31ST EACTS ANNUAL MEETING & EXHIBITION
VIENNA, AUSTRIA
ACV (AUSTRIA CENTER VIENNA)
EXHIBITION DATES: OCTOBER 8-10, 2017
MEETING DATES: OCTOBER 7-11, 2017

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 2017 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.

Exhibition_vienna

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 3440 sqm (exhibition area and training village combined) at the 30th EACTS Annual Meeting in 2016, representing many industries associated with cardiothoracic surgery.

The Trade Exhibition is centrally located, Brown Level (Level-2), 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.

Please have a look at the ACV website, https://www.acv.at/planen/raeume/uebersicht/braune-ebene/index1.html

The floor plan and booth application pack will be available in late spring. Once the floor plan and booth application pack is available, exhibitors registered in our database will be notified that applications are open.

Application notes:

  • Application for booth space must be made on the Booth Application Form provided in the booth Application Pack.
  • 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 will not be accepted.
Day Date Registration Scientific Sessions Exhibition Training Village
Friday 6 October 14:00 – 18:00
Saturday 7 October 07:00 – 19:00  08:00 – 18:00* *For Techno College
Sunday 8 October 07:30 – 19:00  08:15 – 16:45** 15:00 – 19:00 09:00 – 17:00 **For Main Scientific Sessions
Monday 9 October 07:45 – 17:30 08:15 – 17:30** 09:00 – 17:00 09:00 – 17:00
Tuesday 10 October 07:45 – 17:30 08:15 – 17:30** 09:00 – 17:00 09:00 – 17:00
Wednesday 11 October 08:30 – 12:00 09:00 – 12:30**

N.B. Times may be subject to change

The cost per square meter (sqm) is €602.50* + Austrian 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 Hall X1, 3.5m in Hall X2
In-line sites: Shell scheme – see shell scheme templates, max build height 2.5m in Hall X1 and Hall X2
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 = €342
Carpet
White wall panels in aluminium frame construction (white powder coated), 2.5 m height
Aluminium fascia frame, with white panels 1x stand number and company name on each open side in black, 5cm high
Grounding stand
3kW switchbox
1 spotlight per 3 sqm
1 double wall socket
Electrical main connection
Initial cleaning
Shell Scheme Option 2 = €486
Carpet
White wall panels in aluminium frame construction (white powder coated), 2.5 m height
Aluminium fascia frame, with white panels
1x booth number and company name on each open side in black, 5cm high
Grounding stand
3kW switchbox 1 spotlight per 3 sqm
1 double wall socket
Electrical main connection
Initial cleaning
Furniture: 1 table, 3 chairs, 1 coat rack, 1 paper basket

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.
Examples below:

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

The Exhibitor shall submit plans of their booth(s) to the Organisers no later than August 4, 2017 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 2017 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 Stands

Day Date Time Type of Booth
Friday 6 October 08:00 – 18:00 Space only “Island” booths
Saturday 7 October 08:00 – 22:00 Space only “Island” booths
Saturday 7 October 14:00 – 22:00 Shell scheme exhibitors
Sunday 8 October 08:00 – 14:00 Space only “Island” booth & Shell scheme exhibitors
Sunday 8 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 8 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 8 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 10 October 18:00 – 22:00
Wednesday 11 October 08:00 – 18:00

N.B. Times may be subject to change

No prior dismantling is allowed. From 17:00 on Tuesday 10 October, 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 11 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.

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 first-served basis
Confirmation of stand allocation Within 10 working days of receipt of your Exhibition Booth Application form
100% payment for exhibition space Within 14 days of the invoice date issued by the Organisers
Online circulation of Exhibition Service Manual May 2017
Deadline for Exhibitors company profiles for Final Programme 14 July 2017
Free-build stand design plans to be submitted 4 August 2017
Order forms for additional technical requirements, Exhibitor Services Website To be confirmed
Deadline online registration for exhibitor badges 18 September 2017