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Exhibition & Training Village

We look forward to welcoming you to Lisbon, Portugal.  Over the coming weeks we will update this page to provide you with the relevant information for our Annual Meeting venue in Lisbon.

If you are interested in participating in the 2019 trade exhibition and you have already contacted us and received an acknowledgment 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.

General Information

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 3100 sqm (exhibition area and training village combined) at the 32nd  EACTS Annual Meeting in 2018, representing many industries associated with cardiothoracic surgery.

The Trade Exhibition is centrally located 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 Lisbon Congress Centre, the venue for this year’s event.

The floor plan and booth application pack will be available on Friday, 3 May 2019 (N.B. Date/Times may be subject to change).
London: 15:30
Paris: 16:30
New York: 10:30
Los Angeles: 07:30

Once the floor plan and booth application pack are 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 Registration Scientific Sessions Satellites
Exhibition & Training Village
Wednesday 2 October 14:00 – 18:00      
Thursday 3 October 07:00 – 18:00 08:30 – 17:45 13:00 – 14:15 14:00 – 19:00
Friday 4 October 07:30 – 17:30 08:00 – 17:00 12:30 – 13:45 09:00 – 17:00
Saturday 5 October 07:30 – 17:00 08:00 – 16:45   09:00 – 17:00

 

N.B. Times may be subject to change.

The cost per square meter (sqm) is €602.50* + Portuguese 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, 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.

  Shell Scheme Option 1 = €235
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
3kW switchbox
1 spotlight per 3 sqm
1 double wall socket
Electrical main connection
Initial cleaning
   
  Shell Scheme Option 2 = €253
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
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:

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

 

The Exhibitor shall submit plans of their booth(s) to the Organisers no later than 9 August 2019 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 2019 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

Day Time Type of Booth
Tuesday 1 October 09:00 – 13:00 Move in; Space only “Island” booths Hall 1
Tuesday 1 October 13:00 – 19:00 Build-up; Space only “Island” booths Hall 1 & 2
Wednesday 2 October 07:00 – 22:00 Build-up; space only “Island” booths Hall 1 & 2
Wednesday 2 October From 12:00 – 22:00 Shell scheme/Inline exhibitors Hall 1 & 2
Thursday 3 October 07:00 – 12:00* Build up
Thursday 3 October 14:00 Exhibition Opening
Thursday 3 October 17:00 – 18:30 Welcome Reception


*all booths MUST be ready by this time

N.B. Times may be subject to change

All exhibition stand construction must be completed, and the stand fully operational by 12:00 on Thursday 3 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 3 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

Day Time
Saturday 5 October 17:00 – 24:00 Halls 1 & 2
Sunday 6 October 08:00 – 16:00* Halls 1 & 2


*Hall to be clear of all stand fitting materials and boxes by 16:00

N.B. Times may be subject to change

No prior dismantling is allowed. All exhibits, booth fitting and display materials must be removed by 16:00 on Sunday 6 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.

Exhibitor Manual

“The Event” – the 33rd EACTS Annual Meeting, taking place in Lisbon, Portugal, on Thursday, 3 October – Saturday, 5 October 2019.

“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” – Centro de Congressos de Lisboa (named as followed “CCL)

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

CCL – Centro de Congerssos de Lisboa
Praca das Industrias, 1
1300-307 Lisboa
Portugal

T: +351 218921400
F: +351 218921499
Email: lisboacc@ccl.fil.pt

Web: https://lisbonvenues.pt/en/lisbon-congress-center/

Since tobacco is a major cause of cardiothoracic diseases, the EACTS would like to thank all participants and Exhibitors for refraining from smoking in the CCL, including in meeting rooms, exhibition areas, restrooms, restaurants and cafés, and within 250 meters of the main entrance/exit of the CCL. Smoking is not permitted in the exhibition hall during stand build-up or dismantling.

TRADE EXHIBITION
EACTS
EACTS House
Berkshire SL4 1EU, UK
Tel: +44 (0)1753 832166
Direct Line for Exhibitor Queries: +44 (0) 1753 838 484
Booth Sales: Elvira Lewis Elvira.Lewis@Eacts.co.uk

Website: www.eacts.org

COMMERCIAL ACTIVITIES
(All Advertising; EACTS Daily News, Meeting and Hospitality Room Hire, Satellite Symposia, Session Sponsorship, TV Studio)

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: Nicoleta Marasescu nicoleta.marasescu@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 2019
AIM Group International
Francisco Pereira
Avenida conde de Valbom 6
1050-068 Lisbon
Portugal
T: +351 21 324 5040
F: +351 21 324 5050
E: eacts2019.hotel@aimgroup.eu

SOCIAL EVENTS

For Social events, transportation, entertainment, and dinners please contact:

AIM Group International
Francisco Pereira
Avenida conde de Valbom 6
1050-068 Lisbon
Portugal
T: +351 21 324 5040
F: +351 21 324 5050
E: eacts2019.hotel@aimgroup.eu

CATERING
Silva Carvalho Catering, SA
Espaco Tejo, Praca das Industrias
1300-307 Lisboa
T: +351 215814282
Email: comercial@sccatering.pt
W: https://www.silvacarvalhocatering.com/en/contacts/

ON-SITE HANDLING, INTERNATIONAL FREIGHT FORWARDER, AND CUSTOMS BROKER
EUROPEAN INTERNATIONAL (FAIRS) LTD
Contact: Steven Maddock
Units 6&10, Skitts Manor Farm, Moor Lane
Marsh Green, Edenbridge, Kent TN8 5RA, UK
Mobile: +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: steven.maddock@european-intl.com
Operations Director
Email: jim.callaghan@EURopean-intl.com

EXHIBITION SERVICES
The Venue is appointed as the Exhibition Contractor and they work with their dedicated exhibition partner to ensure all exhibition requirements are fulfilled.

CCL
Lisbon Congress Centre
Praca das Industrias, 1
1300-307 Lisboa
Lisbon

T: +351 218921400/1411/1438
M: +351 927984842 (Joana Pinto)

M: +351 968558409 (Ana Rita Matias)
Email: lisboacc@ccl.fil.pt or joana.pinto@ccl.fil.pt or ana.matias@ccl.fil.pt

Web: https://lisbonvenues.pt/en/lisbon-congress-center/

 

The CCL does not offer a webshop. However, all the services listed below can be ordered using the order forms provided by the CCL.

 

CCL Services

  • Audio/Visual Equipment (AVK)
  • Carpet
  • Catering Services (Silva Carvalho Catering, SA)
  • Computers and Peripherals
  • Custom Services
  • Electrical Services
  • Extra Cleaning
  • Extra Time Work
  • Flowers & Plants
  • Furniture
  • Rigging/Hanging Services (AVK)
  • IT Services
  • Shell Scheme Packages
  • Temporary Staff
  • Waste Collection
  • Water & Compressed Air Connections

 

BAR CODE LEAD RETRIEVAL TECHNOLOGY
The EACTS Lead Retrieval app will enable your organization to scan visitor badges at your booth as well as symposia sessions. Following each day of the event, the primary contact for your booth may download an excel sheet report of all scanned badges. While the lead retrieval app is freely available via the app store and Google Play, your authorized company representative must first purchase activation codes from our secure EACTS member login area in order to make the app work.

 

OFFICIAL PHOTOGRAPHER
Rainer Mirau Photography
Vienna
Austria
T: +43 6506837780
Email: office@rainermirau.com

W: www.rainermirau.com

 

EACTS DAILY NEWS

If you are interested, in company editorials and advertising, please see:

https://www.eacts.org/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

Accommodation

AIM Group International has been appointed by EACTS as the Official Housing Agency of the 33rd EACTS Annual Meeting.

Please book your accommodation through our officially appointed supplier AIM Group International using the link below.

https://web.aimgroupinternational.com/2019/eacts/

There are several counterfeit websites or agencies – EACTS cannot guarantee any rooms/rates offered within these.  If you are in any doubt as to the authenticity of such sites or companies, please notify the EACTS Executive Secretariat immediately.

AIM Group International
Francisco Pereira
Avenida conde de Valbom 6
1050-068 Lisbon
Portugal
T: +351 21 324 5040
F: +351 21 324 5050
E: eacts2019.hotel@aimgroup.eu

HOTEL ACCOMMODATION FOR GROUPS (FROM 10 ROOMS)
Group reservations for 10 rooms or more will be handled by separate contracts and regulations. In order to submit an enquiry for a group booking, please contact AIM by e-mail eacts2019.hotel@aimgroup.eu providing the number of rooms needed, hotel category and preferred location if possible. Please note that telephone reservations will not be accepted.

Accessibility

Location
The Congress centre is located close to the river Tagus and the historical and cultural heritage of Belem, just a few minutes from the city centre.

Lisbon Congress Center
Praca das Industrias, 1300-307 Lisboa-Portugal

Animals

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

ATM, Banks, Currency & Credit Cards

The nearest ATM is in Foyer A and C on Level O of the Venue.
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.

Catering Services

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: There will be catering points in the exhibition area and other parts of the centre where delegates may purchase food and drinks on a cash-only basis.

Silvia Carvalho Catering
Catering services at the Lisbon Congress Centre are provided exclusively by Silvia Carvalho Catering.

Children

It is strictly forbidden to bring children into the Exhibition hall without prior authorisation from the Organisers. Neither the Lisbon Congress Centre nor the Organisers have adequate insurance cover to protect children whilst in the Exhibition Hall or conference areas. No-one under the age of 16 will be permitted access to the Exhibition or Congress. This rule also applies to the children of Exhibitors and Contractors during the build-up, open and breakdown periods.

Cloakroom

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, 50 Coat, per day
€3,00 Luggage, per day

Co-Exhibitors

Partially or wholly sub-leasing or otherwise relinquishing a stand to a third party, 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 12 July will be listed in the official Exhibitors part of the EACTS Final Programme 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 for Build-up and Breakdown

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.

Disabled Facilities

Exhibitors with a standing floor that is more than 20 mm higher than the aisle must install a ramp for wheelchair users.

The main Venue access is directly off a road and is flat. The Registration and Exhibition are on Level 0 and are accessible directly from the main door. All other areas are serviced by lifts.

First Aid / Emergency

The fully equipped First Aid room is located on the ground floor of Pavilion 1. A doctor will also be present. Should you require first aid assistance, please contact the registration desk or any uniformed member of the Meeting staff.

Hospitality Functions

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 Lisbon Congress Centre 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.

Insurance

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 cover 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 Lisbon Congress Centre, 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.

Industrial Relations

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 CCL 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.

Meeting Programme

For full details regarding the programme, including registration information, see our website. For further information, please review the online programme.

Parking

The Rio Pavilion has a roller shutter door for unloading/loading during build-up and break-down. This is accessible directly from rua da Junqueira (which is off the Travessa da Guarda which runs in front of the venue parallel to the river).

Please unload as quickly as possible, using European International to support and then immediately remove the vehicle/s from the loading area, and park off-site. Depending on the operational constraints of the event, European International will allocate time to unload. You will be contacted by European International prior to the event with a time slot for unloading.

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.

There is a parking lot for more than 1,100 cars.

Parking for Trucks and Vans

Trucks, vans and lorries cannot be left at the Venue. Once unloaded they need to be moved off-site. The recommended car park is:

EMARK
Av. Brasilia,
1350-000 Lisboa

You can pre-book parking via their website: www.empark.com/uk/en

Security

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 webshop. 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.

Signage

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.

VAT

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. The customer is liable to account for output VAT under the reverse charge mechanism.

Waste Disposal

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

Venue

The 33rd Annual Meeting will be held at the Lisbon Congress Centre. The exhibition will be held in Pavilion 1 and 2. Various Auditoriums, Rooms and Foyers will be used for the scientific meeting.

For further information regarding the venue and location details, visit https://lisbonvenues.pt/en/lisbon-congress-center

Access to the Exhibition/Training Village

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 and must be done via your https://membership.eacts.org log in the Contractor Passes section.

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 Sessions Satellites Exhibition &
Training Village
Wednesday 2 October 14:00-18:00
Thursday 3 October 07:00-18:00 08:30-17:45* 13:00-14:15 14;00-19:00
Friday 4 October 07:30-17:30 08:00-17:15 12:30-13:45 09:00-17:00
Saturday 5 October 07:30-17:00 08:00-16:45 09:00-17:00

N.B. Times may be subject to change.

Build-up and Breakdown Badges

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 CCL. 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 https://membership.eacts.org NO LATER THAN 23 September 2019.

Timetable

Construction of Exhibition Stands / Training Village Sites

Day Date Time Type of Booth
Monday 30 September 09:00-17:00 Exhibitors needing this extra day, need to book via the CCL at a cost, This day is not covered by EACTS.
Tuesday 1 October 09:00-13:00 Move In; Space only “Island” booths Hall 1 & 2; after 13:00 move in of self-builds in inline locations.
Tuesday 1 October 13:00 – 19:00 Build-up; Space only “Island” booths Hall 1 & 2
Wednesday 2 October 07:00 – 22:00 Build-up; space only “Island” booths Hall 1 & 2
Wednesday 2 October 12:00 – 22:00 Shell scheme/Inline exhibitors Hall 1 & 2
Thursday 3 October 07:00 – 12:00*
(*all booths MUST be ready by this time)
Build up
Thursday 3 October 14:00 Exhibition Opening
Thursday 3 October 17:00 – 18:30 Welcome Reception

N.B. Times may be subject to change

All exhibition stand construction must be completed, and the stand fully operational by 12:00 on Thursday 3 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 3 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

Day Date Time
Saturday 5 October 18:00* – 24:00 Halls 1 & 2
Sunday 6 October 08:00 – 12:00**

* The CCL needs to have 1 hour to come in with the Platform to put down all the rigging.No prior dismantling possible.
**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 6 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.

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://files.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 ‘island/raw space’ or ‘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 the type of booth allocated.

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

Inline / Shell Scheme

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 order form.

There are two shell scheme options which can be viewed and ordered. Download

Shell Scheme Options

Shell Scheme Order Form 

 

In-line sites:

Shell scheme – see shell scheme templates, max build height 2.5m

Shell scheme is available to all stands and is charged as an additional cost via the service provider. 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 = €235
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
3kW switch box
1 spotlight per 3 sqm
1 double wall socket
Electrical main connection
Initial cleaningShell Scheme Option 2 = €253
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
3kW switch box
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 (vice Manual) at a further cost.

Additional Graphics
Please see the order form with options for graphics. The CCL need to receive all the final art until September 8th.
The specifications of the files are: Final arts in digital format , preferably in .PDF, .TIFF or .JPEG, with  a minimal resolution of 72 dpi’s to natural size (1:1), with fonts converted in curves .

Booth Graphics Examples

Booth Graphics Order Form

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.

Island / Raw Space

Island sites (stand with four sides open to the public)
The maximum height is
Island booths = 4m in Pavilhao do Rio (Pavilion 2); 3.5 m in Hall 1
Inline booths = 2.5m in Pavilhao do Rio (Pavilion 2) and Hall 1

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 9 August 2019. EACTS will collate all booth plans and after checking if their rules and regulations are adhered to, will send to the CCL for approval.

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 to Technical Regulations CCL containing the regulations for exhibitions.

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

Training Village

THURSDAY 3 – SATURDAY 5 OCTOBER

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 an additional cost and can be provided via your own contractors or via our contractor, CCL, 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.

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 1x external LCD screen on the entrance wall advertising their programme or branding for the organisation. Portrait or landscape format permitted but it should not exceed 48 inches (no sound permitted).

Entrance
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, must submit detailed plans to the Organisers (Sharon.pidgeon@eacts.co.uk) for approval as soon as possible and NO LATER THAN 9 August 2019.

The plan should contain the following information:

  1. The general layout of the training village space 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. 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.

Flooring

Load-bearing capacity is 5000kg/m2 in all areas (including the forecourt). The floor in the exhibition halls is not carpeted but has a very good floor. 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 5 cm 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. Please indicate the exact location on the plan. It is not allowed to have a cable bridge across the main corridors because of H&S rules.

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.

Cancellation

After confirmation of receipt, the booking form signed by the Exhibitor is already a binding agreement. If an exhibition space confirmed in writing must be cancelled by the Exhibitor, written cancellation of the total or partial exhibition space will be accepted under the following conditions:

  • Cancellation before 8 July 2019:
    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 8 Jul 2019:
    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 5 August 2019:
    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.

Invoice / Payment for Booth Space

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 the 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 space rented is delineated by and limited to, the surface area in sqm and to a maximum height of 4 m for island booths in hall 2 and 3.5m in hall 1 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.

Stand Design

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, or educational value or be relative to science and medicine.
  4. The maximum height of a solid wall is 2 metres.
  5. The maximum height for side and back walls connecting to another stand directly on the stand perimeter is 2 metres. This is to ensure that neighbouring booths are not overshadowed and to comply with standard sizes or other types of the stand.
  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 4m in hall 2, 3.5m in hall 1, measured from the floor of the exhibition hall. Towers and other solid constructions higher than 2 metres 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 pillars if 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 EACTS for 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 EACTS will 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, Mico, that their regulations be strictly adhered to always. Please ensure that all your stand personnel and contractors are fully conversant with those documents.

Damage to Exhibition Buildings, Fixtures Fitting

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.

Distribution of Promotional Material

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/Dirty Exhibits

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

Safety of Exhibits & Displays

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.

Activities on Exhibition Stands

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 reserves 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 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/advertise 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/giveaways: 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 the 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/audio-visual 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 the 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.
  • Selling of Products: The sale of products and services will be not allowed on the exhibit floor. No signage or advertising of product pricing will be allowed. No sales or solicitation will be permitted in any EACTS Annual Meeting space, the Exhibition Hall or the Exhibitor’s assigned booth. All exhibitors must adhere strictly to this rule.
  • 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: is available free of charge throughout the Venue. However, this is unsuitable for downloading large files. Wired internet can be ordered and we would recommend having this connected to your Exhibition Stand or /Satellite/Hospitality room. This can be ordered from the Venue.

Canvassing

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

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 the 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 Annual Meeting, 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.

Exhibition Desk

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

Exhibitor Registration

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 until 23 September 2019.  After the 23 September deadline, online registration for exhibitor badges is still possible, however, the price changes to €100. Therefore, the Exhibitors are strongly advised to register their representatives and staff online before 23 September 2019. After the event opens, (3 October), you may STILL REGISTER ONLINE and receive the online fees. If you register at an ON-SITE desk in Lisbon, you will be charged the ON-SITE fee, €150.

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-transferrable 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 https://membership.eacts.org with the names of the personnel for whom you require badges.

The deadline for providing this information is Monday 23 September 2019. After the 23 September deadline, online registration for exhibitor badges is still possible, however, the price changes to €100. Therefore, the Exhibitors are strongly advised to register their representatives and staff online before 23 September 2019.

The last date for payment by bank transfer is 15 September 2019. After this date, ALL payments must be made online by credit card.

Any registration that is showing as UNPAID on-site in Lisbon must be paid in full by credit card before any badge will be issued – should evidence be provided after the event that a duplicate payment has been made then the on-site payment will be refunded in full.

After the event opens, (3 October), you may STILL REGISTER ONLINE and receive the online fees. If you register at an ON-SITE desk in Lisbon, you will be charged the ON-SITE fee, €150.

Badges will not be mailed in advance. The main contact as per our database will be provided with an exhibitor registration confirmation for each badge in their EACTS account. This confirmation will contain a QR code which should be printed out and distributed to staff members and brought to Lisbon so that everyone can print their badges. It will be possible to do this at any desk in Lisbon.

Individual participants need to collect their badge, at the registration self-service desks in the main registration area, by scanning the QR code printed on the confirmation. Self-service desks will be open from Wednesday, 2, 14:00-18:00. This will also be possible at the Exhibitor Desk.

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

See our How To Book Exhibitor Badges Guide

SCIENTIFIC 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. The complimentary registration is for the Annual Meeting’s main scientific programme, (Thursday – Saturday) 3-5 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 3-5 October:

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 Scientific 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

Complimentary Exhibitor Badges & Complimentary Scientific Exhibitor Badge

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 Scientific Exhibitor badges can be ordered free of charge until 23 September 2019.  After the 23 September deadline, online registration for exhibitor badges is still possible, however, the price changes to €100. Therefore, Exhibitors are strongly advised to register their representatives and staff online before 23 September 2019. After the event opens, (3 October), you may STILL REGISTER ONLINE and receive the online fees. If you register at an ON-SITE desk in Lisbon, you will be charged the ON-SITE fee, €150.

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-transferrable 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 https://membership.eacts.org with the names of the personnel for whom you require badges.

The deadline for providing this information is Monday 23 September 2019. After the 23 September deadline, online registration for exhibitor badges is still possible, however, the price changes to €100. Therefore, the Exhibitors are strongly advised to register their representatives and staff online before 23 September 2019.

The last date for payment by bank transfer is 15 September 2019. After this date, ALL payments must be made online by credit card.

Any registration that is showing as UNPAID on-site in Lisbon must be paid in full by credit card before any badge will be issued – should evidence be provided after the event that a duplicate payment has been made then the on-site payment will be refunded in full.

After the event opens, (3 October), you may STILL REGISTER ONLINE and receive the online fees. If you register at an ON-SITE desk in Lisbon, you will be charged the ON-SITE fee, €150.

Badges will not be mailed in advance. The main contact as per our database will be provided with an exhibitor registration confirmation for each badge in their EACTS account. This confirmation will contain a QR code which should be printed out and distributed to staff members and brought to Lisbon so that everyone can print their badges. It will be possible to do this at any desk in Lisbon.

Individual participants need to collect their badge, at the registration self-service desks in the main registration area, by scanning the QR code printed on the confirmation. Self-service desks will be open from Wednesday, 2, 14:00-18:00. This will also be possible at the Exhibitor Desk.

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

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. The complimentary registration is for the Annual Meeting’s main scientific programme, (Thursday – Saturday) 3-5 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 3-5 October:

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 Scientific 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

EACTS Terms and Conditions

Please also ensure that you are familiar with the 33rd EACTS Annual Meeting Exhibition Terms and Conditions within the EACTS  Exhibition Booth Form Application.

Audio-visuals

If you wish to order audio-visuals (LCD Monitor, Audio, Assistance, LED or Videowall & more, for your booth, please order through the venue. Any requests should go directly to the Venue and will be invoiced directly to you.

Please complete and return the Audio Visual Order Form.

Build-up and Breakdown Badges (Contractor Badges)

To access and move within the CCL, the exhibitor and or the personnel of the companies that operate on its behalf must be in possession of the authorised badge. The 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 wear them.

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 https://membership.eacts.org NO LATER THAN 23 September 2019.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 CCL.

Carpet

If you wish to order carpet for your booth, please order through the venue. Any requests should go directly to the Venue and will be invoiced directly to you.

Please complete and return the Technical Services Order Form.

Catering Services

All food and beverage consumed on premises must be purchased through Silva Carvalho Catering, SA.

Booth catering is available during the build-up, breakdown and the opening hours of the Exhibition. Any requests should go directly to the caterer and will be invoiced directly to you.

Please note that Silva Carvalho Catering SAis the exclusive provider of all food & beverage services in the center.

Please complete and return the Catering Services Form. 

Custom Services

If you wish to order Custom Services for your booth, please order through the venue. Any requests should go directly to the Venue and will be invoiced directly to you.

Please complete and return the  Services Order Form.

Electrical Services

If you wish to order Electrical Services for your booth. please order through the venue. Any requests should go directly to the Venue and will be invoiced directly to you.

Please complete and return the Electrical Services Form.

Extra Cleaning

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. Should you wish to order extra cleaning for your booth, please order through the venue. Any requests should go directly to the Venue and will be invoiced directly to you.

Please complete and return the Cleaning Services Form.

Extra Time Work

The halls are booked for another event before and after the EACTS tenancy. It will not be possible to access/build earlier than official build up times. Any requests should go directly to the Venue and will be invoiced directly to you.

Please complete and return the Services Order Form.

Flowers and Plants

If you wish to order Flowers & Plants (plants and floral decorations, vases) for your booth, please order through the venue. Any requests should go directly to the Venue and will be invoiced directly to you.

Please complete and return the Flowers & Plants Order Form.

Furniture

If you wish to order furniture (chairs & stools, armchairs & sofas, tables, reception desks, displays, accessories) for your booth, please order through the venue. Any requests should go directly to the Venue and will be invoiced directly to you.

Please see the furniture catalouge here Furniture Catalogue

Please complete the furniture order form here https://www.eacts.org/wp-content/uploads/2019/06/Order-Form-XVI-Services.doc

Hanging/Rigging Services

If you wish to order hanging/rigging for your booth, please order through the venue. Any requests should go directly to the Venue and will be invoiced directly to you.

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) is 4m in hall 2 and 3.5m in hall 1, measured from the floor of the exhibition hall.

To receive a quotation for the hanging, it is compulsory to fill in the rigging request form.

In-line stands:
Maximum height for In-line stands is 2.50m.

Please complete and return the Rigging Order Form.

Internet & Wi-Fi

Wifi is available free of charge throughout the Venue. However, this is unsuitable for downloading large files or running voting apps over. Wired internet can be arranged and we would recommend having this connected to your Exhibition Stand or Satellite/Hospitality room. Any requests should go directly to the Venue and will be invoiced directly to you.

Please complete and return the Information Technology Order Form.

Shell Scheme Packages

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.  Download the Shell Scheme Booth Portfolio for more information.

Any requests should go directly to the Venue and will be invoiced directly to you.

Please review our Shell Scheme Options  and complete and return the Shell Scheme Order Form.

 

 

Additional Graphics
Please see the order form with options for graphics. The CCL need to receive all the final art until September 8th.
The specifications of the files are:

Final arts in digital format , preferably in .PDF, .TIFF or .JPEG, with  a minimal resolution of 72 dpi’s to natural size (1:1), with fonts converted in curves.

Booth Graphics Examples

Booth Graphics Order Form

Raised Floor

With a raised floor, you can put power lines and service pipes out of sight for your guests. Any requests should go directly to the Venue and will be invoiced directly to you.

Please complete and return the Technical Services Order Form.

Security

Although every reasonable security precaution is taken throughout the tenancy period of the event, the Event Organisers cannot be held responsible for any loss, damage or accident, which may occour to any exhibitors (or their Contractors), property or personnel. During the build-up and during the Congress there will be security at the main doors of the Venue. Every night the Venue will be closed and the Venue will provide appropriate security.

If you wish to order security for your booth, any requests should go directly to the Venue and will be invoiced directly to you.

Please complete and return the Hostesses & Security Guards Order Form.

Temporary Staff

If you wish to order hostesses for your booth, any requests should go directly to the Venue and will be invoiced directly to you.

Please complete and return the  Hostesses & Security Guards Order Form.

Waste Collection

Exhibitors and constructors of stands are strongly recommended to hand over the site thoroughly clean and must remove their construction waste (carpet, mixed materials, paper and paper derivates, wood and wood derivates, that was generated by their activities with their own means. Unattended rubbish left by exhibitors in aisles when the exhibition is open will be removed at the exhibitors’ expense.

Any requests should go directly to the Venue and will be invoiced directly to you.

Please complete and return the Waste Removal Services Order Form.

CCL rules and regulations

It is a requirement of the venue, CCL that their regulations be strictly adhered to always. Please ensure that all your stand personnel and contractors are fully conversant with those documents.

https://lisbonvenues.pt/en/lisbon-congress-center/rules-faqs/

Water & Compressed Air

Exhibitors interested in placing orders for water or compressed air connections must check with the CCL first then proceed with the order, not all stand areas are suitable for water or compressed air connections.

If you wish to order Water Connection and/or Compressed Air Connections for your booth, any requests should go directly to the Venue and will be invoiced directly to you.

Please complete and return the Technical Services Order Form.

Advertising – Exhibition Online Entry

Advertising in the on-line catalogue will enhance the visitor experience and success of your show. The cost of an on-line entry is €400. 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 link
  • 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 12 JULY 2019.

Advertising – Standard Exhibitor App Entry

Your exhibitor profile including the hall and booth number and website link will be available to potential delegates and exhibition visitors via the Industry section of the Annual Meeting app. (Included in booth fee)

Each Exhibitor may have a maximum of 2000 letters/characters, including spaces between words (excluding name and address), as a free editorial entry.

If you have exhibited with us before, we have uploaded your previous Company/Institute & Product information for your convenience. You only need to make changes should you so wish.

Please complete the Final App Editorial Entry within your EACTS online account, NO LATER THAN 12 JULY 2019. 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.

Advertising – Premium App Entry

Enhance the visibility and success of your company during the Annual Meeting by upgrading to the Premium App Entry.
Get all the features of the standard package plus:
– Highlighting your company name in the exhibitor’s list
– Your company logo
– Images (max 3)
– Additional website links (if required)

Should you wish to book the Premium App 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 12 JULY 2019.

All Other Advertising & Branding Possibilities

For all other advertising possibilities (e.g. Annual Meeting Website Advertisement, Daily News, Satellite Symposia Email Blast, Literature Display Desk) please refer to the Industry Opportunities section of the EACTS Annual Meeting website, https://www.eacts.org/annual-meeting/industry-opportunities/advertising/

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

EACTS Lead Retrieval App (for exhibition and satellites)

EACTS Lead Retrieval App (for exhibition and satellites)

 EACTS has created a mobile app for lead retrieval. Over the coming days, we will notify you when the app is ready to purchase.

The EACTS Lead Retrieval App can be installed on Android or iPhone phones to easily scan the badges of visitors to your booths and satellite symposia sessions.

The app will be ready for purchase via the EACTS Exhibition area via https://membership.eacts.org/.

Costs: each device used will need a unique activation code.
– Booth Lead Retrieval: £100 per activation code.
– Symposia Lead Retrieval: £80 per activation code.

Once payment has been received, we will send links to download the app and unique codes to activate it. The primary contact for the booth will be responsible for distributing these codes to other booth representatives.

Following each day of the event, only the primary contact for the booth may log in to the EACTS Exhibition area to download the scanned visitor data via https://membership.eacts.org/.

Delegates who allow for their badges to be scanned will be made aware that they are sharing their personal details such as name, email address, title and company with the people who are scanning their badge.

EACTS Logo

The use of the EACTS logo on corporate websites is prohibited.

EACTS may permit their Industry partners to use the EACTS logo and/or Annual Meeting banner on company invitations and promotional documents printed specifically to market their participation in the Annual Meeting. However, such promotional material must conform to EACTS print style guidelines and must be approved, prior to production, by the Executive Secretariat.

Exhibitor Gifts

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 relevance to the recipient’s work. An inexpensive gift means one which has cost the donor company no more than €7.

Exhibition Visitors

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 €80 per day will be payable by the visitor on registration.

https://www.eacts.org/wp-content/uploads/2019/09/Exhibition-Invite-Lisbon-A4.pdf

This table contains the deadlines for the 33rd Annual Meeting. Compulsory activities are indicated with an asterix*.

**Deadline for ordering services at list unit prices are valid for orders placed before 9 September 2019.

Orders placed between 10 and 27 September are subject to a 10% increase.

Orders placed starting from 28 September 2019 are subject to a 50% increase.

You can also order services at the onsite CCL Exhibitors Desk, where they will be attended according to availability and payment needs to be done at the same time. The CCL Exhibitors desk will be close to the exhibition halls. For more details please refer to the CCL terms and conditions.

Orders are only valid when accompanied by full remittance at the time of booking.

Form Responsible Before
Audio Visual Order Form CCL 9 September
Bar Code Lead Retrieval EACTS tba
Booth Plan* (Island/Raw Space stands only) EACTS 9 August
50% cancellation fee applied for booth cancellations EACTS 8 July
100% cancellation fee applied for booth cancellations EACTS 5 August
Carpet for Stand CCL 9 September
Catering Services Silva Carvalho Catering 9 September
Computers and Peripherals CCL 9 September
Custom Services CCL 9 September
Digital Printing Services CCL 2 September
Build up and Breakdown passes* EACTS 20 September
EACTS Exhibitor Name Badges* EACTS 23 September
EACTS Standard Exhibitor App Entry* EACTS 12 July
Electrical Services CCL 9 September
Extra Cleaning CCL 9 September
Extra Time Work CCL 9 September
Flowers & Plants CCL 9 September
Furniture CCL 9 September
Hanging/Rigging Services CCL 9 September
IT Services  CCL 9 September
Shell Scheme Packages* CCL 9 September
Temporary Staff` CCL 9 September
Staff name badges for Build-up and Break-down time EACTS 23 September
Waste Collection CCL 9 September
Water & Compressed Air Connections CCL 9 September
Exhibition Stands/Training Village Sites Move In; space only “Island” booths & Training Village; after 13:00 move in of self-builds in inline locations 1 October
09:00 – 13:00
Exhibition Stands//Training Village Sites Build-up; space only “Island booths & Training Village 1 October
13:00 – 19:00
Exhibition Stands//Training Village Sites Build-up; space only “Island booths & Training Village 2 October
07:00 – 22:00
Exhibition Stands/Shell scheme/Inline exhibitors 2 October
from 12:00
All booths MUST be ready by this time 3 October
12:00
Exhibition opens at 14:00 3 October
14:00
Welcome Reception from 17:00 3 October
Annual Meeting (main scientific programme) 3-5 October
Exhibition closes at 17:00 5 October

Exhibitor List

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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 cardio-thoracic market.  The exhibiting companies are looking forward to meet the people that matter to their business in one place, demonstrate new products and attract interest from new prospects and existing customers.

EACTS TRADE EXHIBITION

33rd EACTS ANNUAL MEETING & EXHIBITION
LISBON, PORTUGAL

Lisbon Congress Centre

The Lisbon Congress Centre is located close to the river Tagus and the historical and cultural heritage of Belem, just a few minutes from the city center.

Contacts:
Praça das Indústrias, 1300-307 Lisboa – Portugal

Tel: (+351) 218 921 420| Fax (+351) 218 921 499
Email: LISBOACC@CCL.FIL.PT
Website

EXHIBITION & MEETING DATES: 3-5 OCTOBER 2019

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

IMPORTANT DEADLINES

Floor Plan and Application for Exhibition Booth released – Tbc

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 after receipt of Application for Exhibition Booth

100% payment for exhibition space – within 14 days of the date of the invoice issued by the Organisers

Online circulation of Exhibition Service Manual – May 2019

Deadline for Exhibitors company profiles for EACTS App – 31 July 2019

Free-build stand design plans to be submitted – 9 August 2019

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, registration still possible) – 20 September 2019

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