EACTS Annual Meeting Exhibition banner

Please note: If you are interested in participating in the 2018 trade exhibition and you have already contacted us and received an acknowledgement email, your details will have been included in our database and information will be sent to you when available.

Information regarding the exhibition will always be addressed to the main contact, as per the records in our database.

General Information

The EACTS trade exhibition is an important and most time efficient way to keep up to date with new to market technology, state of the art products, innovations and developments in the cardiothoracic market. For exhibiting companies, an exhibition booth enables them to meet the people that matter to their business in one place, demonstrate new products and attract interest from new prospects and existing customers.  Please visit our EACTS 2018 Exhibitor List to see all of the companies joining us in Milan.

Our trade show attracts qualified visitors and the majority often have buying responsibility. Exhibitors and visitors enjoy face-to-face meetings and the buzz about new products.

Exhibitors have the option to exhibit within the normal exhibition area or in the Training Village area. The Training Village is specifically set aside for Industry to organise their own ‘Hands-on’ workshops, including wet and dry labs and any other small practical sessions. These sessions do not form part of the official scientific programme of the Annual Meeting. Sessions are scheduled at pre-defined times, offered to delegates on an invitation only basis, and restricted to a maximum of 10-15 people per session.

More than 100 companies exhibited over 2960 sqm (exhibition area and training village combined) at the 31st EACTS Annual Meeting in 2017, representing many industries associated with cardiothoracic surgery.

The Trade Exhibition is centrally located, Mico South – Level 0, in total approximately 4000 sqm of space is available in close vicinity of luncheon and F&B area and the session rooms. The Exhibitors can be assured of excellent facilities.

The following information provides you with everything you need to successfully plan your participation at this year’s Annual Meeting. The easy reference guide enables you to access information about the event and provides links to the Fiera Milano Exhibitor Services Website and other order forms.

Application notes:

  • Application for booth space must be made on the Booth Application Form provided
  • Applications will be dealt with in strict order of receipt and booth choice.
  • If your booth choice is already taken, you will be advised. This is a common occurrence as booths are usually nominated by several companies.
  • Only signed application forms will be accepted, by scanned PDF. Email only applications (without form) will not be accepted.

The floor plan will be available on 4 May 2018. Once the floor plan is available, exhibitors registered in our database will be notified that applications are open.

Day Registration Scientific Sessions Exhibition & Training Village
Wednesday 17 October 14:00 – 18:00    
Thursday 18 October 07:00 – 18:00 08:15 – 17:30 14:00 – 19:00
Friday 19 October 07:30 – 18:30 08:15 – 18:00 09:00 – 17:00
Saturday 20 October 07:30 – 18:00 08:15 – 17:30 09:00 – 17:00

The cost per square meter (sqm) is €602.50* + Italian VAT where applicable.
The minimum exhibition space that can be hired is 9 sqm.
*general waste disposal fee of €2.50

The rental is for bare floor space only (including general amenities listed below), but does not include carpet, furniture installations, or electricity.

The stand rental includes the following:

General security service during the official construction and dismantling period

General security service during the official congress period

Fire protection

General lighting

Air-conditioning

Heating

General cleaning of the aisles

Normal waste disposal (plastic and/or paper) *

* For the disposal of stand constructing materials such as wood, metal, or bulky constructions etc., separate waste disposal must be ordered by the Exhibitor.

Exhibitor Manual

“The Event” – the 32nd EACTS Annual Meeting, taking place in Milan, Italy, on Thursday, 18 October – Saturday, 20 October 2018.
“The Exhibition” – the Trade Exhibition being held in conjunction with the aforesaid Event.
“EACTS” – The European Association for Cardio-Thoracic Surgery.
“EACTS“- is the official organiser of the Trade Exhibition and commercial activities.
“The Exhibitor” – the term Exhibitor includes any person, firm, company or corporation and its employees and agents to whom space(s) have been allocated for exhibiting.
“The Venue” – MiCo – Milano Congressi (named as followed “MiCo”)
“The Content” – refers to all written content contained within this Exhibitor manual.

VenueMiCo – Milano CongressiVIALE EGINARDO – GATE 220149 Milano, Italy

T: +39 0249977134 Information Operator
T: +39 0249976275 Reception
F: +39 0248010265

Email: eacts2018@fieramilanocongressi.it
Web: https://www.micomilano.it/Home_en.html

Overview Congress Venue
https://www.micomilano.it/VisitaSpaziORG_en.html

Since tobacco is a major cause of cardio-thoracic diseases, the EACTS would like to thank all participants and Exhibitors for refraining from smoking in the MiCo, including in meeting rooms, exhibition areas, restrooms, restaurants and cafés, and within 250 meters of the main entrance/exit of the MiCo. Smoking is not permitted in the exhibition hall during stand build-up or dismantling.

TRADE EXHIBITION & TRAINING VILLAGE SALES EACTS
EACTS HouseBerkshire SL4 1EU, UK
Tel: +44 (0)1753 832166
Direct Line for Exhibitor Queries: +44 (0) 1753 838 484
Booth/TV Sales: Elvira Lewis Elvira.Lewis@Eacts.co.uk
Website: www.eacts.org

COMMERCIAL ACTIVITIES
(All Advertising; EACTS Daily News, Meeting and Hospitality Room Hire, Satellite Symposia, Session Sponsorship, TV Studio)

EACTS
EACTS House, Berkshire SL4 1EU, UK
Tel: +44 (0)1753 832166
Direct Line for Commercial Activities: +44 (0) 1753 838 482
Industry Opportunities
Industry Relations: Sharon Pidgeon sharon.pidgeon@Eacts.co.uk

INVOICING TRADE EXHIBITION, COMMERCIAL ACTIVITIES (Session Sponsorship, Satellite Symposia & Training Village, Room Hire, Advertising)
EACTS
EACTS House
Berkshire, SL4 1EU, UK
Tel: +44 (0) 1753 832 166
Direct Line for Invoicing: +44 (0) 1753 838 485
Invoicing: Eileen Moriarty Eileen.Moriarty@eacts.co.uk

Warning: You may be contacted by companies, presenting themselves as “official contractors” and offering services, accommodation, travel, stand building etc. EACTS has not appointed any official contractors other than those listed below.

ACCOMMODATION
Official Housing Agency 2018
MiCo dmcP. le Carlo Magno 1I-20149 Milan
T: +39 0287255050
F: +39 0243426274
Email:  EACTS2018.dmc@micodmc.it

SOCIAL EVENTS
For Social events, transportation, entertainment, and dinners please contact:
MiCo dmcP. le Carlo Magno 1I-20149 Milan
T: +39 0287255050
F: +39 0243426274
Email:  EACTS2018.hotel@micodmc.it

CATERING
Compass Group Italia
Via Angelo Scarsellini No. 14
I-20161 Milan
T: +39 02480531
Email: fabio.marrale@compass-group.it
W: http://www.compass-group.it/en

ON-SITE HANDLING, INTERNATIONAL FREIGHT FORWARDER, AND CUSTOMS BROKEREUROPEAN INTERNATIONAL (FAIRS) LTD
Contact: Jim Callaghan & Christian Andrews
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

Project Leader Email: steven.maddock@european-intl.com
Operations Director Email: jim.callaghan@EURopean-intl.com

EXHIBITION SERVICES
MiCo
MiCo – Milano Congressi
VIALE EGINARDO – GATE 2
20149 Milano
Italy
T: +39 0249977134 Information Operator
T: +39 0249976275 Reception
F: +39 0248010265
Email: eacts2018@fieramilanocongressi.it
Web: https://www.micomilano.it/Home_en.html

There is a web shop through which you can order all the services listed below. MiCo will provide an email with individual login and passwords to the main contact as per the records in our database.

MiCo Services
Audiovisuals
Carpet
Catering Services
Computers and Peripherals
Custom Services
Digital Printing Services
Electrical Services
Extra Cleaning
Extra Time Work
Flowers & Plants
Furniture
Hanging Services
Insurance Coverage
IT Services
Photo and Video Services
Shell Scheme Packages
Temporary Staff
Vehicle passes and Staff name badges for Build-up and Break-down time
Waste Collection
Water & Compressed Air Connections

BARCODE LEAD RETRIEVAL TECHNOLOGY
to be announced

OFFICIAL PHOTOGRAPHERRainer Mirau PhotographyVienna Austria
T: +43 6506837780
Email: office@rainermirau.com
W: www.rainermirau.com

EACTS DAILY NEWS
If you are interested, in company editorials and advertising, please see: http://www.eacts.org/annual-meeting/industry-opportunities/eacts-daily-news/

Please contact Industry Relations to discuss the options available.
Direct Line for Commercial Activities: +44 (0) 1753 838 482
Industry Relations: Sharon Pidgeon Sharon.Pidgeon@eacts.co.uk
Industry Opportunities

Accommodation

MiCo dmc has been appointed by EACTS as the Official Housing Agency of the 32nd EACTS Annual Meeting.

Please book your accommodation through our officially appointed supplier MiCo dmc using the link below.

http://web.micodmc.it/2018/eacts/

There are several counterfeit websites or agencies – EACTS cannot guarantee any rooms/rates offered within these.  If you are in any doubt as to the authenticity of such sites or companies, please notify the EACTS Executive Secretariat immediately.

MiCo dmcP. le Carlo Magno 1I-20149 MilanT: +39 0287255050F: +39 0243426274Email:  EACTS2018.dmc@micodmc.it

HOTEL ACCOMMODATION FOR GROUPS (FROM 5 ROOMS)
Group reservations for 5 rooms or more will be handled by separate contracts and regulations. In order to submit an enquiry for a group booking, please contact MiCo dmc by e-mail EACTS2018.hotel@micodmc.it providing the number of rooms needed, hotel category and preferred location if possible. Please note that telephone reservations will not be accepted.

Accessibility

Location
MiCo – Milano Congressi is right in the centre of Milan, 4 km from the Duomo and just 5 minutes from Leonardo’s Last Supper.

MiCo – Milano Congressi
VIALE EGINARDO – GATE 2

Main Entrance:
Only from viale Eginardo (Gate 2)

There are several ways to get to the MiCo, please refer to the link below.

https://www.micomilano.it/ComeArrivare_en.html

Animals

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

ATM, Banks, Currency & Credit Cards

Within MiCo there is one ATM machine that can be used and is located on Level +1 along the Balcony.

MasterCard, American Express, Visa, and Diners are also accepted by numerous hotels, restaurants, shops and gas stations. However, it is advisable to carry some cash as well.

Catering Services

Build-up and Breakdown: Coffee, tea, refreshments, light snacks and sandwiches during build-up and breakdown will be available on a cash-only basis.

Delegate Catering: There will be catering points in the exhibition area and other parts of the center where delegates may purchase food and drinks on a cash only basis.

Compass Group Italia
Catering services at the MiCo are provided exclusively by Compass Group Italia.

Children

It is strictly forbidden to bring children into the Exhibition hall without prior authorisation from the Organisers. Neither the MiCo nor the Organisers have adequate insurance cover to protect children whilst in the Exhibition Hall or conference areas.

Cloakroom

A manned cloakroom will be open throughout the opening hours of the Annual Meeting. Items may be left at a nominal charge as listed below, per day.
€2, 50 Coat, per day
€3,00 Luggage, per day

Co-Exhibitions

Partially or wholly sub-leasing or otherwise relinquishing a stand to a third part, as well as private arrangements for the exchange of stands or floor space between Exhibitors is prohibited. Advertising material or signs of persons or firms other than those renting the space is prohibited.

Exhibitors wishing to assign or apportion any part of the confirmed exhibition space to a Co-Exhibitor must ensure that the Co-Exhibitor is accepted by EACTS. The fee is EUR 1500 + statutory sales tax according to European regulations. The corresponding invoices will be issued in EUR and to the firm renting the space from EACTS.

Accepted Co-exhibitors submitting their details by 13 July will be listed in the official Exhibitors part of the EACTS Final Programme App.

Each registered Co-Exhibitor will receive two nominative exhibitor badges under the name of the Co-Exhibitor’s company, allowing them to attend the Welcome Reception and the exhibition but not the Scientific Sessions.

Contractor Badges for Build-up and Breakdown

In Milan vehicles and staff for build-up and breakdown must be pre-registered. The pre-registration is easy and fast and allows for quick entrance and must be done via the MiCo web shop, “Vehicle passes and Staff name badges for Build-up and Breakdown time” section.

Disabled Facilities

Exhibitors with a stand floor that is more than 20 mm higher than the aisle must install a ramp for wheelchair users.

MiCo recognises the diversity of abilities and needs of its guests and is strongly committed to facilitating the accessibility of the venue for all people with disabilities, by offering a variety of services to enabling all visitors to fully experience the events hosted inside.

– All entrances, areas and rooms of the Convention Centre are wheelchair accessible
– The venue is equipped with wheelchair-accessible restrooms
– Elevators are located throughout the venue
– On request they can provide wheelchairs or mobility scooters as aid of internal mobility here: http://www.mobilitycenter.it/noleggio-mobility-scooter/mobility-mico/

First Aid / Emergency

The fully equipped First Aid room is located on the first floor of the South Wing of MiCo. A doctor will also be present. Should you require first aid assistance, please contact the registration desk or any uniformed member of the Meeting staff.

Hospitality Functions

Exhibitors are requested to plan gatherings for the congress participants only in coordination with the EACTS Headquarters and not at the same time as social activities are being held by the Congress, such as the Welcome Reception. Exhibitors are not allowed to compete with the official programme of the EACTS Congress or to invite congress participants to social activities away from the MiCo during the hours in which scientific activities are being held by the EACTS. The Organisers request that they are 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 to be able to answer delegate queries effectively.

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.

Additionally, Exhibitors are advised to protect their expenditure against abandonment and cancellation or curtailment of the event.

The EACTS and the MiCo, the accommodation organisers and other congress partners accept no liability for injuries and/or losses of whatever nature incurred by participants and/or accompanying persons, nor for loss or damage to their luggage and/or personal belongings.

Technical Regulations Congress Centre MiCo, Paragraph 9 Insurance
It is a MiCo requirement, that the exhibitor must have the “All Risks” Policy on goods, machinery, equipment and and fittings carried/used within MiCo with waiver clause vis-à-vis third parties, including, Fondazione Fiera Milano, Fiera Milano, Fiera Milano Congressi, their subsidiaries and associates, and the third parties in any way interested in the organisation of the event. It is possible to join the coverage available from Fiera Milano Congress in the terms contained in the Exhibitor Services Website. This cover sets out a minimum insured capital, in relation to the applicable conventions. The coverage also includes the inclusion of the risks on transport. Any greater values must be insured with integration; Fiera Milano Congressi provides this service at the request of the Exhibitor. Fiera Milan Congress disclaims all liability for values, possibly higher, where uninsured, of which, entirely are the liability of the Exhibitor.

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 the MiCo 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.

Meeting Programme

For full details regarding the programme, including registration information, see our website For further information, please review the online programme: http://eacts2018.process.y-congress.com/scientificProcess/Schedule/index.html

Parking

Please refer to the MiCo Webshop
Useful documents
Logistics
EACTS 2018 – Logistic Map and EACTS 2018 – Rules about Building up / Dismantling days

During the build-up: it is not allowed to park inside the venue during build-up time, only download/upload operations are allowed (maximum 2 hours), parking is not permitted.

There is a parking lot for more than 1,100 cars. This car park is not managed by Fiera Milano Congressi and it is not possible to buy tickets in advance.

Security

For security reasons, identification badges supplied to personnel must be worn always. 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 need to order them from the service provider web shop. 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.

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.

VAT

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. Customer liable to account for output VAT under the reverse charge mechanism.

Venue

The 32nd Annual Meeting will be held at the MiCo – South Wing. Main entrance: Viale Eginardo – GATE 2 .

For further information regarding the venue and location details, visit https://www.micomilano.it/VisitaSpaziVIS_en.html

Waste Disposal

Diverse types of recycling bins and containers are available around the venue. Please order anything else through the service provider web shop.

Access to the Exhibition/Training Village

Access to the Exhibition and Training Village during opening hours will be granted only to people registered for the Congress and wearing their badges.

Access to the Exhibition and Training Village prior to opening and after closing, during official congress days, will be granted only to Exhibitors wearing their Exhibitor badge. This includes all hired staff such as technicians, decorators, artists, speakers, hostesses, etc.

Constructor badges for delivery and set-up and must be done via the MiCo web shop, “Vehicle passes and Staff name badges for Build-up and Breakdown time” section.

Misuse of Exhibitor badges or any other method used to assist unauthorised personnel to gain admittance to the exhibition area will be cause for the exclusion of the Exhibitor and representatives from the exhibition area.

DATES & OPENING HOURS

Day Date Registration Scientific Sessions Exhibition &
Training Village
Wednesday 17 October 14:00-18:00
Thursday 18 October 07:00-18:00 08:15-17:30* 14:00-19:00
Friday 19 October 07:30-18:30 08:15-18:00 09:00-17:00
Saturday 20 October 07:30-18:00 08:15-17:30 09:00-17:00

N.B. Times may be subject to change.

Build-up and Breakdown Badges

To access and move within the MiCo, the exhibitor and or the personnel of the companies that operate on its behalf must be in possession of the authorised badge/access pass, compiled by the Exhibitor or the head of construction of the stand using the forms transmitted by Fiera Milano Congressi together with the document “Provisions for assembly and breakdown operations”. The Build-up and breakdown badges must be worn always 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. Build-up and Breakdown badges are obligatory, and Exhibitors are therefore requested to ensure that their drivers/contractors/booth builders are registered with MiCo.

The pre-registration system can be found in the MiCo webshop, “Vehicle passes and Staff name badges for Build-up and Break-down time”.

The pre-registration system is for people and vehicles for the access during setting up and breaking down. The pre-registration is easy and fast and allows you a quick entrance to the Mico. You can indicate one or more Stand Builder you will employ for the setup/break down. MiCo will send an email to your stand builders indicated with instructions for pre-registration so that they can pre-register their vehicles too.
Please ensure that everyone who needs access during build up and breakdown is registered in advance to ensure a quick flow through when arriving at the Mico.

The main contact for the exhibition has been put in the Fiera Milano Congressi “Exhibitor Services” site for the above Congress.

Entering the website you are allowed to buy/hire online all services or goods that can be useful for your participation.

The use of the website is very simple and you will find all the information needed.
You can access the website directly using this link, https://es.fieramilanocongressi.it/

Construction of Exhibition Stands / Training Village Sites

Day

Date

Time

Type of Booth
Tuesday 16 October 07:00-13:00 Move In; Space only “Island” booths & Training Village; after 13:00 move in of self-builds in inline locations.
Tuesday 16 October 13:00 – 19:00 Build-up; Space only “Island” booths & Training Village
Wednesday 17 October 07:00 – 22:00 Build-up; space only “Island” booths & Training Village
Wednesday 17 October From 12:00 Shell scheme/Inline exhibitors
Thursday 18 October 07:00 – 12:00*
(*all booths MUST be ready by this time)
Build up
Thursday 18 October 14:00 Exhibition Opening
Thursday 18 October 17:00 – 18:30 Welcome Reception

N.B. Times may be subject to change

All exhibition stand construction must be completed, and the stand fully operational by 12:00 on Thursday 18 October, by which time aisles must be cleared of exhibition material, empty boxes and crates, and trucks should have left the exhibition area. Stands will be inspected prior to the opening of the Trade Exhibition to Delegates at 14:00 on Thursday 18 October. An informal reception at which drinks and canapés will be served will be held in the Exhibition areas for registered delegates, exhibitors and exhibition visitors from 17:00 – 18:30.

SPECIAL NOTE – CLEARANCE OF GANGWAYS
We shall be carpeting the gangways of the exhibition halls on Wednesday 17 October.
It is essential, therefore, that gangways are clear of exhibit boxes on 17 October at 16:00 so that the cleaning staff can start with the cleaning of all areas.
Exhibits or boxes obstructing the gangways will be removed by the Organisers and any cost for such removal will be charged on to the exhibitor concerned.
Stand builders can work within their dedicated booth areas from 18:00 – 22:00 but the gangways must be free of material.

DUE TO THE CARPETING OF THE HALLWAYS IN THE EXHIBITION HALL, EXHIBITORS ARE NOT ALLOWED TO USE TRANSPALLETS OR TROLLEYS ON THURSDAY, 18 OCTOBER. ANY DAMAGES TO THE AISLE CARPET WILL BE CHARGED TO THE EXHIBITOR CONCERNED.
N.B. Times may be subject to change

Dismantling

Day Date Time
Saturday 20 October 17:00 – 24:00
Sunday 21 October 00:00 – 05:00*
Sunday 21 October 06:00 EIF will start to pull out and load
Sunday 21 October 12:00^

* all stands ready and packed by 05:00
^Hall to be clear of all stand fitting materials and boxes by 12:00

N.B. Times may be subject to change

No prior dismantling is allowed. All exhibits, booth fitting and display materials must be removed by 12:00 on Sunday 21 October. 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.

 

EACTS has appointed European International (Fairs) Ltd as the official freight forwarder, customs broker and on-site handling contractor.

Exhibitors may use their own freight forwarding agencies for both delivery and collection of exhibition freight; however, European International (Fairs) Ltd has been appointed as our official on-site handling contractor and is the only company allowed to manage the operation of forklifts at the venue. We strongly advise contacting the appointed freight forwarder for all transportation of goods offloading, storage of empty cases and related services. Please note due to fire regulations it is not permitted to store empty packing materials inside halls or behind your booths during the exhibition. Please refer to the link below.

http://files.european-intl.com/showforms/eacts_mi.pdf

Here you will find the full shipping instructions with links to all forms, labels, commercial invoices, methods or shipping and our worldwide recommended shipping partners.

It may be necessary to allocate time slots for accessing the loading zone depending on the local situation. These slots are allocated by European International and you will be informed accordingly.

EACTS/European International can accept no responsibility for goods not delivered.

Exhibitors have the option of taking either ‘island/raw space’ or ‘Inline/shell scheme’ site. However, the booth price quoted does not include the cost of the shell scheme and is non-negotiable. Please refer to EACTS booth allocation notification for the type of booth allocated.

The exhibition hall is a centrally located high-ceilinged area, which facilitates smooth loading and two stand configurations:

Island / Raw Space

Island sites (stand with four sides open to the public)
The maximum height is
Island booths = 4m
Inline booths = 2.5m

Exhibitors taking space only booths, whether an island or inline/shared sites, must submit detailed booth plans to the Organisers (Elvira.lewis@eacts.co.uk) for approval as soon as possible and NO LATER THAN 10 August 2018. EACTS will collate all booth plans and after checking if their rules and regulations are adhered to, will send to the MiCo for approval.

The plan should contain the following information:

  1. The general layout of the booth including any specific features; height; widths of gangways and position of exits; the position of any temporary barriers and turnstiles, platforms, temporary covered walkways and storage areas.
  2. Of any special electrical, mechanical or heating apparatus including anything which might affect the general ventilation and any other apparatus involving special risk.
  3. 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.

All materials used to install booths must be in accordance with local regulations (for further information, refer to Technical Regulations Congress Centre MiCo containing the regulations for exhibitions. This document can be found in the Exhibitor Services Web Shop, Useful Documents.,

The building of two-tier or ‘double-decker’ booths is not permitted.

Inline / Shell Scheme

Inline sites (stand in the middle of two stands, one side open to the public, including corner sites (stand at the end of a stand row, two sides open to the public).

The maximum height of the side and back walls facing neighbouring stands is 2.50m.

Shell scheme is COMPULSORY for all In-line stands that are sited adjacent to other booths. Shell scheme is not included in the price and must be ordered at an additional cost via the service provider web shop.

There are two shell scheme options which can be viewed and ordered in the MiCo web shop. You can access the website directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

In-line sites:

Shell scheme – see shell scheme templates, max build height 2.5m

Shell scheme is available to all stands and is charged as an additional cost via the service provider catalogue. The shell scheme is compulsory for all stands that are sited adjacent to other booths. The shell scheme options are as follows.

Shell Scheme Solution A = €360
White laminated panels with aluminium frame, 2.5 m height
Fascia board with company name and booth number – 30 cm height
Carpet 9 s2m – colour TBD
# 1 electrical line with multiple socket – up to 3 Kw
#3 3 LED spotlights
Initial cleaning

Shell Scheme Solution B = €486
White laminated panels with aluminium frame, 2.5 m height
Fascia board with company name and booth number – 30 cm height
Carpet 9 sqm – colour TBD
#1 electrical line with multiple socket – up to 3 Kw
#3 LED spotlights
#1 rectangular table with #3 chairs
#1 coat hanger
#1 waste paper basket
Initial cleaning

Shell Scheme Solution B = €486
White laminated panels with aluminium frame, 2.5 m height
Fascia board with company name and booth number – 30 cm height
Carpet 9 sqm – colour TBD
#1 electrical line with multiple socket – up to 3 Kw
#3 LED spotlights #1 rectangular table with #3 chairs
#1 coat hanger
#1 waste paper basket
Initial cleaning

N.B. Prices may be subject to change.

Additional items must be ordered separately from the Exhibitor Services website (vice Manual) at a further cost.

THE ORGANISERS REQUIRE ALL STANDS TO BE COVERED WITH NON-ADHESIVE CARPETING.

The maximum height for displays inside the shell scheme is 2.5 metres. 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.

Training Village

THURSDAY 18 – SATURDAY 20 OCTOBER

The Training Village will be specifically set aside for Industry to organise their own ‘Hands-on’ workshops, including wet and dry labs and any other small practical sessions. These sessions will not form part of the official scientific programme of the Annual Meeting. Sessions should be scheduled at pre-defined times, offered to delegate on an invitation-only basis, and restricted to a maximum of 10-15 people per session.

The rental is for bare floor space only but does not include carpet, furniture installations, or electricity, walling etc., is an additional cost and can be provided via your own contractors or via our contractor, Gielissen, other orders will have to go via the main suppliers via the exhibitor manual.

To avoid any confusion with the exhibition, please clearly indicate your Training Village unit number on any such orders.

Training Village sites
The maximum height is 3.00m.

Ceiling
Due to the nature of the activities in the training village in the brown area, it is necessary that the units are built with a ceiling (ceiling cloth).

Buildup and breakdown times
The same build-up and breakdown times as exhibition and will be treated in the same way via European International.

Graphics
Exterior graphics allowed on internal & external walling.

AV
Companies are permitted to have 1x external LCD screen on the entrance wall advertising their programme or branding for the organisation. Portrait or landscape format permitted but it should not exceed 48 inches (no sound permitted).

Entrance
You can make a design feature of the entrance provided it is WITHIN the allotted area and does not come outside it.

Exhibitors taking a training village site, must submit detailed plans to the Organisers (Elvira.lewis@eacts.co.uk) for approval as soon as possible and NO LATER THAN 10 August 2018.

The plan should contain the following information:

  1. The general layout of the training village space including any specific features; height; widths of gangways and position of exits; the 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.

Flooring

Load-bearing capacity is 5000kg/m2 in all areas (including the forecourt). The floor in the exhibition hall is made of concrete 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 preparation necessary at the end of the exhibition will be charged to the Exhibitor concerned. Exhibitors with a stand floor that is more than 5 cm higher than the aisle must install a ramp for wheelchair users.

Water connections are only available at a selected number of locations. It is therefore recommended that for large stands, a platform is built, so that water connections remain available to other exhibitors. Please indicate the exact location on the plan. It is not allowed to have a cable bridge across main corridors because of H&S rules. If a booth does not have direct access to power/internet through a pillar or pit floor the MiCo will do a ceiling drop. Water is only available if it is directly inside the allocated space.

When you order electricity, water, the internet and carpet, please indicate that you have a raised floor.

THE ORGANISERS REQUIRE ALL STANDS TO BE COVERED WITH NON-ADHESIVE CARPETING.

Cancellation

After confirmation of receipt, the booking form signed by the Exhibitor is already a binding agreement. If an exhibition space confirmed in writing must be cancelled by the Exhibitor, written cancellation of the total or partial exhibition space will be accepted under the following conditions:

  • Cancellation before 9 July 2018:
    A cancellation charge of 20% of the total charge for the booth will be made and a refund of any charges already paid in excess of this amount will be made to the Exhibitor.
  • Cancellations received after 9 Jul 2018:
    The Exhibitor will be liable to a charge of 50% of the total charge. The Organisers will endeavour to re-let the booth space not required by the Exhibitor, but if they shall be unable to do so, the Exhibitor shall remain liable to pay the full charge for the booth space allocated.
  • Cancellations received after 6 August 2018:
    The Exhibitor will be liable to pay the full charge for the booth space allocated.

Notice of cancellation of allocated booth space must be given to the EACTS Secretariat in writing at the address on the Booth Application Form.

In the case of cancellation or downsizing of the stand, the original position or layout can no longer be guaranteed.

Invoice / Payment for Booth Space

An invoice will be sent as soon as the stand location is confirmed. Invoicing of payments for floor space and any additional requests will be made in Euro (EUR). Payments must be made free of the bank and other charges for the beneficiary.

The Exhibitor shall pay the total cost of the booth(s) allocated within 14 days of the date of the invoice issued by the Organisers. If the invoice is not paid by this date the Organisers may re-allocate the booth space to another Company without any liability to the Exhibitor. Payments must be made by bank transfer in Euro. All the Organisers’ charges are exclusive of any applicable Value Added Tax, for which the Exhibitor shall be additionally liable. The Organisers shall have the right to refuse to permit the Exhibitor to occupy or use the booth until all sums due to the Organisers from the Exhibitor have been paid.

The exhibition space rented is delineated by, and limited to, the surface area in sqm and to a maximum height of 4 m for island booths including any platform, 2.50 for In-line (shell scheme) booths. The maximum height of the side and back walls facing neighbouring stands is 2.50 m (including a platform). The height restriction applies to anything on or within the stand, including platforms, objects or individuals. Where appropriate, Exhibitors must erect walls between neighbouring stands at their own expense.

Walls must not be constructed across an entire side of an open stand. No exhibitor shall erect perimeter walling, screens or other structures that impede/obstruct the view to neighbouring booths. Perimeter walling and/or screens must not extend beyond 20% of the total length of any side of the booth. Screen(s) and/or monitors must not exceed the maximum height of 2 metres and must be sited a minimum of 1 metre from the aisles or gangways of the Exhibition Hall.

Any stand that does not comply with these rules will be forced to make the necessary alteration before the Exhibition is opened. The company is kindly asked to pay special attention to these details to avoid any difficulties to you or your partners.

Stand Design

The following rules are designed to create a comfortable and open exhibition space for delegates and Exhibitors alike. We aim to encourage the most effective use of island spaces and this means keeping the view through the Exhibition as free as possible, not overshadowing or obscuring the view of neighbouring stands and keeping open-sided stands as accessible to exhibition traffic as possible.

  1. When designing the stand please ensure that all fixtures (touch screens, reception desks, display cases etc.) are constructed at least 1 metre from the parameter of the stand space. This is to ensure that delegates viewing your materials, devices, products, display etc. can stand on your booth rather than in the walkway. The maximum height of any fixture or fitting at the edge of the stand is 2 metres.
  2. Perimeter walling must not extend beyond 20% of the total length of any side of the booth.
  3. Screens and/or monitors must not exceed the maximum size of 48 inches and must be sited a minimum of 1 metre from the aisles or gangways of the Exhibition Hall. The content shown must be relevant to the theme of the event, of educational value or be relative to science and medicine.
  4. The maximum height of a solid wall is 2 metres.
  5. The maximum height for side and back walls connecting to another stand directly on the stand perimeter is 2 metres. This is to ensure that neighbouring booths are not overshadowed and to comply with standard sizes or other types of the stand. Exhibitors working with raised floors, please refer to paragraph 3.2.4.3, Technical Regulations Congress Centre MiCo.
  6. All parts of side or back walls that could be visible from a neighbouring stand must be completely white and clean, with no visible signage, cabling, etc.
  7. The maximum height of construction for banners, signage, towers, rigging, etc. inside the stand (minimum distance 1 metre to the stand border) is 4m, measured from the floor of the exhibition hall. Towers and other solid constructions higher than 2 metres must not cover more than 20% of the open-side of a stand or block more than 50% of the view from one side of a stand to another. Banners that hang all around the rigging above the stand with a closed surface may have a maximum depth of 1m. This is to allow for a large enough gap between the walls on the parameter of the booth and the rigging banners to ensure a clear view through the stand.
  8. Open sides must remain at least 80% unconstructed. This rule does not apply to fixtures such as reception desks, posters, etc. but to solid walls that restrict the view through the stand and block access to the delegates.
  9. Exhibitors should be aware that construction of stands at certain venues may be affected by the positioning of service outlets or pillars if a service outlet must be shared by a neighbouring stand, Exhibitors are advised to build raised floors. Exhibitors will be advised of such a situation prior to entering a contract. There is no discount offered in such instances.
  10. As there may be some instances where the interpretation of the guidelines is in dispute, we remind Exhibitors that the overall principle for guidelines to stand design is to ensure a well-designed and open Exhibition for the delegates and fairness for all Exhibitors. The EACTS, therefore, reserves the right to pass an overall judgment on a stand design in favour of this principle.All island projects must be submitted to EACTS for approval. EACTS will evaluate if the projects are in conformity with the EACTS rules. Exhibitors will not be permitted to construct booths without approved designs. If a booth is constructed outside the specifications of the approved designs, the EACTS will insist on modifications to the design or undertake any measure they deem are needed to impede the use of the exhibition booth.It is a requirement of the venue, Mico, that their regulations be strictly adhered to always. Please ensure that all your stand personnel and contractors are fully conversant with those documents.

Damage to Exhibition Buildings, Fixtures Fitting

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.

Distribution of Promotional Material

No Exhibitor shall place signs or distribute promotional material in any area not designated for such purposes by the Organisers. Any such materials placed in non-designated areas shall be removed. No Exhibitor may conduct surveys or distribute print items, promotional samples or other materials in the exhibit hall unless it is within the parameters of his own booth space. Non-Exhibitors are not allowed to display any material in any part of the congress centre.

Oily/Dirty Exhibits

Oily or dirty exhibits are not permitted unless specifically approved by the Organisers prior to the Exhibition opening.

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.

Activities on Exhibition Stands

The EACTS encourages Exhibitors to offer delegates an interesting, educational and interactive experience on their stands. While we wish all sponsors the best return possible for their support of the Congress, we ask Exhibitors to adhere to the following guidelines for interaction with delegates.

In all instances, Exhibitors must allow enough space for participants to take part in activities on the stand of the Sponsor. Any stand with activities causing delegates to participate from the walkways will be asked to halt the activity.

  • Annoyance: EACTS reserve the right to stop any activity on the part of any Exhibitor that may cause annoyance to other Exhibitors or visitors. Business must be conducted only from the Exhibitor own stand and under no circumstances may this be carried out in a gangway or elsewhere within the Exhibition.
  • App: The EACTS does not permit the creation of apps that relate to the Annual Meeting and its scientific programme. If Sponsors create apps that are to be used by delegates during the Annual Meeting, Sponsors must insist that the apps are downloaded ahead of the Congress and that the congress Wi-Fi network is not used for this purpose. In addition, no reference should be made to the EACTS, the EACTS Annual Meeting in the title of the app, the keywords associated with an app for search purposes and the app may not include EACTS or Congress imagery within its content.
  • Charitable initiatives: Charitable initiatives are permitted but should be limited to the exhibition stand. Exhibitors should seek approval from the EACTS office to ensure there is no conflict with other initiatives.
  • Demonstration of Exhibitor’s products: perfectly acceptable on the stand, Exhibitors are not allowed to organise/advertise work- shops or other sessions, or any other scheduled event that might conflict with the EACTS Scientific Programme.
  • Food on the stand: Exhibitors may offer delegates drinks and cold food. Exhibitors are asked to refrain from the serving and preparation of hot food as the accompanying odours can affect neighbouring stand and exhibition walkways.
  • Games prizes / give always: Free gifts should have a limited value which complies with the national guidelines of the country in which the Congress will take place. The gift should be of educational value or be relative to science and medicine.
  • Market research activities: Research is only allowed inside the booth, without exception, otherwise EACTS reserve the right to immediately stop all activities. Please ensure that staff hired to conduct such activities are fully aware of this clause. It is not permitted for companies to undertake market research into the EACTS its activities or features of the Congress anywhere in the congress centre. Videoing of interviews with individuals by video or audio crews is not permitted in the congress centre.
  • Microphones/audio-visual equipment: The use of microphones and the playing of videos or music must be limited to a maximum level of 80 decibels; however, if the noise is clearly and unreasonably affecting a neighbouring stand EACTS retains the right to insist the sound is reduced to an acceptable level even if the acceptable level is lower than 80 decibels.
  • Photography: The photographing of booths is not permitted during the build-up/breakdown of the exhibition unless the photographer is engaged by the Exhibitor to take photographs of their own stand and can avoid inclusion of neighbouring booths. Photography during the opening times of the exhibition of all aspects of the event is allowable in all instances except in cases where the photographer of photography equipment would cause an obstruction or danger to delegates/staff visiting or working in the exhibition hall.
  • Publicity material: Any publicity material shall be displayed and/or given away only from the Exhibitors own stand
  • Quizzes and games: Any quizzes should focus on scientific and medical subject matter. In all instances, the correct answers to the quiz must be made clear to the delegate participating in the quiz either verbally or in writing. Microphones are discouraged but allowable if the noise levels do not carry unreasonably on to another stand. Inappropriate games and activities are not allowed in the exhibition area, activities must relate directly to scientific and medical practices. Examples of disallowed practices include computer golf games, skiing games, portrait painters or photographers etc.
  • Video recording: Exhibitors can take video recordings but all equipment and camera crew must stay within the parameters of the exhibition booth. Videoing of other Exhibitors and their materials, EACTS congress features or any EACTS sessions is expressly forbidden.
  • Webcasting: Without special approval of EACTS webcasting is prohibited.
  • Wi-Fi connection: Due to the overwhelming demand for Wi-Fi in the exhibition hall strict guidelines for the use of Wi-Fi will be available from the approved service provider. As the misuse of the free Wi-Fi system and the setting up off rogue Wi-Fi networks seriously damages the services provided by the EACTS and the service provider the activities on neighbouring stands the organisers reserve the right to demand that any unauthorised networks be shut down. In the unfortunate event that Exhibitors refuse to comply further measures will be taken to shut down the network to protect the Congress and fellow Exhibitors from the disruption caused.

Canvassing

No Exhibitor shall place signs or distribute promotional material in any area not designated for such purposes by the Organisers. Any such materials placed in non-designated areas shall be removed. No Exhibitor may conduct surveys or distribute print items, promotional samples or other materials in the exhibit hall unless it is within the parameters of his own booth space.

Market Research Companies

Market research companies are only allowed to conduct research under the following rules:

  • The company must rent a minimum of 9 sqm of exhibition space or must be integrated into the exhibition stand of another company. The integration with this other company must be declared to EACTS.
  • Research is only allowed inside the booth, without exception, otherwise EACTS reserve the right to immediately stop all activities. Please ensure that staff hired to conduct such activities are fully aware of this clause.
  • It is not permitted for companies to undertake market research into the EACTS Annual Meeting, its activities or features of the congress anywhere in the congress centre. Videoing of interviews with individuals by video or audio crews is not permitted in the congress centre.

Exhibition Desk

The Organisers will provide an Exhibitors Enquiries Desk which will be situated in the exhibition hall or in the general registration area during the 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.

Exhibitor Registration Complimentary Exhibitor Badges & Complimentary Active Exhibitor Badge

Each Exhibitor is entitled to several complimentary badges in accordance with the size of the exhibition stand as stated in the table below.

The indicated number of complimentary Exhibitor badges and active Exhibitor badges can be ordered free of charge till 8 October 2018.  After the 8 October deadline, online registration for exhibitor badges is still possible, however, the price changes to €100. Therefore, the Exhibitors are strongly advised to register their representatives and staff online before 8 October 2018. After the event opens, (18 October), you may STILL REGISTER ONLINE and receive the online fees. If you register at an ON-SITE desk in Milan, you will be charged the ON-SITE fee, €150.
The last date for payment by bank transfer is 1 October 2018. After this date, ALL payments must be made online by credit card.

EXHIBITOR BADGES

Exhibitors must apply for the complimentary Exhibitor badges with individual names for all their representatives and staff on the company stand, including local staff (e.g. hostesses) hired by an agency. These badges entitle the holder to attend the Exhibition, their own Symposium, the Welcome Reception but not the Scientific Sessions. They are personal, non-transferrable and must be worn always. Replacing or supplementing this identification with business cards, ribbons or company logos is not permitted.

For security reasons, Booth personnel must wear their EACTS name badges always. Please complete the relevant section of your https://membership.eacts.org with the names of the personnel for whom you require badges.

The deadline for providing this information is Monday 8 October 2018. After the 8 October deadline online registration for exhibitor badges is still possible, however, the price changes to €100. Therefore, the Exhibitors are strongly advised to register their representatives and staff online before 8 October 2018.

After the event opens, (18 October), you may STILL REGISTER ONLINE and receive the online fees. If you register at an ON-SITE desk in Milan, you will be charged the ON-SITE fee, €150.

Badges will not be mailed in advance. The main contact as per our database, will be provided with an exhibitor registration confirmation for each badge in their EACTS account. This confirmation will contain a barcode which should be printed out and distributed to staff members and brought to Milan so that everyone can print their badges. It will be possible to do this at any desk in Milan.

The number of free Exhibitor badges per company varies according to booth size; please refer to the table below for details

ACTIVE BADGES

In addition, each Exhibitor receives several active Exhibitor badges in accordance with the size of the exhibition stand as stated in the table below. These badges entitle Exhibitors to attend the Scientific Sessions, the Welcome Reception and to visit the Exhibition Area. The complimentary registration is for the Annual Meeting’s main scientific programme, (Thursday – Saturday) 8-11 October.

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.

To claim your free registration, please send an email to registration@eacts.co.uk with the following details:

Subject: COMPLIMENTARY EXHIBITOR REGISTRATION, Main Scientific Programme 18-20 October:

Booth No;

Salutation; Title; First Name; Last Name;

Company Name; Address line 1; Address line 2; Postal Code; City; Country

Email Address:

Exhibitors may purchase tickets for excursions and social events from the main registration area during the Meeting.

 

Stand Size Complimentary Exhibitor Badge Complimentary Active Exhibitor Badge
9-18 sqm 5 1
19-48 sqm 10 2
49-60 sqm 15 3
61-150 sqm 20 4
151-200 sqm 25 5

Please also ensure that you are familiar with the 32nd EACTS Annual Meeting Exhibition Terms and Conditions.

If you wish to order any of the following services for your booth, please order through the MiCo web shop.

You can access the website directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

Audio-visuals

If you wish to order audio-visuals (LCD Monitor, Audio, Assistance, LED or Videowall & more, for your booth, please order through the MiCo web shop. You can access the website directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

Build-up and Breakdown Badges

To access and move within the MiCo, the exhibitor and or the personnel of the companies that operate on its behalf must be in possession of the authorised badge/access pass, compiled by the Exhibitor or the head of construction of the stand using the forms transmitted by Fiera Milano Congressi together with the document “Provisions for assembly and breakdown operations”. The Build-up and breakdown badges must be worn always 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. Build-up and Breakdown badges are obligatory, and Exhibitors are therefore requested to ensure that their drivers/contractors/booth builders are registered with MiCo.

The pre-registration system can be found in the MiCo webshop, “Vehicle passes and Staff name badges for Build-up and Break-down time”.

The pre-registration system is for people and vehicles for the access during setting up and breaking down. The pre-registration is easy and fast and allows you a quick entrance to the Mico. You can indicate one or more Stand Builder you will employ for the set up/break down. MiCo will send an email to your stand builders indicated with instructions for pre-registration, so that they can pre-register their vehicles too.

Please ensure that everyone who needs access during build up and breakdown is registered in advance to ensure a quick flow through when arriving at the Mico.

Carpet

If you wish to order carpet for your booth, please order through the MiCo web shop. You can access the website directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

Catering Services

Booth catering is available during the build-up, breakdown and the opening hours of the Exhibition. You can also order additional staff (bartender and waiters) through the MiCo web shop. You can access the website directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

Please note that Compass Group is the exclusive provider of all food & beverage services in the center.

Custom Services

If you wish to order Custom Services (custom audio-visual installation, custom electrical service, custom graphics service, design for a fitter stand, hostess custom servie) for your booth. You can access the MiCo web shop directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

Electrical Services

If you wish to order Electrical Services (Electrical Plants, Inspection Service, Extra KW, 24hrs Electrical Line, Differential Swtiches, 24h/24 Electrical Supply) for your booth, please order through the MiCo web shop. You can access the website directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

 

Please be aware that there could be electricity boxes in the stands. Exhibitors should be aware that construction of stands at certain venues may be affected by the positioning of service outlets or pillars. In the event that a service outlet has to be shared by a neighbouring stand, Exhibitors are advised to build raised floors. Exhibitors will be advised of such a situation prior to entering a contract. There is no discount offered in such instances.

Please pay special attention to point 6.1.4 of the MiCo Technical Regulation Book:

6.1.4 Requests for connection: The connection of the installations of the stands to the network of supply of electricity, to be carried out in the presence of the Exhibitor by Fiera Milano Congressi, is carried out only at the conclusion of the set-up operation of the installations and following the presentation of the technical documentation of the installations provided for by the norms in force, and specifically: “Declaration of conformity of the installation to best practices”, referred to in Ministerial Decree n. 37 of 22/1/2008 signed original by the technician enabled the executor Firm; copy of registration to the Italian Chamber of Commerce or the Provincial Registry of Italian Artisan Enterprises attesting to the enabling of the Executor Company to the installation of electrical installations. NOTE: The “DECLARATION OF CONFORMITY OF THE INSTALLATION TO BEST PRACTICES” can be issued only by installing Firms enabled in Italy with the installation of electrical installations in accordance with Ministerial Decree n. 37 of 22/1/2008 Art. 3. R. T. MiCo Rev. 1 – 2014 16 The foreign Organisers / Exhibitors will need to necessarily use enabled companies for the creation of electrical installations, equipped with the requirements of the above-mentioned law. In the event of non-delivery of the above-mentioned declaration, together with the respective annexes, the electrical connection will not be carried out. In the case of equipment requiring uninterrupted supply during 24 hours, the Organiser / Exhibitor must make specific request. 6.1.5 Electrical installations in the exhibition spaces

6.1.5. General provisions Electrical installations in the exhibition spaces will be made on behalf of the Exhibitor (with his or her own fitter) who will be the guarantor under every aspect. Installations must be performed without bringing about any damage, disturbance or impediments to the bordering exhibition areas. The Exhibitor, through his or her fitter, is required to personally verify the voltage of the power supply network at the time of the connection of its own installation, by exempting however Fiera Milano Congressi and the authorised personnel for the operation of any and all liability for damage that could occur to people and/or things as a result of the omission of that control. For the implementation of the electrical installations, the Exhibitor is required to observe the provisions Ministerial Decree n. 37 of 22/1/2008, the requirements of this technical regulation and to use only equipment, cables and materials that comply with the IEC regulations, bearing the CE marking and conformity marking (e.g. IMQ)

Extra Cleaning

A general cleaning service is organized in communal areas and along aisles. Any supplementary cleaning (stand areas, equipment etc.), will have to be ordered via the manual and paid for by the exhibitor concerned. If you wish to order extra-cleaning services for your booth, please order through the MiCo web shop. You can access the website directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

Extra Time Work

The halls are booked for another event before the EACTS tenancy. It will not be possible to access/build earlier than official build up times. In any case, you can order contact and order extra time work through the MiCo web shop. You can access the website directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

Flowers and Plants

If you wish to order Flowers & Plants (plants and floral decorations, vases) for your booth, please order through the MiCo web shop. You can access the website directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

Furniture

If you wish to order furniture (chairs & stools, armchairs & sofas, tables, reception desks, displays, accessories) for your booth, please order through the MiCo web shop. You can access the website directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

Hanging/Rigging Services

If you wish to order hanging/rigging for your booth, please order through the MiCo web shop. You can access the website directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

Island/raw stands:
The maximum height of construction for banners, signage, towers, rigging, etc. inside the stand (minimum distance 1 metre to the stand border) is 4m, measured from the floor of the exhibition hall.

To receive a quotation for the hanging, it is compulsory to fill in the rigging request form. In-line stands:

Maximum height for In-line stands is 2.50m.

Internet & Wi-Fi

MiCo Wi-Fi: Exhibitors are not allowed to use personal Hot-Spot Wi-Fi (Access Points, ad hoc networks, Tablet or Smartphone used as 3G/4G hot-spots) if not after having obtained specific authorisation. The massive use of wireless hot-spots affects the use of channels in 2.4Ghz and 5Ghz radio bands, to the detriment of all congress users.

Fiera Milan Congressi is authorised to use the IDS/IPS (Intrusion Detection/Intrusion Protection System) function on its own Wi-Fi system in order to limit and isolate “rogue” or unauthorised access points, in order to ensure the safety of the Wi-Fi network and connections of congress users.

In the unfortunate event that Exhibitors refuse to comply further measures will be taken to shut down the network to protect the Congress and fellow Exhibitors from the disruption caused.

Shell Scheme Packages

In-line sites (stand in the middle of two stands, one side open to the public, including corner sites (stand at the end of a stand row, two sides open to the public).
The maximum height of the side and back walls facing neighbouring stands is 2.50m.

Shell scheme is compulsory for all In-line stands that are sited adjacent to other booths. Shell scheme is not included in the price and must be ordered at an additional cost via the Exhibitor Services Catalogue.

There are two shell scheme options which can be viewed and ordered in the MiCo web shop. You can access the website directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

Raised Floor

With a raised floor, you can put power lines and service pipes out of sight for your guests. If you wish to order a raised floor for your booth, please order through the Exhibitor Services Catalogue. You can access the MiCo web shop directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

Security

If you wish to order security for your booth, please order through the Exhibitor Services Catalogue. You can access the website directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

Temporary Staff

If you wish to order temporary staff (hostess & Steward, help worker) for your booth, please order through the Exhibitor Services Catalogue. You can access the MiCo web shop directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

Waste Collection

Exhibitors and constructors of stands are strongly recommended to hand over the site thoroughly clean and must remove their construction waste (carpet, mixed materials, paper and paper derivates, wood and wood derivates, that was generated by their activities with their own means. Unattended rubbish left by exhibitors in aisles when the exhibition is open will be removed at the exhibitors’ expense.

If you wish to order waste collection for your booth, please order through the MiCo web shop. You can access the website directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

Water & Compressed Air

Exhibitors interested in placing orders for water or compressed air connections must check with Fiera Milano Congressi first then proceed with the order, not all stand areas are suitable for watter or compressed air connections.

If you wish to order Water Connection and/or Compressed Air Connections for your booth, please order through the MiCo web shop. You can access the website directly by using the access codes. The login data has been sent by MiCo to the main contact, as per the records in our database.

MiCo rules and regulations

It is a requirement of the venue, ACV that their regulations be strictly adhered to always. Please ensure that all your stand personnel and contractors are fully conversant with those documents.

Forms
INS Form – Insurance Form
Rigging Form
SICU Form

Technical Regulations

Exhibition Area Maps
Exhibition floorplan

Safety
Evacuation Plans
What to do in case of emergency

Logistics
EACTS 2018 – Logistics Map
EACTS 2018 – Rules about Building Up / Dismantling days Activities

Bar Code Lead Retrieval Technology

 This year EACTS has created a mobile app for lead retrieval.

The EACTS Lead Retrieval App can be installed on Android or iPhone phones to easily scan the badges of visitors to your booths and satellite symposia sessions.

The app is ready for purchase via the EACTS Exhibition area via https://membership.eacts.org/.

Costs: each device used will need a unique activation code.
– Booth Lead Retrieval: 100 euros per activation code.
– Symposia Lead Retrieval: 80 euros per activation code.

example: If you are using two phones on your booth you will need to purchase two Booth activation codes.  If you are using two phones at your booth and symposia you will need to purchase two booth and two symposia activation codes.

Once payment has been received, we will send links to download the app and unique codes to activate it. The primary contact for the booth will be responsible for distributing these codes to other booth representatives.

Following each day of the event, only the primary contact for the booth may log in to the EACTS Exhibition area to download the scanned visitor data via https://membership.eacts.org/.

Delegates who allow for their badges to be scanned will be made aware that they are sharing their personal details such as name, email address, title and company with the people who are scanning their badge.

Please download our EACTS Lead Retrieval app guide for more information.

EACTS Logo

The use of the EACTS logo on corporate websites is prohibited.

EACTS may permit their Industry partners to use the EACTS logo and/or Annual Meeting banner on company invitations and promotional documents printed specifically to market their participation in the Annual Meeting. However, such promotional material must conform to EACTS print style guidelines and must be approved, prior to production, by the Executive Secretariat.

Exhibitors’ Company Profile for the Final Programme

Information concerning the Exhibition, including Exhibitor contact information and stand/exhibit description will be published, together with the exhibition floor plan, in the Final Programme to be distributed to all active participants in the congress app. Each Exhibitor may have a maximum of 2000 letters/characters, including spaces between words (excluding name and address), as a free editorial entry.

Please complete the Final Programme Editorial Entry within the Exhibitor User Area, NO LATER THAN 14 JULY 2017. The Organisers cannot guarantee that entries received after this deadline will be included.

EACTS will not edit the content of your entry.  Responsibility for content and accuracy lies with the company.

Exhibitor Gifts

Free gifts should have a limited value which complies with the national guidelines of the country in which the Congress will take place. The gift should be of relevant to the recipient’s work. An inexpensive gift means one which has cost the donor company no more than €7.

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 downloadable for 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 €80 per day will be payable by the visitor on registration.

Exhibition Online Entry

Advertising in the online catalogue will enhance the visitor experience and success of your show. The cost of an online entry is €400. Your entry will be ‘live’ as soon as payment has been received by the EACTS Secretariat. Each entry will include:

  • hall and booth number(s)
  • company name, address, company description, email and website link
  • show contacts and email links

Should you wish to book an online entry, please tick the appropriate box on the booth application form. The data that appears on-line will be based on the data that has been entered in your Exhibitor User Area. Please complete the required information NO LATER THAN 13 JULY 2018.

Standard Exhibitor App Entry

Your exhibitor profile including hall and booth number and website link will be available to potential delegates and exhibition visitors via the Industry section of the Annual Meeting app. (Included in booth fee)

Each Exhibitor may have a maximum of 2000 letters/characters, including spaces between words (excluding name and address), as a free editorial entry.

If you have exhibited with us before, we have uploaded your previous Company/Institute & Product information for your convenience. You only need to make changes should you so wish.

Please complete the Final App Editorial Entry within your  EACTS online account, NO LATER THAN 13 JULY 2018. The Organisers cannot guarantee that entries received after this deadline will be included.

EACTS will not edit the content of your entry. Responsibility for content and accuracy lies with the company.

Premium App Entry NEW for 20018

Enhance the visibility and success of your company during the Annual Meeting by upgrading to the Premium App Entry.

Get all the features of the standard package plus:
– Highlighting your company name in the exhibitors’ list
– Your company logo
– Images (max 3)
– Additional website links (if required)

All Other Advertising & Branding Possibilities

For all other advertising possibilities (e.g. Annual Meeting Website Advertisement, Daily News, Satellite Symposia Email Blast, Literature Display Desk) please refer to the Industry Opportunities section of the EACTS Annual Meeting website. Please contact Industry Relations to discuss the options available.

Direct Line for Commercial Activities: +44 (0) 1753 838 482
Fax: +44 (0)1753 620 407
Industry Relations: Sharon Pidgeon SHARON.PIDGEON@EACTS.CO.UK

To book, please complete and return the Industry Opportunities Booking Form.

Visit Industry Opportunities for more information.

 This year EACTS has created a mobile app for lead retrieval.

The EACTS Lead Retrieval App can be installed on Android or iPhone phones to easily scan the badges of visitors to your booths and satellite symposia sessions.

The app is ready for purchase via the EACTS Exhibition area via https://membership.eacts.org/.

Costs: each device used will need a unique activation code.
– Booth Lead Retrieval: 100 euros per activation code.
– Symposia Lead Retrieval: 80 euros per activation code.

example: If you are using two phones on your booth you will need to purchase two Booth activation codes.  If you are using two phones at your booth and symposia you will need to purchase two booth and two symposia activation codes.

Once payment has been received, we will send links to download the app and unique codes to activate it. The primary contact for the booth will be responsible for distributing these codes to other booth representatives.

Following each day of the event, only the primary contact for the booth may log in to the EACTS Exhibition area to download the scanned visitor data via https://membership.eacts.org/.

Delegates who allow for their badges to be scanned will be made aware that they are sharing their personal details such as name, email address, title and company with the people who are scanning their badge.

Please download our EACTS Lead Retrieval app guide for more information.

The use of the EACTS logo on corporate websites is prohibited.

EACTS may permit their Industry partners to use the EACTS logo and/or Annual Meeting banner on company invitations and promotional documents printed specifically to market their participation in the Annual Meeting. However, such promotional material must conform to EACTS print style guidelines and must be approved, prior to production, by the Executive Secretariat.

Free gifts should have a limited value which complies with the national guidelines of the country in which the Congress will take place. The gift should be of relevance to the recipient’s work. An inexpensive gift means one which has cost the donor company no more than €7.

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 downloadable for 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 €80 per day will be payable by the visitor on registration. Download Exhibition Visitor Invitation http://www.eacts.org/exhibition-invite-milan-2/

This table contains the deadlines for the 32nd Annual Meeting. Compulsory activities are indicated with an asterix*.

**Deadline for ordering services at list unit prices are valid for orders placed within 5 October 2018.

Orders placed between 6 -15 October are subject to a 10% increase.
Orders placed starting from 16 October 2018 are subject to a 20% increase.

You can also order services at the onsite MiCo Exhibitors Desk, where they will be attended according to availability and payment needs to be done at the same time. The MiCo Exhibitors desk will be in the exhibition halls. For more details please refer to the MiCo terms and conditions.

Orders are only valid when accompanied by full remittance at the time of booking.

Form Responsible Before
Audio-visuals MiCo 5 Oct**
Bar Code Lead Retrieval To be confirmed tba
Booth Plan* (Island/Raw Space stands only) EACTS 10 Aug
50% cancellation fee applied for booth cancellations EACTS 9 July
100% cancellation fee applied for booth cancellations EACTS 6 Aug
Carpet for Stand MiCo 5 Oct**
Catering Services (minimum delivery is €55) COMPASS GROUP 5 Oct**
Computers and Peripherals MiCo 5 Oct**
Custom Services MiCo 5 Oct**
Digital Printing Services MiCo 1 Oct
Build up and Breakdown passes* MiCo 18 Sept
Electrical Services MiCo 5 Oct**
EACTS Exhibitor Name Badges* EACTS 8 Oct
EACTS Standard Exhibitor App  Entry* EACTS 13 July
Electrical Services MiCo 5 Oct**
Extra Cleaning MiCo 5 Oct**
Extra Time Work MiCo 5 Oct**
Flowers & Plants MiC 5 Oct**
Furniture Mico 5 Oct**
Hanging/Rigging Services MiCo 14 Sept**
Insurance Coverage* MiCo 14 Sept
IT Services MiCo 5 Oct**
Photo and Video Services MiCo 5 Oct**
Shell Scheme Packages* MiCo 5 Oct**
Temporary Staff` MiCo 5 Oct**
Vehicle passes and Staff name badges for Build-up and Break-down time MiCo 5 Oct
Waste Collection MiCo 5 Oct**
Water & Compressed Air Connections MiCo 1 Oct**
Exhibition Stands/Training Village Sites Move In; space only “Island” booths & Training Village 16 Oct
07:00 – 13:00
Exhibition Stands//Training Village Sites Build-up; space only “Island booths & Training Village 16 Oct
13:00 – 19:00
Exhibition Stands//Training Village Sites Build-up; space only “Island booths & Training Village 17 Oct
07:00 – 22:00
Exhibition Stands/Shell scheme/Inline exhibitors 17 Oct
from 12:00
All booths MUST be ready by this time 18 Oct
12:00
Exhibition opens at 14:00 18 Oct
14:00
Welcome Reception from 17:00 18 Oct
Annual Meeting (main scientific programme) 18-20 Oct
Exhibition closes at 17:00 20 Oct

The stand rental includes the following:

  • • General security service during the official construction and dismantling period
  • • General security service during the official congress period
  • • Fire protection
  • • General lighting
  • • Air-conditioning
  • • Heating
  • • General cleaning of the aisles
  • • Normal waste disposal (plastic and/or paper) *

* For the disposal of stand constructing materials such as wood, metal, or bulky constructions etc., separate waste disposal must be ordered by the Exhibitor.

Exhibitor List

tue-167-compressor

The EACTS trade exhibition is an important and most time efficient way to keep up to date with new to market technology, state of the art products, innovations and developments in the cardio-thoracic market.  The exhibiting companies are looking forward to meet the people that matter to their business in one place, demonstrate new products and attract interest from new prospects and existing customers.

Please see who has already signed up at:

EACTS TRADE EXHIBITION

32nd EACTS ANNUAL MEETING & EXHIBITION
MILAN, ITALY
MICO, MILANO CONGRESSI
EXHIBITION & MEETING DATES: 18 – 20 OCTOBER 2018

Contact Person: Mrs Elvira Lewis
Address: EACTS House Madeira Walk, Windsor Berkshire SL4 1EU
Office Tel: +44 (0) 1753 832166
Direct Line: +44 (0) 1753 838484
Email: elvira.lewis@eacts.co.uk

IMPORTANT DEADLINES

Floor Plan and Application for Exhibition Booth released – 4 May 2018

Confirmation of stand allocation – Within 10 working days of receipt of Application for Exhibition Booth

100% payment for exhibition space – within 14 days of the date of the invoice issued by the Organisers

Online circulation of Exhibition Service Manual – May 2017

Deadline for Exhibitors company profiles for EACTS App – 13 July 2018

Free-build stand design plans to be submitted – 10 August 2018

Order forms for additional technical requirements, Exhibitor Services Website – Tbc

Deadline online registration for exhibitor badges (after this date, price changes to onsite registration fee) – 8 October 2018

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