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

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.

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. 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.

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.

The exhibition halls are centrally located between all session rooms, which facilitates smooth loading and a wide variety of stand configurations.

Island sites

4 open sides, free built, max build height 4.0m

In-line sites

Shell scheme – see shell scheme templates below, 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.

Schell Scheme Solutions

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
schellschemea
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
schellschemeb

N.B. Prices may be subject to change.

Additional Items (exhibitor manual)

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

Audiovisuals Carpet
Catering Services Computers and Peripherals
Cooking equipment Custom Services
Electrical Services Extra Cleaning
Extra Time Work Fascia Board Name
Fire Extinguisher Flowers & Plants
Furniture Insurance Coverage
IT Services Parking
Photo and Video Services Temporary Staff
Vehicle passes and Staff name badges for Build-up and Break-down Waste Collection

Booth plans

The Exhibitor shall submit plans of their booth(s) to the Organisers no later than 10 August 2018 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.

Invoices

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 2018 on the EACTS website

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 Exhibition Stands / Training Village Sites

Date Time Type of Booth
Tuesday 16 October 07:00-13:00 Move In; Space only “Island” booths & Training Village
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* Build up
Thursday 18 October 14:00 Exhibition Opening
Thursday 18 October 17:00 – 18:30 Welcome Reception

 

(*all booths MUST be ready by this time)

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.

Dismantling of Stands

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.

In Milan, the training village facilities will be on the same level (MiCo South – Level 0), easily accessible from the session rooms, exhibition and registration area.

Kindly note Training Village areas are offered on a priority basis to industry partners booking exhibition stands of 50m² and above
.

BENEFITS

  • • training space within the Training Village area
  • • control and management of the list of invitees, organisation, on-site management and scheduling of sessions
  • • flexibility to promote your company through branding/presentation materials within the room
Area sqm. Height to ceiling (m / ft.) Price
Tbd 3.0 Tbd

The training village sites are all separate areas. The rental is for bare floor space only and does not include furniture installations, or electricity, walling etc. Further division of the area (i.e. with panelling or shell scheme) is allowed, but this will be at your additional cost and can be provided via your own contractors or via our service provider. Other orders should go via the main suppliers via the exhibitor manual.

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

cogs

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