1 April	Exhibitor Manual goes 'on line' at www.eacts.org
1 April	Abstract Deadline
27 May	Draft programmes/speakers for satellite symposia required
12 July	Early registration fee deadline
25 July	Deadline for receipt of booth plans
15 August	50% penalty charge applies for booth cancellations
29 August	Final programmes/speakers for satellite symposia required
1 September	100% penalty charge applies for booth cancellations
1 September	Registration, Cancellation charges apply
12 September	Deadline for receipt of all briefcase inserts
30 September	Deadline for pre-registration
1 October	On-site fees apply
10 October	Group Registration at the Austria Center
11 October	Group Registration at the Austria Center

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EXHIBITION INFORMATION

Venue

The 2nd Joint Meeting of EACTS / ESTS will be held at the Austria Center, Vienna. See also map.

The Exhibition will be located in Halls X and Y (Blue Level) of the Austria Center. Scientific sessions will take place in auditoria located on this level. Delegate refreshments will be served at various locations in the exhibition halls.

Scientific Programme

The scientific programme for the 2003 Meeting will concentrate on scientific exchanges in Cardiac and Thoracic surgery and will be organised in the form of oral, poster and video sessions. Topics to be covered include:

· Arrhythmia

· Congenital Surgery

· Coronary Surgery

· Experimental Surgery

· Oesophageal surgery

· Pulmonary Surgery

· Transplantation and Assisted Circulation

· Valve surgery

Special lectures will include the Presidential Address, Honoured Guest Address and Basic Science Lecture.

PROGRAMME AT A GLANCE

	SATURDAY 11		SUNDAY 12	MONDAY 13	TUESDAY 14	WEDNESDAY 15
07:15				Breakfast Sessions
08:00	Registration (all day)		Registration (all day)	Plenary Session	Sessions
09:00	T E C H N O	C O L L E G E	POST- GRADUATE COURSES	Sessions	Sessions
10:00				Plenary Session
11:00
12:00				Presidential Address	Honoured Guest Lecture	Sessions
12:45				LUNCH AND SATELLITE MEETINGS
14:00				Sessions		End of Meeting

16:00
17:00			Opening Ceremony and Welcome Reception	EACTS General Assembly	ESTS General Assembly
18:00
19:00				Concert
20:00					Presidential Dinner

TIMINGS ARE SUBJECT TO CHANGE

Exhibitor Profile

A wide range of products and services will be featured in this Exhibition including:

· Surgical equipment and materials

· Perfusion equipment

· Operating suites and equipment

· Computer hardware and software for medical audit and record keeping

· Surgical books, journals and videos

· Pharmaceuticals

Delegate Profile

It is anticipated that some 3,000 surgeons will attend the Meeting including heads of department, junior doctors, medical students, nurses and technicians. All European countries will be represented and it is expected that a large number of delegates will attend from outside Europe. The Meeting is open to surgeons, members of EACTS and ESTS and to non-members.

Provisional Timetable For Exhibitors

Build up

Space only exhibitors:

Friday 10 October

Saturday 11 October

Shell scheme exhibitors

Saturday 11 October

Opening Hours

Sunday 12 October

Monday 13 and Tuesday 14 October

Wednesday 15 October

Breakdown

Wednesday 15 October

Thursday 16 October (on application only)

08:00 - 22.00

08.00 - 22.00

14:00 - 22:00

16:30 - 19:00

09:00 - 17:00

09:00 - 12:00

12:00 - 22:00

Cost of Booth Space

The cost per square metre is €600 + VAT at 20%. This price includes: Shell scheme to the rear and side walls (if required) fascia panel with company name/number. This price does not include:- electrics, furniture, decoration, carpeting or stand cleaning. Carpeting of booth areas is compulsory (as stipulated in Terms and Conditions).

Value Added Tax (VAT)

The Organisers are obliged to charge Value Added Tax (VAT) to all exhibitors at the prevailing Austrian rate (presently 20%). Exhibitors must inform the Organisers of their correct VAT number so that it can be quoted on all invoices and subsequently reclaimed by the company concerned. The Organisers are not authorised to re-issue VAT invoices after the event.

Payment

Booth(s) will be allocated in strict order of receipt of application forms. Exhibitors will be invoiced twice if application is received before May 2003, 50% on receipt of application and the balance six months prior to the Exhibition opening. Applications received after May 2003 will be invoiced once for the full amount.

Exhibitor's Manual

The Exhibitor’s Manual will be online from 1 March 2003. The Manual will contain detailed planning information on all aspects of the Exhibition. All forms and services can be booked online.

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TECHNICAL INFORMATION

Shell Scheme

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

Shell Scheme Specification

Shell scheme booths will consist of modular system in plain white Syma panels, 2.5 high. The ceiling is designed for nameboards, logos and spots. Each booth will also be provided with a fascia panel with a nameboard. Name boards will be plain white with blue lettering and will contain the company name and booth number. Company logos on request for additional fee. For safety reasons exhibitors will not be permitted to affix their own material to fascia boards.

The maximum height for displays inside the shell scheme is 2.4 metres and the maximum display width panel is 950mm. Nothing may be screwed, nailed or glued to the face of the panels nor may any part of the shell scheme be damaged or disfigured in any way. Should any damage occur, the exhibitor will be invoiced for any dilapidation costs incurred. Additional shell scheme items are available from the Official Contractor.

Space Only booths

Hall X: Maximum height for all booths is 3 metres

Hall Y: Maximum height for all booths is 4 metres

The building of two-tier or 'double-decker' booths is not permitted. Space Only exhibitors must submit detailed booth plans to the Organisers for approval as soon as possible and NO LATER THAN 25 JULY 2003. Further information will be provided in the online Exhibitor’s Manual.

It is the responsibility of space only exhibitors to provide partition walls between themselves and their neighbour's booth(s). These walls must be a minimum of 2.5 metres high and must be cleanly decorated on both sides above 2.5 metres.

Floor Loading

The maximum floor loading in Halls X and Y is 5 kN per m². The maximum transport weight of individual loads must not exceed 25 kN when equally distributed on 4 wheels. Exhibitors requiring a floor loading in excess of this amount should inform the Organisers by completing the relevant section of the Booth Application Form.

Electrical Supply

Electrical supply is NOT included in the cost of the booth. Information regarding order and installation of electrical supply and fittings will be provided in the Exhibitor's Manual. The electrical supply in the exhibition halls is:

Standard Single Phase 230v 50 cycles

Three Phase By arrangement

24-Hour Supply By arrangement

Water and Waste, Gas and Compressed Air

Water services and compressed air will be available to a limited number of booths and will incur additional cost. Exhibitors requiring any of these services should contact the Organisers for further information. Please note that the supply of gas and/or compressed air will be available to exhibitors, upon request only.

Oily/Dirty Exhibits

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

Special/Hazardous displays

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

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PROMOTIONAL OPPORTUNITIES

PRINTED ADVERTISING

Your company advertisement (full page) printed in either the Preliminary Programme or the

Final Programme/Book of Abstracts.

Advertising Rates

Inside € 2,500

Inside front or back cover € 4,000

Back cover € 6,000

Your company advertisement (full page) printed in the Exhibition Catalogue

Advertising Rates

Inner page € 1,000

Inside front or back cover € 1,500

Back cover page € 2.500

BRIEFCASE INSERTS € 2,500

3,500 A4 flyers (to be provided by advertiser) to be inserted in each briefcase

ON-LINE CATALOGUE ENTRY € 200

Enhancing the visitor experience and success of your show, the online catalogue entry

will include detailed exhibitor profiles, including:

Hall & stand numbers

Company logo

Slogan or strapline

Company name & addresses

Show contacts and e-mail links

Company description

Company e-mail, Web site links

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SATELLITE AND HOSPITALITY OPPORTUNITIES

EACTS / ESTS is pleased to accept bookings from organisations wishing to hold satellite symposia and/or corporate functions at the Austria Center during its 2nd Joint Meeting. The types of event permitted are:-

Satellite Symposia

A Symposium includes any type of function where a formal scientific presentation is made. This includes a full or half day symposium prior to or following the Annual Meeting, and any evening function prior to or following the Annual Meeting. A Symposium may be held during a lunch break (refer to times listed on following page). Symposia can be organised whilst the main scientific programme is taking place.

Programmes of satellite symposia must be approved by the EACTS Executive Secretariat prior to the Annual Meeting. A draft programme, including the title of the Symposium, chairman, speakers and the titles of presentations should be received no later than 27 May 2003. The final programme should be received no later than 29 August 2003.

Social/Hospitality Functions

A social function is any luncheon, reception, dinner or other function where no scientific presentation is made. These may be held before or after the Annual Meeting or during a lunch break. These activities may not be organised during the scientific.

Corporate Staff Meetings/Hospitality

Corporate meetings are considered to be meetings of company employees or representatives. They should not include participants of the Annual Meeting. Corporate meetings are permissable during the hours of the Annual Meeting.

A master list will be compiled of all allied functions taking place during the Annual Meeting which will be updated periodically on the EACTS homepage.

Venues and Rates - Austria Center

Refer to Map for location of session rooms in relation to other Meeting activities.

All rates quoted are subject to Austrian VAT @ 20%

Satellite/Large Meeting Rooms Capacity (theatre style)

*rooms also being used for main scientific sessions. Set up/breakdown time therefore restricted

Halls E1, E2*	500 seats	6,500
Hall H*	400 seats	6,500
Hall I, K	200 seats	5,500
Room E	100 seats	4,000
Hall P	80 seats	3,000
Room A	60 seats	3,000
Room B	75 seats	3,000
Room C	55 seats	3,000
Room D	55 seats	3,000

Included within the booking fee:

Room hire and standard set-up

Basic PA system/microphones

Single 35mm slide

Data projection

Technical Support

2 x directional signs

Room host/hostess

Use of EACTS preview room

Publication of programme on the EACTS website

Hospitality/Meeting Rooms €

Band A	81-130 m²	1000 (½ day)	2000 (full day)	2500 (24-hr)
Band B	31-80 m²	750 (½ day)	1500 (full day)	2000 (24-hr)
Band C	0-30 m²	400 (½ day)	800 (full day)	1500 (24-hr)

Included within the booking fee:

Room hire

Tables/chairs for participants

2 directional signs

Room supervisor

Hotel Function Space

EACTS is holding conference and banqueting space at the Crown Plaza Hotel, a two-minute walk from the Austria Centre. Space is available for hire prior to and during the Meeting. For further information regarding availability and rates, please contact EACTS Executive Secretariat.

Time Slots

Friday 10 October 08.00-18.00

Saturday 11 October 08.00-18.00

Sunday 12 October 07.00-09.00; 19.00-22.00

Monday 13 October 12.45-14.00; 20.00-22.00

Tuesday 14 October 12.45-14.00

Wednesday 15 October 07.00-08.30; 14.00-18.00

When making a booking, please ensure that you allow sufficient time for any catering activity, build-up and breakdown. Companies requiring time in addition to that listed above should contact the Executive Secretariat and be aware that extra charges may be incurred.

Continuing Medical Accreditation

EACTS/ESTS appreciate the interest of outside organisations to provide educational opportunities for Association members and guest physicians at the Joint Meeting. The primary objective of a symposium should be educational rather than promotional. It follows, therefore, that organised satellite symposia should, where possible, be accredited for continuing medical education for physicians.

Reservation And Payment Procedures

Booking Form -Booking requests must be made on the official Booking Form and sent to the EACTS Executive Secretariat.

Confirmation

Confirmation of space will be acknowledged in order of receipt and each company will be notified of their official booking reference.

Payment

An invoice will be sent on acknowledgement for the hire of the meeting room(s) which will include an administrative charge. The administration charge (a percentage of the overall cost of your room booking) will cover administration costs, directional signage, and cleaning of the meeting room(s).

All other payments relating to catering, audio visual, décor, furniture and any other equipment will be invoiced separately by EACTS Trading Company Ltd and/or the relevant supplier.

Payment should be made in Euros by bank transfer. Please quote the booking reference and invoice number, when making the payment:-

Bank Account: EACTS Trading Company Limited
Account No: EACTRA- EUR

Sort Code: 16-00-16

Bank: Royal Bank of Scotland, 24 Grosvenor Place, London SW1X 7HP, UK

Cancellation

All cancellations must be notified in writing to the EACTS Executive Secretariat. Cancellations will be subject to an administration fee of 20% of the room hire charge.

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Supplementary Services

Promotional Aids

Briefcase inserts are available at a cost of €2,500 per A4 item inserted. The deadline for receipt of such inserts (which MUST be approved by the Executive Secretariat in advance) is Friday 12^th September 2003. Should you wish to take advantage of this important marketing opportunity, please contact the Executive Secretariat Office for further details.

EACTS Logo

Companies may not use either the EACTS or ESTS logo in invitations and promotional documents without having written permission from the EACTS Executive Secretariat.

Catering, Audio Visual Equipment/Services, Furniture

EACTS will co-ordinate requests for catering, audio-visual equipment and furniture. Please ensure that requests for supplementary services are included on the Booking Form and sent to the Executive Secretariat on application. The Secretariat will advise regarding availability and rates and subsequently invoice for any such services once they have been confirmed by the company and supplier concerned.

Temporary Staff

EACTS has a team of experienced hostesses who can be contracted to you. If you require temporary staff to assist with your meeting, please indicate the number required on the form, along with dates and times required. In the event of cancellation a charge will be levied to cover administration costs equal to 10% of the anticipated fee. Please note that two hostesses are included in the hire cost of the satellite symposia areas.

Signage

EACTS will produce directional signs to your satellite symposium, social function or internal meeting. The sign will include the name of the event together with your company name/logo). Please provide your company name/logo, in Illustrator or JPEG format, together with the title of your event to the EACTS Executive Secretariat, as soon as you receive confirmation of your booking. No other additional corporate signage will be permitted.

The details of your satellite symposia can be placed on the EACTS homepage http://www.eacts.org/ under the “Events” section. If you would like to take advantage of this advertising, please email any relevant information to:- info@eacts.co.uk

GROUP REGISTRATION

Industrial companies, their representatives and appointed agencies wishing to register and pay for groups of delegates should follow the Group Registration procedure below. A minimum of 10 delegates paying FULL registration fees is required to qualify for Group status. Each group must have a designated group organiser. All communication for the group will be via the group organiser.

To register the group use either the on line www.eacts.org (from 1 March 2003) or the Group Registration Form.

All forms submitted must be complete, signed and legible.

Group Registration Procedure

Please complete the Group Registration Form on the EACTS website. Full payment of fees, at the appropriate rate, must accompany the Form in order to secure the booking.

Submission of Delegate Names

A registration form for EVERY delegate in the group must be completed and submitted to the Executive Secretariat NO LATER THAN FRIDAY 1 SEPTEMBER 2003. Each form must provide the following information:

a) Full name of delegate

b) Complete address of delegate

c) Email address of delegate

Details of the sponsoring organisation or agency in place of the delegate’s details are NOT acceptable. Registrations submitted without stating the above details will not be processed.

Confirmation of Registration

Confirmation of registration will be sent to the Group Organiser, following receipt of full payment by the Executive Secretariat. Confirmation will be sent to the Group Organiser ONLY and NOT to the individual delegate.

Payment

Payment should be made by credit card or bank transfer. Cards accepted are American Express, Visa, and Mastercard.

Bank transfer

Bank Royal Bank of Scotland

Account Name EACTS Trading Company Ltd

Account Number EACTRA-EUR

Locator Number 16-00-16

Transfers made must be exempt of charges to EACTS Trading Company Ltd. To identify your payment, you must mention the “Group Name/Invoice No” and wording “2^nd EACTS/ESTS Joint Meeting”.

CHEQUES ARE NOT ACCEPTED.

Collection of Registration Documentation

Group Organisers will be given an appointment on either Friday 10 or Saturday 11 October for collection of the Group's documentation from the Group Registration Desk in Hall X. The Executive Secretariat will not be held responsible for delays or inaccuracies to group documentation should appointments not be adhered to. Proof of payment and a list of individual delegate registration numbers will be required on registration.

Name Badges

Name badges issued to participants in your group will be printed from the information provided on the Group Registration Form. For organisational and security reasons, name badges must be worn at all times throughout the Joint Meeting, both at the Austria Center and during the official social events. A fee will be charged for the replacement of lost badges. Spelling or literal changes to name badges on-site will be charged at €15 per badge.

Name Changes

Name changes will be treated as new registrations, and charged at the appropriate on-site fee.

Cancellation, Alteration & No-shows

In the event of cancellation of all or part of your Group, the registration fee(s) less a 25% administrative charge will be refunded, PROVIDED the cancellation is notified in writing and reaches the Executive Secretariat by Friday 1 September. Refunds will not be accepted after this date. Any refund of fee(s) will be made after the Meeting.

Alterations to registrations must be notified in writing to the Executive Secretariat no later than Friday 1 September. Any alterations received after this date will be subject to an administrative fee of €100 for each and every change.

No-shows at the Meeting will be charged at the full fee.