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

FLOOR PLAN >>

BOOTH NUMBERS AND DIMENSIONS >>

BOOTH APPLICATION FORM >>

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.

Dear Exhibitor,

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 Gielissen Exhibitor Services Website and other order forms.

“The Event” – the 31st EACTS Annual Meeting, taking place in Vienna, Austria, on Saturday, 7 October – Wednesday, 11 October 2017.

“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” – Austria Center Vienna (named as followed “ACV”)

“The Content” – refers to all written content contained within this Exhibitor manual.

Austria Center Vienna (ACV)
IAKW – AG
Internationales Amtssitz- und Konferenzzentrum Wien, AG
Bruno-Kreisky-Platz 1
A-1220 Wien
T: +43 1260690
F: +43 126069303
Email: office@acv.at
Web: https://www.acv.at/index.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 ACV, including in meeting rooms, exhibition areas, restrooms, restaurants and cafés, and within 250 meters of the main entrance/exit of the ACV always. Smoking is not permitted in the exhibition hall during stand build-up or dismantling.

TRADE EXHIBITION& TRAINING VILLAGE (BROWN LEVEL) SALES
EACTS
EACTS House
Berkshire 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
(Advertising, EACTS Daily News, Meeting and Hospitality Room Hire including training village sites on the green level, Industry Sponsored Symposia, Session Sponsorship, TV Studio Recordings) and Techno College
EACTS
EACTS House
Berkshire, SL4 1EU, UK
Tel: +44 (0) 1753 832 166
Direct Line for Commercial Activities: +44 (0) 1753 838 482
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

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 2017
AUSTROPA INTERCONVENTION
Verkehrsbuero Kongress Management GmbH
Lassallestrasse 3
A-1020 Vienna
Mrs Daniela Filzwieser
T: +43 158800513
F: +43 158800520
Email: eacts2017@austropa.at

SOCIAL EVENTS
For Social events, transportation, entertainment, and dinners please contact:
AUSTROPA INTERCONVENTION
Verkehrsbuero Kongress Management GmbH
Lassallestrasse 3
A-1020 Vienna
Mrs Daniela Filzwieser
T: +43 158800513
F: +43 158800520
Email: eacts2017@austropa.at

CATERING
Motto Catering GmbH
Bruno-Kreisky-Platz 1
A-1220 Vienna
T: +43 1585230320
F: +43 66488226376
Email: eanm@mottogroup.at
W: www.motto-catering.at

ON-SITE HANDLING, INTERNATIONAL FREIGHT FORWARDER, AND CUSTOMS BROKER
EUROPEAN 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:christian.andrews@EURopean-intl.com
Operations Director
Email: jim.callaghan@EURopean-intl.com

EXHIBITION SERVICES
Gielissen
Interiors-Exhibitions-Events
Schipholweg 321
1171 PL Badhoevedorp
Mrs Mieke Berkers
T: +31 651565301
F: +31 205811414
Email: EACTS@Gielissen.nl
Gielissen will provide a web shop through which you can order all the services listed below.Gielissen will provide an email with individual login and passwords.

Gielissen Services

  • Audio/visual equipment
  • Carpeting and flooring
  • Computers and Peripherals
  • Electricity
  • Flowers & Plants
  • Furniture
  • Hostesses-Temporary staff
  • Internet
  • Rigging
  • Stand security/Security
  • Stand cleaning
  • Shell scheme stand packages
  • Water connections
  • Waste Collection/Management

BAR CODE LEAD RETRIEVAL TECHNOLOGY
CTI MEETING TECHNOLOGY GmbH
Nussdorferstr. 20/22
1090 Vienna, Austria
Tamara Dworschak
T: +43 1319699918
E: t.dworschak@ctimeetingtech.com

OFFICIAL PHOTOGRAPHER
RAINER MIRAU PHOTOGRAPHY
Vienna
Austria
T: +43 6506837780
Email: office@rainermirau.com
W: www.rainermirau.com
www.facebook.com/Rainer.Mirau

EACTS DAILY NEWS
If you are interested, in company editorials and advertising, please see:
http://www.eacts.org/educational-events/eacts-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

Exhibitors wishing to book accommodation should contact AUSTROPA INTERCONVENTION who are responsible for managing all such bookings for the 31st EACTS Annual Meeting. Accommodation can be easily booked by using the online accommodation booking system: http://congress.austropa-interconvention.at/eacts2017

Group booking requests can be sent to eacts2017@austropa.at
or through the online request form stating the number of rooms, category and preferred location and you will receive a list of suitable options according to your requirements.

By car
Austria has an excellent road network. To get to the Austria Center Vienna by car take the A22 motorway (Donauuferautobahn) and turn off at the Austria Center/VIC exit. Alternatively, take the Reichsbrücke bridge or approach from Wagramer Strasse.

Plane
There are several ways to travel into the city from Vienna International Airport. But we ask all our visitors to think of the environment and use public transport wherever possible.

City Airport Train CAT
16 minutes to Landstrasse/Wien Mitte station
Frequency: every 30 minutes
Airport check-in at the Wien Mitte City Air Terminal
www.cityairporttrain.com

Rail S-Bahn commuter railway (S7)
27 minutes to Landstrasse / Wien Mitte station
Frequency: every 30 minutes during the day
www.oebb.at

Bus: airport shuttle
Direct service to the Austria Center Vienna: 30 minutes (stop: Wien Kaisermühlen-Kagran)
City centre: 17–45 minutes (other stops: Schwedenplatz, Wien Westbahnhof, Rathaus, Schottentor, Volkstheater)
Frequency: every 30-60 minutes during the day
www.viennaairportlines.at
Bus transfer Vienna airport – Wien Erdberg (underground station U3) www.flixbus.com
The city has five different underground lines. The U1 will take you from Stephansplatz to Kaisermühlen VIC and the Austria Center Vienna is just a few minutes’ walk from the station.

Taxi
The airport is located directly on the A4 motorway. It takes around 25 minutes to reach the Austria Center by taxi. 25 minutes to the Austria Center Vienna
Price: around EUR 36

Limousine service
A private limousine service is also available to make the journey to and from the Austria Center Vienna even more comfortable.
Limowien GmbH

Rail
Excellent rail connections to all the major European population centres makes travelling by rail a particularly attractive option. The Austrian rail network is operated by Austrian National Railways (ÖBB). Connections to international destinations arrive at and depart from several different stations in the city.

Travel times from major European cities
ÖBB

Bratislava: 1 hour
Budapest: 1 hour 45 minutes
Munich: 4 hours
Prague: 4 hours 30 minutes
Zurich: 7 hours 45 minutes
Berlin: 12 hours
Rome: 13 hours 30 minutes

Visit www.oebb.at for prices and schedules.

Stations in Vienna
Vienna Hauptbahnhof (main station, formerly Südbahnhof), Vienna’s new main station is one of the most advanced in Europe.
Public transport link: U1 station Hauptbahnhof/Südtiroler Platz

Südbahnhof (Ostbahn)
During the construction of the Hauptbahnhof, regional and local trains from the east (e.g. Bratislava) will terminate at this station.
Public transport link: U1 station Hauptbahnhof/Südtiroler Platz

Wien Meidling
All local rail services that previously called at Südbahnhof and long distance rail services (e.g. from the Czech Republic and Poland to Wiener Neustadt and Villach) now stop at Wien Meidling.
Public transport link: U6 station Bahnhof Meidling

Westbahnhof
Most trains from Western Europe and the west of Austria arrive at and depart from Westbahnhof. Public transport link: U3 and U6 station Westbahnhof

Austrian National Railways (ÖBB) website

Public transport
Vienna has a fully integrated public transport network consisting of 5 underground lines, 28 tram routes and more than 100 bus routes.

Frequent services: waits of just 3-5 minutes at peak times, rising to between 5 and a maximum of 15 minutes in the evenings.

Operating times: 05.00-00.30, night service on weekends (Fri and Sat night and the nights before public holidays) 00.30-05.00

The fastest way to the Austria Center Vienna
It takes just seven minutes to reach the Austria Center Vienna from Stephansplatz in the heart of the old town.
Underground line U1 (red)
U1 station Kaisermühlen, VIC
Exit Schüttaustrasse

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

There is an ATM located in the Congress Centre at the main entrance dispensing Euros.

Money can be changed at the airport, at banks, exchange bureaus, and larger hotels. Please ask about charges before changing money – these may vary considerably. Most hotels, restaurants, and shops accept internationally valid credit cards.

Two banks (Bank Austria and United Nations Federal Credit Union have offices in the nearby Vienna International Centre (VIC). The VIC is the campus and building complex hosting the United Nations Office at Vienna (UNOV; in German: Büro der Vereinten Nationen in Wien). As colloquially also known as UNO City.

Most banks in Austria will change traveller’s cheques as well as cash. Banking hours, in general, are Monday, Tuesday, Wednesday, Friday 08.00 – 12:30h and 13:30 – 15.00h, Thursday 08.00 – 12:30 and 13:30 – 17:30.
Automated cash dispensers are located outside most banks, cash can be withdrawn there 24 hours a day. Banks are closed on Saturdays, Sundays and public holidays, but exchange offices at airport and city rail terminals are open seven days a week.

National and foreign Maestro cards (cash cards) are widely accepted. 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.

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: Coffee and tea will be available in the exhibition area during official programme breaks and will be included in the registration fee. Lunch is not included in the registration fee. However, there will be catering points in the exhibition area where delegates may purchase food and drinks.

MOTTO Catering
Catering services at the Austria Center are provided exclusively by MOTTO Catering.

Booth Delivery: http://www.motto-catering.at/motto-catering/data/bp/bpWebApp/WebBuchung/Templates/EACTS_2017_Booth_Delivery/EACTS_2017_Booth_Delivery.html

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

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. 00 per item, per day

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 11 August will be listed in the official Exhibitors part of the EACTS Event App.

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

Contractor badges must be worn always during build-up and breakdown. Exhibitors are therefore requested to ensure that their drivers/contractors/booth builders collect the relevant pass from the Exhibition Desk on arrival. Please note that deliveries should only be made once the build-up has commenced and exhibiting company personnel are available to sign for them. Contractor badges are obligatory.

Exhibitors with any special needs who require details regarding the facilities available within the Center should contact the Organisers. Exhibitors with a stand floor that is more than 20 mm higher than the aisle must install a ramp for wheelchair users.

All ACV event managers are trained first aiders. A doctor will also be present. A fully equipped first aid room manned by a nurse is in the Congress Center on the ground floor. Should you require first aid assistance, please contact the registration desk or any uniformed member of the Meeting staff.

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 ACV 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.

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 ACV, 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.

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 ACV 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.

For full details regarding the programme, including registration information, click TO BE ADVISED

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.

Goods vehicles: parking spaces are available at the West car park (next to Gate 1) on a first come, first served basis.

The following access route should be used. After entering the “Leonard-Bernstein-Strasse” tunnel, do not take the first illuminated exit on the right to “Austria Center Vienna”. Continue to the end of the tunnel and turn right at the sign for “Saturn Tower”. You will then come to a goods vehicle parking area and the sign for the IML office (Tor 1/Gate 1).

The Austria Center Vienna provides covered, secure parking for delegates.
Disabled parking spaces in the multi-storey garage
Parking for about 40 coaches at main entrance level

Parking fees

Up to 30 minutes Free
1 hour €3
Each additional hour: €1
Max. daily fee: €10
12 hours: €10
2 days:* €18
3 days:* €26
Week pass:* €35
Month pass:* €70

Replacement of a lost ticket: €45
*tickets for more than 1 day are only available at the main entrance

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.

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.

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.

The 31st Annual Meeting will be held at the ACV. For further information regarding the venue and location details, visit https://www.acv.at/teilnehmen/lage-erreichbarkeit/Location1.html

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

In Vienna, the training village facilities will be split between two areas.

In rooms on the Green Level (Level1), and on the Brown Level (Level -2) easily accessible from the session rooms, exhibition and registration area.

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 need to be ordered and will be issued from EACTS during set-up and dismantling.

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 Exhibition Training Training Remarks
Sessions Village
Brown
Level -2
Village Green
Level 1
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
15:00 –
19:00
09:00 – 19:00
Monday 9
October
07:45 – 17:30 08:15 –
17:30
09:00 –
17:00
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
09:00 – 17:00
Wednesday 11
October
08:30 – 12:00 09:00 –
12:30
Closed Closed On application
only &
additional
charges will
apply

N.B. Times may be subject to change.

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 issued with badges.

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 ACV. They can also register on site at the applicable registration point if necessary but this may result in waiting times.Please indicate the number of passes that you require to be made available on site in your EXHIBITOR USER AREA NO LATER THAN 18 September 2017.

BUILD-UP / CONSTRUCTION OF STANDS AND TRAINING VILLAGE BROWN LEVEL

Day Date Time Type of Booth
Friday 6 October 08:00 – 18:00 Space only “Island”
booths,Access for exhibitors building in in-line locations will be granted from 13:00 on Friday. They may experience delays accessing the unloading area due to limited space.
Saturday 7 October 08:00 – 22:00 Space only “Island”
booths
Saturday 7 October 14:00 – 22:00 In-line (Shell
scheme)Exhibitors
Sunday 8 October 08:00 – 14:00 Space only “Island”
booth& Shell scheme
exhibitors
Sunday 8 October 15:00 Exhibition Opening
Training Village Green Level
Set up: Saturday 7 October 0800-1900
Open: Sunday 8 October 0900-1900
Monday 9 October 0900-1700
Tuesday 10 October 0900-1700
Dismantling Tuesday 10 October 1700-2200
Wednesday 11 October On application only & additional charges will apply

SPECIAL NOTE – CLEARANCE OF GANGWAYS
We shall be carpeting the gangways of the exhibition halls on Saturday night. It is essential, therefore, that gangways are clear of exhibit boxes on 7 October at the end of the set up at 22:00. 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 but the gangways have to 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 SUNDAY, 8 OCTOBER.
N.B. Times may be subject to change

All exhibition stand and training village construction must be completed, and 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 from 17:00-18:30 on Sunday 8 October.

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 10October, 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 Wednesday11 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.

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://www.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 a ‘island/raw space’ or an ‘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 thetype of booth allocated.

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

Exhibitors have the option of taking either a ‘island/raw space’ or an ‘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 thetype 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 in hall X2 = 3.5m
Island booths in hall X1 = 3.0m
Inline booths in hall X1 and X2 = 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 4August2017.EACTS will collate all booth plans and after checking if their rules and regulations are adhered to, will send to the ACV for approval. For approval by Austria Center Vienna please contact Marion Lüftenegger (marion.lueftenegger@acv.at)

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 toACV Technical Regulations containing the regulations for exhibitions, please see the website,

INSERT RULES AND REGULATIONS FOR EXHIBITORS AUSTRIA CENTER VIENNA 2017

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

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

Shell Scheme Option 1 = €342+VAT
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+VAT
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.

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.

SUNDAY 8 – TUESDAY 10 OCTOBER

The EACTS Training Village in Vienna is split over two areas. One area is located within the main exhibition halls of the ACV, (brown area) the other area is in rooms above the registration area on the green level (green area). Both areas are easily accessible from the session rooms, exhibition and registration area.

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 at 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 1 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 on the brown level, must submit detailed plans to the Organisers (Elvira.lewis@eacts.co.uk) for approval as soon as possible and NO LATER THAN 4 August 2017.

The plan should contain the following information:

  1. The general layout of the training village space including any special 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.

Load-bearing capacity is 500kg/m2 in all areas (including the forecourt).The floor in the exhibition hall is made of asphalt. 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 20 mm 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.

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.

After confirmation of receipt, the booking form signed by the Exhibitor is already a binding agreement.If an exhibition space confirmed in writing has to 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 2017:
    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 2017:
    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 2017:
    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.

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 thebank 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 3.5m in hall X2, 3.0m in hall X1 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.

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 2metres.
  5. The maximum height for side and back walls connecting to another stand directly on the stand perimeter is 2metres. This is to ensure that neighbouring booths are not overshadowed and to comply with standard sizes or other types of thestand. Exhibitors working with raised floor should contact the ACVfor more specific advice.
  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 3.5m in hall X2, 3.0m in hall X1, measured from the floor of the exhibition hall. Towers and other solid constructions higher than 2metres 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 pillarsif 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 EACTSfor 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 EACTSwill 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, ACV, that their regulations be strictly adhered to always. Please ensure that all your stand personnel and contractors are fully conversant with those documents.

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.

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

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.

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‘s 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/advertising workshops 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/audiovisual 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 of 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.

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 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 undertaking 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 audiocrews is not permitted in the congress centre.

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

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 18 September. After the 18 September deadline badges can only be ordered on-site at the Exhibitors Registration Desk for a fee of 100 EUR per badge. Therefore, the Exhibitors are strongly advised to register their representatives and staff online before 18 September 2017.

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-transferable 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 Exhibitor User Area with the names of the personnel for whom you require badges (Instruction Guide). The deadline for providing this information is Sunday 18 SEPTEMBER 2017. After this date, no changes will be accepted. Badges will not be mailed in advance. They should be collected from the Exhibition Desk upon arrival.

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

Booth personnel badges permit access to the exhibition only. Any additional badges booked by the 18 September deadline will be charged at €80 +VAT. Additional badges will also be available on-site in Vienna, charged at €100 +VAT:

Booth personnel are requested to report to the Exhibition Desk upon arrival to collect an Exhibitor pack. Each pack will contain:

  • Welcome Letter
  • EACTS name badges for booth personnel

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. Please note that this complimentary registration does not cover Techno College, 7 October. The complimentary registration is for the Annual Meeting’s main scientific programme, (Sunday-Wednesday) 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 8-11October:
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 31st EACTS Annual Meeting Exhibition Terms and Conditions. Download them here>>

If you wish to order audio-visuals (monitor & plasma, audio) for your booth, please order through the Gielissenweb shop. You can access the website directly on https://gees.gielissen.com/en/login by using the access codes. The login data has been sent by Gielissen to the main contact, as per the records in our database.

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 EACTS.

During the setup and breakdown periods, ACVis only accessible with a valid access badge. This applies to stand builders and/or suppliers.

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 ACV. They can also register on site at the Exhibition Desk if necessary but this may result in waiting times.

REGISTER NOW FOR SETUP AND BREAKDOWN BADGES
EXHIBITOR LOG IN

If you wish to order carpet for your booth, please order through the Gielissen web shop. You can access the website directly on https://gees.gielissen.com/en/login using the access codes. The login data has been sent by Gielissen to the main contact, as per the records in our database.

Booth catering is available during the build-up, breakdown and the opening hours of the Exhibition. If you wish to order catering (Finger Food, Beverages, Espresso, Tea, Water Dispensers, Accessories, Staff, and Custom Catering Service) on your booth, please order through the Motto Catering web shop. You can access the website directly on

Booth Delivery: http://www.motto-catering.at/motto-catering/data/bp/bpWebApp/WebBuchung/Templates/EACTS_2017_Booth_Delivery/EACTS_2017_Booth_Delivery.html.

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

Motto Catering GmbH
Bruno-Kreisky-Platz 1, 1220 Wien
+43 1 585 23 03 – 20
+43 664 88226376
eanm@mottogroup.at
www.motto-catering.at

Build up and Breakdown passes 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 passes are obligatory and Exhibitors are therefore requested to ensure that their drivers/contractors/booth builders are registered with EACTS. Everyone who wishes to be granted access to the halls during these periods must pre-register online.

If you wish to order Custom Services (custom audio-visual installation, custom electrical service, and custom graphics service) for your booth, please send an email with your request to eacts@gielissen.nl and they will contact you.

If you wish to order Electrical Services (Electrical Plants, Extra KW) for your booth, please order through the Gielissen webshop. You can access the website directly on https://gees.gielissen.com/en/login using the access codes. The login data has been sent by Gielissen 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.

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 Gielissen web shop. You can access the website directly on https://gees.gielissen.com/en/login by using the access codes. The login data has been send by Gielissen to the main contact, as per the records in our database.

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.

If you wish to order Flowers & Plants (plants and floral decorations, vases) for your booth, please order through the GIELISSENwebshop. You can access the website directly on https://gees.gielissen.com/en/login by using the access codes. The login data has been send by GIELISSEN to the main contact, as per the records in our database.

If you wish to order furniture (chairs & stools, armchairs & sofas, tables, reception desks, displays, accessories) for your booth, please order through the GIELISSENwebshop. You can access the website directly on https://gees.gielissen.com/en/login using the access codes. The login data has been send by GIELISSEN to the main contact, as per the records in our database

If you wish to order hanging/rigging for your booth, please order through the GIELISSENweb shop. You can access the website directly on https://gees.gielissen.com/en/login by using the access codes. The login data has been sent by GIELISSEN 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) in hall X2 is 3.5m, hall X1 is 3.0m, measured from the floor of the exhibition hall.

Hall X2: Construction height 3.50m
Please be aware that the max build height of the suspended object including the truss is equal to the max. exhibition stand building height in the hall (upper rim incl. the truss etc.)
Please find the ACV information document regarding rigging here

Please note if rigging is needed, the ACV required the structure to be certified by a structural engineer. The average costs for this amounts to €510 (depending on the duration for certifying and the amount of constructions). This would include ALL structures so if there is more than one exhibitor the costs can be split between exhibitors.

In-line stands: The maximum height for In-line stands is 2.50m.

Wi-Fi: Due to the overwhelming demand for Wi-Fi in the exhibition hall the use of private Wireless Access Points within the trade fair area is forbidden because it leads to interference on the wireless network by competing for systems as setting up off rogue Wi-Fi networks seriously damages the services provided by ACV and 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.

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 GIELISSENwebshop. You can access the website directly on https://gees.gielissen.com/en/login by using the access codes. The login data has been send by GIELISSEN to the main contact, as per the records in our database.

With a raised floor, youcan 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 website directly on https://gees.gielissen.com/en/login using the access codes. The login data has been send by GIELISSEN to the main contact, as per the records in our database.

If you wish to order security for your booth, please order through the Exhibitor Services Catalogue. You can access the website directly on https://gees.gielissen.com/en/login using the access codes. The login data has been send by GIELISSEN to the main contact, as per the records in our database.

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 website directly https://gees.gielissen.com/en/login using the access codes. The login data has been send by GIELISSEN to the main contact, as per the records in our database.

Diverse types of recycling bins and containers are available around the venue.

If you wish to order waste collection for your booth, please order through the GIELISSEN web shop. You can access the website directly on https://gees.gielissen.com/en/login by using the access codes. The login data has been send by GIELISSEN to the main contact, as per the records in our database.

Please let the GIELISSENknow if you have any specific waste for removal.
Email: EACTS@Gielissen.nl

If you wish to order Water Connection for your booth, please order through the GIELISSENwebshop. You can access the website directly on https://gees.gielissen.com/en/login by using the access codes. The login data has been send by GIELISSENto the main contact, as per the records in our database.

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.

RULES AND REGULATIONS FOR EXHIBITORS AUSTRIA CENTER VIENNA 2017

ACV – SAFETY SECURITY FACT-SHEET ENG-GB

ACV – GUIDELINES FOR DECORATIONS AND MATERIALS AT EVENTS

Advertising in the on-line catalogue will enhance the visitor experience and success of your show. The cost of an on-line entry is €350. 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 links
  • show contacts and email links

Should you wish to book an on-line 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 8 JULY 2017

For all other advertising possibilities (e.g. 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

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

Information concerning the Exhibition, including Exhibitor stand/exhibit description, will be published in the EACTS event app. Please note that in 2017, we will not have a Final printed Programme. Each Exhibitor may have a maximum of 500 letters/characters, including spaces between words, as a free editorial entry.

Please complete/amend your Company/Institute & Product information within the Exhibitor User Area, NO LATER THAN 11 AUGUST 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.

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.

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 €50 per day will be payable by the visitor on registration.

This table contains the deadlines for the 31st Annual Meeting.Compulsory activities are indicated with an asterix*.

**Deadline for ordering services at a regular price, after this date a surcharge of 30% on regular pricing is applicable. The last date for ordering through the GIELISSEN webshop is 2 October 2017.After this date, no more order forms will be accepted. You can also order services at the onsite GIELISSEN Exhibitors Desk, where they will be attended according to availability and payment needs to be done at the same time. The GIELISSEN Exhibitors desk will be in the exhibition halls. For more details please refer to the GIELISSEN terms and conditions.

Gielissen Orders: You can access the website directly on http://gees.gielissen.com/ by using the access codes. The login data has been sent by Gielissento the main contact, as per the records in our database.Orders are only valid when accompanied by full remittance at the time of booking.

Form Responsible Before
Audio-visuals GIELISSEN 8 September**
Bar Code Lead Retrieval To be announced tba
Booth Plan* (Island/Raw Space stands only) EACTS 4 August
50% cancellation fee applied for booth cancellations EACTS 9 July
100% cancellation fee applied for booth cancellations EACTS 6 August
Carpet for Stand* GIELISSEN 8 September**
Catering Services
Tailor made catering for stands and meetings rooms
MOTTO GROUP 8 September
8 September
Computers and Peripherals GIELISSEN 8 September**
Build up and Breakdown passes* EACTS 18 September
Custom Services GIELISSEN 8 September**
EACTS Exhibitor Name Badges* EACTS 18 September
EACTS Final Programme Editorial Entry*
(both print & on-line)
EACTS 14 July
Electrical Services GIELISSEN/ACV 8 September**
Extra Cleaning GIELISSEN/ACV 8 September**
Flowers & Plants GIELISSEN 8 September**
Furniture GIELISSEN 8 September**
Hanging/Rigging Services GIELISSEN 8 September**
IT Services GIELISSEN 8 September**
Shell Scheme Packages* GIELISSEN 8 September**
Temporary Staff` GIELISSEN 8 September**
Waste Collection GIELISSEN/ACV 8 September
Water Connections GIELISSEN/ACV 8 September**
Exhibition/Training Village build-up commences (space only, shell scheme from 7 October) 6 October
Annual Meeting (Techno-College) 7 October
Exhibition opens at 15:00 8 October
Welcome Reception from 17:00 8 October
Annual Meeting (main scientific programme) 8-11 October
Exhibition closes at 17:00 10 October
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