official builder is being able to dismantle their booth.
• All exhibitors should be in their Booth 30 minutes before the official opening hour.

Please Note:

• Empty crates and packaging material must be removed after set-up and no later than Tuesday, 26 September at 22:00.
• All aisles must be clear of exhibits and packaging materials to enable cleaning at all times.
• Please note that all exhibitors should be in their booth 30 minutes before the official opening hour.
• SAFETY SHOES ARE A “MUST” during set-up dates: 25-26 September (also for Shell Scheme exhibitors!) and during dismantling on 29 September. Access to the exhibition hall will NOT be allowed without safety shoes.
• Safety Shoes are always compulsory when: design stand builders are working on the space; construction materials are on the aisles; machinery (forklifts, cherry pickers are on the space).
• No Safety Shoes are compulsory when: aisles are empty (no construction material); main set up doors are closed, and no more machinery will be on the space (only transplants allowed); during this time stand builder can be working inside the booth; this time is for exhibitors to start decorating their booths.

Off Exhibition Information

• Please note that participants will be walking through the Exhibition Area to reach the Posters area which will be active before and after the Exhibition Opening Hours.
• Therefore, please do not leave any visible valuable articles at your booth. In addition, please consider hiring extra security for your booth after Exhibition Operating Hours.
• Dismantling of the booths before the official closing of the exhibition is not permitted.
• It is the exhibitor’s responsibility to dispose of all materials after dismantling.
• Any equipment, display aid or other material left behind after Friday, 29 September at 22:00 will be considered discarded and abandoned. Any charges incurred for waste removal will be sent to the exhibitor.

Welcome Reception at The Exhibition Area

You are kindly invited to the Opening Ceremony held in the plenary hall on Wednesday, 27 September, at 18:50, followed by a Welcome Reception in the Exhibition Hall from 19:30.

Enjoy a light buffet and drinks in a relaxed environment with your friends and colleagues.

Free to all registered delegates and exhibitors.

Exhibitors are asked to please man their booths during the Welcome Reception in the Exhibition Hall.

Exhibition Floor Plan

The floor plan has been designed to maximize the exhibitor’s exposure to the delegates.
For most updated floor plan and list of exhibitors, please click here

Confirmed Sponsors & Exhibitors HERE

All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name. Individual participant names will not appear on badges in order that they may be used interchangeably between staff members.

Exhibitor badges will be given as per your contract.

Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for each 9 sqm after.

Any additional exhibitor’s badges will be charged an exhibitor registration fee of €200

Companies can purchase a maximum number of exhibitor registrations as follows:

✓ Stands of up to 60sqm – 15 exhibitor registrations

✓ Stands larger than 60sqm – 25 exhibitor registrations

The Exhibitors badges allow access to the exhibition area, refreshments, and Welcome Reception.

Additional Exhibitor badges can be ordered online HERE

Please make sure that your Company Profile has been submitted before placing an order for exhibitor badge.

Deadline: Tuesday, 12th September 2023

All personnel are required to wear badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Company name badges are for the use of company personnel for Booth manning purposes and should not be used by companies to bring visitors to the Exhibition. Exhibitor badges will not be mailed in advance and may be collected from the onsite registration desk.

Access to the Exhibition Hall during Set-up and Dismantling

Everyone must be fully registered to enter the exhibition hall during set-up and dismantling periods.

For this reason, stand builders/contractors/exhibitors must register in advance all of the personnel that are required to be on-site during set-up and dismantling periods.

The following information should be submitted to the Exhibition Managers, by email, no later than Tuesday, 12 September to hsafier@kenes.com.

Full name

Passport numbers

Name of the exhibit company

Name of the contractor/stand builder

Booth number

The Kenes group will provide visible identification, valid only for set-up or dismantling.

Click here to download the template, please fill only the green columns.

It is not necessary for persons with an Exhibitor Badge to additionally issue a set-up and dismantling pass.

Make sure to pre-register all personnel in order to avoid delays once you arrive on-site.

WHAT IS K-LEAD APP?

Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth or attend your symposium. The information obtained by lead retrieval system enables Exhibitors and symposium to enhance their database by securing valuable leads for further marketing and communication.

HOW DOES IT WORK?

Exhibitors and supporters can download the “K-Lead” app onto their own smart phone or company tablet and transform their device into an instant, easy lead retrieval system and capture participants’ full contact information with a quick scan of their badge (Exact operational guidelines will be shared in due course).

The advantages of the “K-Lead” application:

• Effortless process using registration badge barcode.
• Allows to immediately view the leads information.
• Ability to insert exhibitor’s comments for each lead
• Ability to quickly scan delegates as they enter the session hall by using the “Quick Scan” function
• Application is available for download from Apple store or Google play: “K-Lead App”.

 COST

Cost per license – EUR 600 (excluding 4% credit card charges fees, excluding VAT if applicable)

NB! Please note device is not included.

Order deadline: Tuesday, 12th September

Onsite price is EUR 750 (excluding 4% credit card charges fees, excluding VAT if applicable)

HOW TO PLACE AN ORDER?

To order “K-Lead” Application, please access the Exhibitor’s Portal https://exhibitorportal.kenes.com

Login details to the Portal have already been sent to the primary contact listed in our system upon signing the sponsorship agreement.

IMPORTANT TO KNOW

In accordance with the general data protection regulation (GDPR), Kenes Group has updated its privacy policy.

You can view our updated privacy notice here.

Kenes will not share delegate’s personal data with third parties without their consent.

Please note that similarly to sharing a business card, presenting delegate badge for scanning at exhibition booths or industry symposia constitutes an expression of consent to share their personal details with the company that is scanning their badge so that it may contact them in the future.

Barcodes on delegate’s badges contain contact information as supplied by the delegate or the agency responsible for the registration process of the delegate. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details.

In addition, please note that neither Kenes Group nor the Organizing Committee is responsible for the content of the information.

Exhibition Area

The Exhibition is being held in Pavilion 2 (Pavilhão do Rio) which is located on the Ground floor.
For Technical Specifications of the Pavilion click here.

Virtual Tour of the CCL Here
Please note that the balcony and the stairs will be accessible for delegates.

Build-Up Height

• Maximum height from the ground: 5 m
• Separation Partitions maximum height: 3 m
• Maximum height for signage: 6 m
• Lighting trusses maximum height: 7.5 m
• Exhibitors who have stands higher than the maximum permitted height will not be allowed to set-up their stands.
• Shell scheme stand build up is 2.5 meters.

Kindly note:

• Any part facing neighboring stands that is above 2.5 meters in height needs to be designed with neutral Surfaces (white or grey).
• Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and, in particular, that they do not endanger life and health. Exhibitors / customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.

Floor

Floor type: granite. We recommend installation of carpet or floor covering in the booth.

Maximum floor load: 2.000kg/sqm

Power supplies and other utilities are supplied to the stand via the floor.

Exhibitors are required to have floor cover or carpeted floor within the stand area.

All floor coverings must be secured and maintained so that they do not cause any hazard.

Fixing the floor covering to the hall floor may only be carried out using approved tape.

Mechanical damage or soiling which cannot be removed during the normal cleaning and maintenance of the floor will be repaired at the expense of the person/company causing the damage.

Raised Floor/Platform

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

The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.

Ceiling Rigging

Ceiling hanging is permitted.

Ceiling Hangings

• Rigging from the ceiling is permitted up to 6-meter measuring from the floor to the top of the suspended banner/element.
• For Lighting trusses, the maximum height is 7.5 m
• CCL must approve any rigging project; the exhibitor must provide their project at least 1 month before the first set‐up day.
• Subject to compliance with the conditions of use of the steel structure.
• All rigging must be done by CCL.
• Please send your rigging plan no later than Friday, 25 August to: Júlio Teixeira teixeira@ccl.fil.pt and CC: hsafier@kenes.com

           For rigging, please refer to the order form – click here

Raised Floor / Platform

• The organizers and the CCL must be informed if the booth has a platform (when submitting the drawings for approval), as well as the scheduled set-up (day and time). Without this information the Messe Berlin/ Official Contractor will not be able to provide the requested service(s) and the prepayment will not be refunded. Before placing the platform, the exhibitor/stand builder must confirm that service(s) provide by the Official Contractor (electricity, water, cables, Internet, etc.) are in the right place. Access to the service points/water tramp/electricity tramp are compulsory when a platform is installed (keep those points accessible!). Once the platform is installed, no new services that need to go under it will be accepted.
• The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.
• Please provide a chamfered edge on the perimeter of the stand if the floor is greater than or equal to 2cm and less than 4cm.
• If the stand has a floor higher than 4 cm, provide a ramp for access PSH.

Access to the Exhibition Hall during Set-up and Dismantling

Everyone must be fully registered to enter the exhibition hall during set-up and dismantling periods.

For this reason, stand builders/contractors/exhibitors must register in advance all of the personnel that are required to be on-site during set-up and dismantling periods.

The following information should be submitted to the Exhibition Managers, by email, no later than Tuesday, 12 September to hsafier@kenes.com.

Full name

Passport numbers

Name of the exhibit company

Name of the contractor/stand builder

Booth number

The Kenes group will provide visible identification, valid only for set-up or dismantling.

Click here to download the template, please fill only the green columns.

It is not necessary for persons with an Exhibitor Badge to additionally issue a set-up and dismantling pass.

Make sure to pre-register all personnel in order to avoid delays once you arrive on-site.

Shell Scheme which has been pre-booked with Kenes includes the following:

• Shell Scheme Panels
• Company name on Fascia board printed in standard lettering and booth number.
• Electrical switchboard with 2 electrical outlets 500W Power
• Lighting (1 LED light every 4.5 sqm)
• Furniture (1 rectangular table and 2 chairs)
• Blue Carpet
• Small waste bin

Panel Sizes:

width 0.98m x height 2.30m

Booth Package does not include:

• Daily in-booth Stand cleaning.

Stand cleaning, and other products and supporting services can be ordered via the Exhibitor Order Form located in the beginning and end of the manual.

For furniture Catalogue.

Furniture order form click here

Graphics and supporting services please contact: julio.teixeira@ccl.fil.pt

Please always state your company name, booth number when submitting your request.

Note: Corner shell scheme booths are provided with two open sides and 2 fascia panels with company name.

Fascia Sign

*Maximum of 21 characters (including spaces) may be written on your fascia (valid for 9 sqm booths).

Please submit lettering for fascia via the Exhibitor’s Portal by Tuesday, 15th August.

You can submit your design/Facia on the Exhibitors’ Portal: https://exhibitorportal.kenes.com

Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.

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

If you wish to print your logo on the board, instead of your company name or in addition to the name, this can be ordered at additional cost via the official contractor.

Furniture Package Specs:

Technical Information and Regulations for Shell Schemes Booths

• All basic shell scheme booth will be designed and built by FILDesign by CCL – the official stand contractor.
• Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment within the booth should indicate clearly on the location plan and forward it together with clear instructions to the official stand contractor and the Exhibition Manager before Tuesday, 15th August.
• No free-standing stand-fitting or display(s) may exceed a height of 2.5m or extend beyond the boundaries of your booth. This includes company names, advertising materials, flags and logos provided by the exhibitor.
• It is not allowed under any circumstances to cut, nail or drill into or through the walls, facia, floor, or ceiling.
• Please do not use any adhesive products that may leave marks or cause damage to the panels and booth structure. Booth must be returned in the same condition in which it was received. Any damage to booth structure will be invoiced to the exhibitor.
• It is possible to use fishing line (nylon) to hang pictures etc.
• An exhibitor occupying a booth at the corner can request to close the additional side(s). If the official stand contractor and the Exhibition Manager is not being notified in writing before Tuesday, 15th August – it will be assumed that the exhibitor will have opening on the additional side(s).
• A back wall of a booth (any booth type) cannot be used by other exhibitors.
• Shell scheme booths will be provided with a dark blue carpet. If an exhibitor wishes to change the color of the carpet in the booth, additional cost may be incurred. Please contact FILDesign by CCL – the official stand contractor.
• Excess stock, literature or packing cases may not be stored on, around or behind booths, unless contained within a lockable storeroom.
• Exhibitors requiring additional equipment may contact FILDesign by CCL – the official stand contractor – as per published deadlines (see section “Deadlines & Key dates”).
• Electrical switchboards have to be reachable, and the Exhibitor has to switch off the Booth light at the end of the day.

Exhibitors using independent contractors are required to submit the following for the organizer approval:

1.A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed Booth to be built and PDF file.

2.Utility connections: electrical, water and drainage – a list of all appliances

3.The name and contact details of their construction company.

Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.

                                          Deadline: Tuesday, 15th August

• All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining stands, or damaging the premises.
• Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits.
• Island Booths should be partly accessible on all “open” sides. Requests to be partially exempted from this rule should be submitted in writing to the Exhibition Manager
• Construction finish must be perfect in all the stand’s visible areas, including rear sides.
• Raised Floor/Platform:

* The organizers and the CCL must be informed if the booth has a platform (when submitting the drawings for approval), as well as the scheduled set-up (day and time). Without this information Official Contractor will not be able to provide the requested service(s) and the prepayment will not be refunded. Before placing the platform, the exhibitor/stand builder must confirm that service(s) provided by the Official Contractor (electricity, water, cables, Internet, etc.) are in the right place. Access to the service points/water tramp/electricity tramp are compulsory when a platform is installed (keep those points accessible!). Once the platform is installed, no new services that need to go under it will be accepted.

* The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.

* Provide a chamfered edge on the perimeter of the stand if the floor is greater than or equal to 2cm and less than 4cm.

* If the stand has a floor higher than 4 cm, provide a ramp for access PSH.

• Advertising on the boundary with other stands is prohibited.
• Multilevel structures are not permitted.
• Arches, bridges, or similar constructions connecting two or more Booths are not permitted.
• Screens or any kind of equipment to be shown or demonstrated may not be placed directly on the edge of the stand contracted in order to ensure that the visitor viewing the screens/equipment will be inside the booth and not blocking aisle traffic.
• Any counter, desk etc. or device (i-pads, touch screens etc.) which attract visitors may not be placed immediately at the borders of the booth facing the aisles (there should be a reasonable distance from the edge of the booth).
• Coffee bars or other F&B-stations have to be inside the booth area to ensure that the visitors are standing and queuing up inside the booth area and not standing in the aisle.
• The maximum building height for the top of all elements is 5 meters. From the bottom to the light trust can be maximum of 5 meters.
• Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and that they do not endanger life and health.
• Exhibitors / customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.
• Any part facing neighboring stands that is above 2.50 m in height needs to be designed with neutral surfaces (white or grey).
• Ceiling Rigging is permitted and must be authorized in advance by the CCL.
• For Rigging Order Form click here

     Kindly note:

• The organizers will not approve booths that do not comply with the accepted standards until the necessary changes have been made.
• Work cannot commence until the booth drawings are approved by the organizers.
• The used spaces must be returned to the CCL completely clear of all items and the Exhibition areas restored to their original state.
• We recommend Exhibitors using independent booth contractors to include a site visit in the planning process to assure a smooth and well planned set up. Please contact the CCL at Júlio Teixeira julio.teixeira@ccl.fil.pt to coordinate a visit.

Electricity and Electrical Installations for all booths

All electrical set up must be approved by CCL and the links to the general mains can only be made by same services. CCL will not be responsible for connecting to the mains apparatus that do not correspond to the information provided. The exhibitors must name the person responsible for the stand’s electric installation project.

It is essential that exhibitor order the power needed in the stand. Damage caused to the mains or to the specific point by these connections is the sole responsibility of the exhibitors/stand builders.

Please refer to the order form – click here

Power supply to the exhibits will be switched off after the exhibition closes every evening. Exhibitors who require 24 hours electricity supply should contact the CCL.

Booth Cleaning

The organizers will arrange for general cleaning of the exhibition premises prior to the opening of the exhibition and daily prior to opening thereafter (excluding exhibit booths and displays). For ordering daily stand cleaning, please refer to the Exhibitor Order Form – click here

Any company cannot clean the venue facilities surfaces to avoid damage on them.

Carpet and Technical Services

The floor in the exhibit hall is granite. We recommend installation of carpet or floor covering in the booth. We provide carpet only for the shell scheme booths.

For Carpet Order Form click here

Internet & Wi-Fi

Please be advised the Private Wi-Fi networks installations in the stand is not allowed.

The Venue and the organizers reserve the rights to discontinue any activity which interfere with the hall Wi-Fi coverage.

The Venue and the organizers must be informed in advance when the stand has a platform as well as the scheduled set-up day and time due to internet foundation.

Complimentary Wi-Fi will be provided by the Meeting during official Meeting days at most areas.

This public Wi-Fi connection is limited for basic web browsing or checking emails.

Should you have any internet-based feature/device/activity at your stand (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your stand (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.

For order form please click here

Security

Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area.

Neither the CCL nor the organizers can accept responsibility for the security of the stands and their contents. The CCL as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any private property or goods. Exhibitors are fully responsible for the security of their stand and equipment.

Individual stand security may be ordered directly with the CCL.

If you wish to hire security for your stand, this can be done via the Exhibitor Order Form – click here.

Booth Catering

Please note that you may bring your own food & beverage samples and branded bottles of water to serve at your stand. Bringing your own Barista is also permitted.

Additional catering services are Exclusive to ​the Silva Carvalho Catering, a Partner of the CCL, provides a diverse range of catering services to meet your specific requirements.

For any question, please contact Ines Oliva from Silva Carvalho Catering.

Email: ioliva@sccatering.pt

For order form, please click here

Waste Removal

• It is the exhibitor’s responsibility to dispose all materials after dismantling.
• Any charges incurred for waste removal will be sent to the exhibitor.
• Please do not leave any visible valuable articles at your stand.
• Please note we will have a security guard at night from the moment the exhibition is closed until the following day when we open.

For ordering waste removal please refer to the Exhibitor Order Form – click here

Storage

The CCL has no storage facilities. Short-term storage of materials left over after assembly (empty boxes, crates, cases, palettes etc.) should be coordinated with Merkur team (payable service).

Under no circumstances may packed materials of any kind be left in the aisles, on the stands, around or behind the stands.

Please contact Merkur with information on sizes and number of parcels, size, and storage period. E-mail: irit.sofer@merkur-expo.com

Shipments sent directly to the venue prior to the set-up period will be refused by the venue.

Once the event & dismantling are over, the CCL shall not be held responsible for the safekeeping and/or storage of any items left in the building. If the CCL takes care of the removal of these items, it will be charged to the exhibitor.

For access to the goods/ lorry entrance/ Lifts:

Access to the Loading Bay is from Rua da Junqueira nº61A (as seen in the below map).

Please note that MERKUR Expo Logistics GmbH is the exclusive agent for move in and move out.

To ensure that traffic movement is as smooth and trouble free as possible, exhibitors will be allocated a time at which to unload.

It is imperative that unloading times are strictly adhered to and that vehicles are removed as soon as unloading is complete.

Loading doors

The gate to the Pavilion 2 (WSAVA exhibition Hall) is 4.70m wide by 3,30m height.

Parking of Private Cars

The car park has one entry from Rua da Junqueira, it’s required to go around the building from the right. The car park adapts its business hours to the events. Users of the car park may choose one of several payment options.

Find out more about another car park located in Praça das Indústrias, at www.parkopedia.pt

Access to the exhibition area

The delivery and removal of materials and goods for the exhibition stands is allowed only by the official freight forwarder and their local agent.

Important note: companies which are bringing their own goods should contact the official freight forwarder to coordinate their arrival and the use of the loading bay, the service entrance and the lifts.

Access for Deliveries

Please be advised that neither the Organizers nor the CCL can accept deliveries on an exhibitor’s behalf and arrangements must be made for a stand/company representative to be available when deliveries are made.

Deliveries may not be made prior to Monday, 25 September. Any deliveries prior to this date, or off the official working hours, will not be accepted. Please refer to the Shipping Instructions for the deliveries address.

As a courtesy to the delegates and your fellow exhibitors, deliveries, or the removal of any equipment to or from stands must be made 30 minutes before or after exhibition opening hours.

It is recommended that all contractors, drivers, and exhibitors bring their own trolleys to transport goods to and from their stand.

Accommodation

Kenes International is offering exhibitors specially reduced rates for various hotels around the Meeting venue.

Information, pictures, location, and rates are available on the hotel accommodation page: https://hotels.kenes.com/congress/WSAVA23   or email us to: booking@kenes.com

You may also book a room online via the above link.

For group booking (10 rooms and more) please contact Ms. Ralitza Angelova.

Email: rangelova@kenes.com

Different payment and cancellation conditions apply.

Animals

The use of live animals or cadavers for clinical demonstration at WSAVA is permitted.  Please review the WSAVA Guidelines and regulations.

If you wish to bring a live animal, please contact us regarding the required documents.

Build-Up & Dismantling Period

• During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol, drugs or any other type of substances that could alter the perception of risk.
• The Exhibitors and contractors are required to wear the necessary personal protective equipment(PPE) such as protective helmets, eye protection, and hand protection required by the specific work activity, with special attention to the safety shoes/boots inside the facilities for your own safety.
• The use of cutting machines, welding machines, sanders and a spray gun is strictly forbidden.

Health & Safety

• It is the responsibility of the booth holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event.
• It is recommended that the booth holders appoint a supervisor for the booth, with the specific responsibility for ensuring the health & safety of their staff and stand builders. It is advisable that a Risk Assessment is completed for the booth and submitted to the organizers.

Children
 No person under the age of 18 years can be admitted to the Exhibition, either during build‐up, opening days or   breakdown. This rule also applies to Exhibitors’ children and must be strictly enforced to comply with the safety regulations of the exhibition.

Compressed Gases
Use of compressed gases is not allowed.

Damage to the Building
Boring, screwing, nailing, or the use of paint, glue, adhesive stickers, fixtures of any kind or anything that can damage the structural elements of the building (floor, walls, ceiling, pillars…) are not allowed. In case of damage of the facilities, the cost of repair or replacement will be charged to the exhibitor.

Disposal of Material
It is obligatory to collect and dispose of all material during the build-up or dismantling of the event.
When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind. Any costs incurred by CCL in removing this property will be charged to the exhibitor.

Fire Regulations

• Booth material and fittings must be non-flammable or impregnated with fire-retardant chemicals. (at least DIN4102 B1 or EN13501-1 A2/B/C -s3 d2)
• As a general rule, easily inflammable synthetic substances, foam polyester, and no fireproof straw and reeds are prohibited.
• Storage paint liquids, gas or other inflammable substances in the booth space is forbidden.
• The use/storage of inflammable substances is forbidden (liquids, gas or other). For any doubt for these substances contact the organizers or the CCL.

Fire Insurance (compulsory)
Exhibitors must be insured against fire.

Smoke
It is not permitted the operation of any machine in the exhibition that emanate fumes, gases or steam, or any item or device that generates or contains flame.

Heavy Weight Element / Large Machinery
In case the exhibitor/stand builder brings large machinery, any kind of heavy weight element or structure inside the exhibition area it is mandatory that the CCL will be provided with a detailed project describing the unload procedure inside the exhibition area:

• Exhibition access used
• Transportation used to bring the element inside the CCL and weight
• Plan for weight distribution (number of platforms, dimensions, and weight resistance)
• Forklifts, cranes, or any other machinery used for the unloading / uploading of the element. How the element is going to be unloaded and how is going to be brought inside the exhibition area.

Once the CCL has the complete information, the unloading of the element will be approved or rejected.

Hanging of Posters, Banners etc.

Hanging of posters, banners or decals, stickers, or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the CCL are not allowed.

Insurance (compulsory)

• Exhibitors are required to take out appropriate Insurance. Third part liability insurance is obligatory. It remains the Exhibitors full responsibility to insure themselves appropriately.
• Neither the organizers nor the CCL, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
• The organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurancethat covers all injuries to persons and damages that might cover in connection with the exhibition.
• Exhibitors are personally liable for all expenses incurred by the organizers or by third parties in regard to technical services provide.
• We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.
• Companies involved in assembling and decoration of stands are required to have a previous credential, which implies the presentation of an insurance policy for civil and professional liability, covering damage caused in the premises or to a third party and possible damage due to stoppage of CCL’s activities, in the amount of 1.000.000,00 EUR.

Liability

• Exhibitors are responsible for all property damage as well as any loss or injury caused by their property,agents or employees. Companies will indemnify the organizers against all claims and expenses arising from any damages.
• If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organizers find it necessary to change the dates of the Exhibition, the organizers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.
• The organizers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the CCL or any part thereof in any manner whatsoever.

Sound equipment and Music
In general, the use of sound equipment/music in booths is permitted as long as the noise level does not disrupt the activities of neighboring exhibitors.
Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths).
It is difficult to establish decibel level restrictions. If an exhibitor or attendee is standing within ~3 meters of an exhibitor’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud.

Further guidelines:

• Live music is not allowed.
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is too loud.
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
• Exhibitors are reminded that third party copyrights should not be infringed. The organizers have no copyright responsibility in respect of any exhibiting company.
  Proper dispensation must be obtained and any royalties due, paid prior to the use of materials. Should any copyright dispute arise, the organizers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.

Security

• Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area. The organizers and the CCL cannot accept liability for loss of or damage to private property or goods.
• Neither the CCL nor the organizers can accept responsibility for the security of the booths and their contents. The CCL as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any goods. Exhibitors are fully responsible for the security of their booth and equipment.
• Please consider hiring extra security for your booth if needed. This can be done via the CCL service order form.

Personal Transportation Vehicles
Bikes, skates, electric scooter and any personal transport by wheels are not permitted inside the building.

Promotional Activities

• All demonstrations or instructional activities must be confined to the limits of the Exhibition booth.
• Advertising material and signs may not be distributed or displayed outside the exhibitor’s booths.
• Advertising activities must not cause obstructions or disturbances in the gangways or at neighboring booths.
• Distribution of balloons filled with a gas that is lighter than air is forbidden.
• The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.

Smoking Policy
 CCL operates a NO SMOKING policy in the whole venue.

Special Effects
 Special effects lighting, live music, smoke and laser projection may not be used in the booths.
No permission will be given for projection in the aisles or on the walls of the hall.
Waste Removal

• Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. The used space must be returned completely clear of all items and restored to its original state.
• In case that exhibitors wish to leave any kind of waste material during set-up/dismantling, they should order a waste container in advance.
• Any discarded waste, including promotional material, left behind will be removed by CCL and/or the organizers at the expense of the exhibitor concerned.

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

 

IMPORTANT: Venue Technical Guidelines

Please read thoroughly the Venue Technical Guidelines – click ere

Please note that these regulations are in addition to the exhibition Rules and Regulations found in Section 6.

Exhibitors must comply with CCL technical guidelines including operation, fire safety, construction and other security regulations.

These technical guidelines are contractually binding and are to be followed by the Organizers and exhibitors including the exhibition service and stand construction companies commissioned by them to perform work on site.

The shipping instructions include the following information:

• Shipping Instructions
• Tariff
• Material Handling Form
• Labels

Delivery & Logistic Services

Merkur Expo Logistics has been appointed the official forwarding agent and clearance agent for this Meeting and offers the following services: customs clearance, delivery to the stand, freight forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates, transportation to and from the Exhibition Hall.

For security, insurance, and efficiency reasons, Merkur is the sole official agent to handle cargo inside the venue.

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

Kindly note that the official agent is the exclusive agent for move in and move out of the venue. Exhibitors and Booth builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with the official logistics agent.

Insurance of Goods

All cargo should be insured from point of origin.

Exhibition Goods and Display Materials

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

To receive a price quote for handling and to assure arrival of your materials, please be sure to complete the “Pre-advice” form included in the shipping instructions.

Please Note: All advanced shipments and deliveries to the Merkur warehouse, including by courier, must be coordinated with Merkur.

In order to assure receipt of sent materials, Merkur must receive the “Pre-advice” form found at the end of this section.

Please complete this form and return it to irit.sofer@merkur-expo.com

You will then receive confirmation of your material arrival.

Please note that Merkur is moving to a new warehouse in Germany.

Shipments arrive up to August 30, please send to the following address:

Merkur Expo Logistics GmbH

c/o Gebr. Thomaidis GmbH

Joseph‐Bautz‐Straße 19 63457

Hanau, Germany

Shipments arrive from September 1^st, please send to the new warehouse:

Merkur Expo Logistics GmbH

Im Steinigen Graben 7

63571 Gelnhausen

Germany

Deadline of arrival at the new German warehouse: 15.09.2023

Case marking:

Congress: WSAVA 2023

Exhibitor Name:

Hall Stand Nr.

Pre alert includes exhibitors name, stand number, shipping details is requested.

All shipment must be sent DDP

Merkur Expo Logistics

Mrs. Irit.sofer

Mobile: +972 52 8890 129

irit.sofer@merkur-expo.com

For shipping instructions and tariff please click HERE

Updated Labels with the NEW advance warehouse address HERE

Kenes Group Contacts:

Meeting Organizer

Kenes Group

Rue François-Versonnex 7

1207 Geneva, Switzerland

Tel: +41 22 908 0488

Fax: +41 22 906 9140

 

Exhibition Managers

Ms. Hanna Safier

Kenes Group

Tel: +972 54 678 7820

Email: hsafier@kenes.com

 

Sponsorship and Exhibition Sales

Ms. Lisa Sant

M: +31 20 763 0515
Email: lsant@kenes.com

 

Registration

Ms. Nerea Esteban Perez

Tel: +41 22 908 0488 Ext 994

Email: nesteban@kenes.com

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Official Contractors:

Furniture/Electricity/Graphic/Cleaning /Rigging/Security/Plants & Floral Arrangements

Lisboa – Feiras, Congressos e Eventos

Email: lisboacc@ccl.fil.pt

ORDER FORMS:

Electricity- For order form please click here.

Furniture – For order form please click here.

Furniture Catalogue – please click here.

Graphics/Signage – For order form please click here.

Telecommunications and AV Equip. – For order form please click here.

Carpet and Technical Services- For order form please click here

Booth cleaning – For order form please click here.

Rigging – For order form please click here.

Security – For order form please click here.

Waste disposal – For order form please click here.

Plants & Floral Arrangement – For order form please click here.

Hostesses – Please contact Júlio Teixeira at julio.teixeira@ccl.fil.pt

Internet (wired and Wi-Fi) – For order form click here

In-Booth Catering

Silva Carvalho Catering

Inês Oliva

Email: ioliva@sccatering.pt

For order form, please click here.

 

Freight Handling & Onsite Logistic

Merkur Expo Logistics

Mrs. Irit.sofer

Mobile: +972 52 8890 129

Email: irit.sofer@merkur-expo.com

For shipping instructions and tariff please click HERE