EACTS Trade Exhibition

Floor Plan and Booth Information Pack

CCIB – Centre de Convencions Internacional de Barcelona
Exhibition dates: 2-4 October 2016
Meeting dates: 1-5 October 2016

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
Fax +44 (0) 1753 620407
Email Elvira.Lewis@Eacts.co.uk

Please note: If you are interested in participating in the 2016 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, per the records in our database.

EACTS trade exhibition & training village

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.

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, also located within the main exhibition halls. Over the last couple of years, the Training Village has become increasingly popular with our industry partners. In 2015 we had 6 companies who decided to book space in the Training Village area in addition to their usual booth. 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. Companies opting for Training Village space also use the space for scientific debate, exchange of knowledge and control and manage the list of invitees and scheduling of sessions.

More than 114 companies exhibited over 3440 sqm (exhibition area and training village combined) at the 29th EACTS Annual Meeting in 2015, representing many industries associated with cardiothoracic surgery. 2015 Floor plan

The Trade Exhibition is centrally located, 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.

GROUND LEVEL (P0) Registration/Information, Exhibition, Training Village

EXEBUTION

Floor Plan and Booth Information Pack

Applications will only be accepted from 15:30 GMT on Friday 18 March 2016. Any application forms received before this time will not be accepted or acknowledged.
Application notes:

  • Application for booth space must be made on the Booth Application Form.
  • Email announcing time and date has been sent to the main contact, as per the records in our database.
  • The booth application form has also been sent to the main contact, as per the records in our database prior to the release date of the floor plan so that interested parties have time to familiarise/pre fill the form electronically (less the booth space #2) prior to the floor plan being available to expedite the process on Friday 18 March 2016.
  • 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. Whenever possible, space assignments will be made by EACTS in keeping with the preferences as to location requested by the exhibitor. EACTS, however, reserves the right to make the final determination of all space assignments in the best interests  of the exhibition.
  • Only signed application forms will be accepted. Email only reservations/applications will not be accepted.

Dates & opening hours

Day Date Registration Scientific Sessions Exhibition
Friday 30 September 14:00-18:00
Saturday 1 October 07:00-19:00 08:00-18:00* *For Techno College
Sunday 2 October 07:30-19:00 08:30-16:30** 15:00-19:00 **For Postgraduate Courses
Monday 3 October 07:45-17:30 08:15-17:45*** 09:00-17:00 ***For Main Scientific Programme
Tuesday 4 October 07:45-17:30 08:15-17:45*** 09:00-17:00
Wednesday 5 October 08:30-12:00 08:30-13:00***

N.B. Times may be subject to change.


Booth prices

The cost per square metre (sqm) is €602.50* + Spansih VAT (ES) 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.

Training village unit prices

The rental is for bare floor space only, but does not include carpet, furniture installations, or electricity, walling etc., is at additional cost and can be provided via your own contractors or via our service provider. 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 – build height
The maximum build height is 3.00m.

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

Build up 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
It is allowed to make a design feature of the entrance provided it is WITHIN the allotted area and does not come outside it.

The minimum training village space that can be hired is 100 sqm.

Barcelona Price

Site m2 Total Cost
100 17000
50 22500
200 26250
250 28750
300 31250

Exhibition stands
The exhibition hall is a high-ceiling area centrally located between all session rooms, which facilitates smooth loading and a wide variety of stand configurations:

Island sites 4 open sides, free built
In-line sites Shell scheme – see shell scheme templates
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 Option 1 = 297€ + Spanish VAT (ES)
  • 2,5m-high lacquered aluminium structure
  • White-coloured melamine panel
  • Fascia board with company name and booth number 0,20 mt high. 10cm-high black lettering (20 letters included)
  • LED strip lights
  • Electrical power 50w/sqm
  • Electrical switchboard includes 1 socket 220V. Power supply included.
  • Carpet 9sqm, colour can be chosen (red, blue, green, grey)
  • Pre-inauguration cleaning
  • Shell Scheme Option 2 = 384.58€ + Spanish VAT (ES)
  • 2.5m-high lacquered aluminium structure
  • White-coloured melamine panel
  • Fascia with company name and booth number 0,20 mt high. 10cm-high black lettering (20 letters included)
  • LED strip lights
  • Electrical power 50w/sqm
  • Electrical switchboard includes 1 socket 220v. Power supply included.
  • 1 triple electrical extension.
  • Carpet 9sqm, colour can be chosen (red, blue, green, grey)
  • Pre-inauguration cleaning
  • Furniture package: 1 grey rectangular table (1,20×0,70×0,75 high), 3 blue upholstered chairs, 1 coat hanger,
    1 paper basket

N.B. Prices may be subject to change.

Additional items must be ordered separately from the Exhibitor Services website (via Manual) at a further cost. Examples below:

  • Audio-visual equipment
  • Catering
  • Computers and Peripherals
  • Electricity, wall sockets and lighting
  • Flowers
  • Furniture
  • Hostesses/Temporary Staff
  • Internet
  • Parking & Lorry Parking
  • Permits
  • Rigging
  • Stand cleaning
  • Waste disposal
  • Stand decoration
  • Stand security
  • Shell scheme stand packages
  • Water connections

The Exhibitor shall submit plans of their booth(s) to the Organisers no later than 4 August 2016 for approval. No display, booth fitting, or exhibit shall exceed the height specified in the Exhibitor’s Manual, without the prior consent of the Organisers.

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. Payments must be made free of 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 Service Manual, including all technical order forms, will be available from May 2016 on the EACTS website.

Timetable
Definitive times for hours of operation and various deadlines will be confirmed in the Exhibition Service Manual. However, the following timetables provide a guideline.

Construction of Stands

Day Date Time Type of Booth
Friday 30 September 08:00-18:00 Space only “Island” booth exhibitors & Training Village
Saturday 1 October 08:00-22:00 Space only “Island” booth exhibitors & Training Village
Saturday 1 October 14:00-22:00 Shell scheme exhibitors
Sunday 2 October 08:00-14:00 Space only “Island” booth exhibitors & Training Village
Sunday 2 October 08:00-14:00 Shell scheme exhibitors
Sunday 2 October 15:00 Exhibition Opening

N.B. Times may be subject to change

All exhibition stand construction must be completed, and the stand fully operational by 14:00 on Sunday 2 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 15:00 on Sunday 2 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.

Dismantling of Stands

Day Date Time
Tuesday 4 October 18:00-22:00
Wednesday 5 October 08:00-18:00

N.B. Times may be subject to change

No prior dismantling is allowed. From 17:00 on Tuesday October 4, light dismantling is allowed (packing of brochures etc.). Heavy and/or noisy machines may be used from 18:00. All exhibits, booth fitting and display materials must be removed by 18:00 on Wednesday 5 October, unless additional time has been approved in advance by the Organisers. Exhibitors will be charged for unauthorised use of additional time and for the disposal of any materials remaining in the halls after this time including any consequent venue hire costs.

Important deadlines

Floor Plan and Application for Exhibition Booth released To be confirmed
Deadline for the receipt of the Application for Exhibition Booth As soon as possible, on a first-come firt-served basis
Confirmation of stand allocation Within next 10 working days after 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 2016
Deadline for Exhibitors company profiles for Final Programme 8 July 2016
Free-build stand design plans to be submitted 5 August 2016
Order forms for additional technical requirements,
Gielissen Exhibitor Services Website
To be confirmed
Deadline online registration for exhibitor badges 11 September 2016