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35th EACTS ANNUAL MEETING
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Exhibitor Manual

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 Barcelona Congress Centre (CCIB) Exhibitor Services and other order forms.

“The Event” – the 35th EACTS Annual Meeting, taking place in Barcelona, Spain, on Wednesday, 13 October – Saturday, 16 October 2021.

“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” – Centre de Convencions International de Barcelona (named as followed “CCIB)

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

CCIB – Centre de Convencions International de Barcelona
Placa de Willy Brandt, 11-14
08019 Barcelona
Spain

T: +34 93 230 10 00
Email: ccib@ccib.es

Web: https://ccib.es/contacte/

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 CCIB, including in meeting rooms, exhibition areas, restrooms, restaurants and cafés, and within 250 meters of the main entrance/exit of the CCIB. Smoking is not permitted in the exhibition hall during stand build-up or dismantling.

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

(Advertising & Communications; Skills Corner, Satellite Symposia, Techno College & Session Sponsorship, Online Presence)

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

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 2021
Bco Congresos
Plaza de Europa, 17-19
08908 L’Hospitalet de Llobregat
Barcelona, Spain
E: EACTS2021@BCOCONGRESOS.com
Booking link: https://eacts2021.bcocongresoshotels.com/

SOCIAL EVENTS

For Social events, transportation, entertainment, and dinners please contact:
Bco Congresos
Plaza de Europa, 17-19
08908 L’Hospitalet de Llobregat
Barcelona, Spain
E: EACTS2021@BCOCONGRESOS.com

CATERING

Exclusivity in F&B services: Please remember that the CCIB is the exclusive provider of all food and beverage services: all food, beverages, coffee machines, waiters,…

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.

CCIB – Centre de Convencions International de Barcelona
Placa de Willy Brandt, 11-14
08019 Barcelona
Spain
T: +34 93 230 10 00
Email: stands@ccib.es

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

CCIB Services

• Audio/Visual Equipment
• Carpet
• Catering Services
• Cleaning/Extra Cleaning
• Computers and Peripherals
• Custom Services
• Electrical Services
• Flooring
• Flowers & Plants
• Furniture
• Rigging/Hanging Services
• IT Services
• Security
• Shell Scheme Packages
• Temporary Staff (Hostesses)

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

Accommodation

Bco Congresos has been appointed by EACTS as the Official Housing Agency of the 35h EACTS Annual Meeting.

Please book your accommodation through our officially appointed supplier Bco Congresos using the link below.

https://eacts2021.bcocongresoshotels.com/

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.

Accessibility

Location
The location of the CCIB allows quick access to the airport and has different means of transport to get to the city center.

Further information: https://ccib.es/barcelona/#transport

Animals

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

ATM, Banks, Currency & Credit Cards

There are no ATM’s located in the Congress Centre. However, there are some in the mall (Diagonal Mar Shopping Centre) opposite the CCIB dispensing Euros.

General banking time in Barcelona: Mon-Fri: 08:30-14:00, Sat: 08:30-13:00.
You can change money at the city’s banks and savings banks as well as at the many exchange booths located in the city centre and at the main points of tourist interest. You can find exchange booths with special opening times at main railway stations and coach terminals, such as the Sants Railway Station and the Barcelona-Nord coach terminal. We recommend using banks and other official exchange houses, to avoid possible frauds. The range of exchange facilities are completed by automatic exchange machines, which are mainly located in the city centre.

The currency in Spain is the Euro (€).Most bank machines (ATMs) accept VISA and MasterCard credit cards, and usually offer favourable exchange rates. You may be limited to about 300 Euro cash per day from these machines.

The most widely accepted card in Spain is the Visa card. MasterCard, American Express and Diners Club are also quite recognised. If you see the EuroCard or Access sign, it means that there accept MasterCard.

Catering Services

Build-up: Coffee, tea, refreshments, light snacks and sandwiches during build-up will be available on a credit card payment basis. For more information please contact Meritxell.mallen@fbccib.es

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 credit card payment basis.

CCIB Catering: Catering services at the Barcelona Congress Centre are provided exclusively by the CCIB.

Children

It is strictly forbidden to bring children into the Exhibition hall without prior authorisation from the Organisers. Neither the CCIB 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 30 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/wristband on arrival. The stand building access will be from Willy Brandt square and the pass/wristband will be to be collected there. 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

A fully equipped first aid room manned by a nurse is located in the Congress Centre in the -1 level of escalator C. Should you require first aid assistance, please contact the registration desk or any informed 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 CCIB 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.

Planned EACTS Events

Thursday, 14 October Welcome Reception Exhibition Hall 17:00 – 18:30
(registered delegates, exhibitors and exhibition visitors)
Thursday, 14 October pm EACTS VIP dinner for 80 EACTS officers and guests
Friday, 15 October pm EACTS VIP dinner for 80 EACTS officers and guests
Friday, 15 October pm EACTS General Assembly (for members only) 18:00 -18: 45 (exact timing still tbc)

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 CCIB, 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 CCIB 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.

Opening Times

Exhibition Schedule / DATES & OPENING HOURS

Day Date Registration Scientific Sessions Satellites Exhibition Training Village
Tuesday 12 October 16:00 – 18:00
Wednesday 13 October 08:00 – 18:30 TECHNO-COLLEGE
11:00 – 18:00
Thursday 14 October 07:30 – 18:00 09:00 – 17:30 12:45 – 14:00 14:00 – 18:00
Welcome Reception 17:00 – 18:30
09:00 – 17:00
Friday 15 October 07:45 – 18:00 08:00 – 17:30 12:45 – 14:00 09:00 – 17:00 09:00 – 17:00
Saturday 16 October 08:00 – 17:30 08:30 – 17:30 09:00 – 14:00 09:00 – 17:00

N.B. Times may be subject to change.

Meeting Programme

For full details regarding the programme, including registration information, see our website. For further information, please review the online programme:
https://eacts2021.process.y-congress.com/scientificProcess/Schedule/?setLng=en

Parking

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 also a mall (Diagonal Mar Mall) opposite the CCIB which offers free parking for a maximum of 3 hours, after 3 hours a fee is payable. The parking is only for cars (2m maximum height). Other parking spaces are available close to the CCIB.

There used to be a big parking area for trucks next to the CCIB, please note that this is not available anymore.

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.

Venue

The 35th Annual Meeting will be held at the Centre de Convencions International de Barcelona (CCIB). The Exhibition is centrally located in close vicinity of the catering area and the session rooms. The Exhibitors can be assured of excellent facilities.

Please have a look at the Centre de Convencions International de Barcelona (CCIB), (https://ccib.es/en/), the venue for this year’s event.

Waste Disposal

Diverse types of recycling bins and containers are available around the venue for small waste. Please order anything else through the service provider. If you have any specific waste for removal, please order recycling bins (e.g. for carpet, for plastic, for paper, for mixed waste) through the CCIB.

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 wristbands for delivery and set-up and must be done via a designated file, Contractor registration for build up and breakdown.

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.

Build-up and Breakdown Badges

Build-up and breakdown wristbands 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 issued with wristbands.

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 CCIB. They can also register on-site at the applicable registration point if necessary but this may result in waiting times.

Please find below a link to an excel file. You need to provide the names and passport number of all the stand builders. The CCIB security will check this information and hand out wristbands on arrival.

Insert link to Contractor registration for build up and breakdown.

Please provide this information NO LATER THAN 30 September 2021.

Timetable

Construction of Exhibition Stands / Training Village Sites

Day Date Time Type of Booth
Tuesday 12 October 0800 – 13:00 Move in; Space only “Island” booths; self-builds in inline locations.
Tuesday 12 October 13:00 – 19:00 Build-up; Space only “Island” booths; self-builds in inline locations.
Wednesday 13 October 07:00 – 20:00 Build-up; Space only “Island” booths and self-builds in inline locations.
Wednesday 13 October 12:00 – 20:00 Build up; Shell scheme/Inline exhibitors
Thursdday 14 October 07:00 – 12:00 Build up
Thursday 14 October 12:00 (*all booths MUST be ready by this time)
Thursday 14 October 14:00 Exhibition Opening
Thursday 14 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 14 October, by which time aisles must be cleared of exhibition material, empty boxes and crates, and trucks should have left the exhibition area. 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 16  October 14:00 – 20:00
Sunday 17 October 08:00 – 12:00*

*Hall to be clear of all stand fitting materials and boxes by 12:00

N.B. Times may be subject to change

No prior dismantling is allowed. All exhibits, booth fitting and display materials must be removed by 12:00. on Sunday 17 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 (manual insert, basic information which will then link to:

http://files.european-intl.com/showforms/eacts_sit.html (main instructions)

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:

Island / Raw Space

Island sites (stand with four sides open to the public)
The maximum height is
Island booths = 4m
Inline booths = 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 13 August 2021. EACTS will collate all booth plans and after checking if their rules and regulations are adhered to, will send to the CCIB 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 CCIB containing the regulations for exhibitions.

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

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 via the CCIB.

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 = €330 + Spanish VAT  

2.5m-high lacquered aluminium structure

White-coloured melamine panel

Fascia board with company name and booth number 0,20 mt high

10cm-high black lettering (20 letters included)

LED strips light (2 units)

Electrial power 50w/sqm

Electrical switchboard includes 1 socket 220V. Power supply included.

1 triple electrical extension

Surface covered with carpet (9sqm). Please see colours available on the shell scheme order form.

Pre-inauguration cleaning

Shell Scheme Option 2 = €431.60 + Spanish VAT 

2,5m-high lacquered aluminium structure

White-coloured melamine panel

Fascia board with company name and booth number 0,20 mt high.

10cm-high black lettering (20 letters included)

LED strips light (2 units)

Electrical power 50w/sqm

Elecrtrical switchboard includes 1 socket 220V. Power supply included.

1 triple electrical extension

Surface covered with carpet (9m2). Please see colours available on the shell scheme order form.

Pre-inauguration cleaning

Furniture: 1 Coat stand/hanger, Office wastepaper bin-white, Grey rectangular table (1,20×0.70×0.75 mts high), 3x Blue upholstered chair

N.B. Prices may be subject to change.

Additional items must be ordered separately (via CCIB order form) 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.

Training Village

THURSDAY 14 – SATURDAY 16 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, CCIB, 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 for approval as soon as possible and NO LATER THAN 13 August 2021.

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 2.500kg/m2 in the Exhibition Hall (areas 1 to 8). 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 can only be supplied at the Polivalente Area, level PO.

The CCIB can only supply water to the stands that have a water duct available on their own booth the costs of any additional platform or material to hide this installation will be assumed by the exhibitor.

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 or reduction of space

  1. CANCELLATION BY EACTS

In the event that the Annual Meeting cannot be held due to events beyond the control of EACTS and is subsequently cancelled, postponed, moved or changed due to, including, but not limited to:

  • An event of “Force Majeure” meaning an event beyond the reasonable control of EACTS, which prevents EACTS from complying with any of its obligations, including but not limited to:
  • act of God (such as, but not limited to, fires, explosions, earthquakes, drought, tidal waves and floods);
  • war, hostilities (whether war be declared or not), invasion, act of foreign enemies, mobilisation, requisition, or embargo, national mourning;
    • rebellion, revolution, insurrection, or military or usurped power, or civil war;
    • contamination by radioactivity from any nuclear fuel, or from any nuclear waste from the combustion of nuclear fuel, radio-active toxic explosive, or other hazardous properties of any explosive nuclear assembly or nuclear component of such assembly;
    • riot, commotion, strikes, go slows, lock outs or disorder closure of airports and train stations.
    • acts or threats of terrorism.
    • Any reason(s) beyond EACTS’s or any of its suppliers’ control that prevents or substantially hinders the plan of holding the Annual Meeting.
    • Any event of any potential health risk (for example, a pandemic or epidemic situation and other major health risk). EACTS’ statute as an international health association compels EACTS to pay particular attention to the potential health risks for participants and their patients and to take all necessary measures, including cancellation or postponement of the Annual Meeting, in such a situation where it deems appropriate (in its sole discretion).

EACTS cannot be held liable by participants for any damages, costs, expenses or losses incurred, whether directly or indirectly, as a result of the cancellation, postponement of the Annual Meeting or if it decides to hold the Annual Meeting remotely, such as transportation costs, accommodation costs, financial losses, etc.

Under any of the above circumstances, EACTS reserves the right to retain the total charge for booth space and transfer it to the 35th EACTS Virtual Annual Meeting. EACTS shall have the right to hold the 35th EACTS Virtual Annual Meeting online with participants accessing the meeting remotely where it deems that this is the most appropriate option. However, if EACTS does not hold the 35th EACTS Annual Meeting virtually then, EACTS may have the option of either transferring the booth fee to the 2022 Annual Meeting or shall refund the fee in full.

Individuals take part in the 35th EACTS Annual Meeting at their own risk and are responsible for their own health and travel insurance arrangements.

  1. CANCELLATION BY THE CLIENT

EXHIBITION & TRAINING VILLAGE SUITES

Cancellation or reduction of space

Notice of cancellation of allocated booth space must be given to the EACTS Secretariat in writing at the address on the Booth Application Form. For any cancellations prior to 16 July 2021, a cancellation charge of 25% 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 16 July 2021 but before 6 August 2021 will be liable to a charge of 50% of the total charge for the booth. 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. The Exhibitor will be liable to pay the full charge for the booth space if notice of cancellation is received after 6 August 2021

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 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.

HEALTH AND SAFETY AT WORK AT THE CCIB

It is the responsibility of the exhibitor to ensure that their employees, exhibition staff and temporary staff comply with the legislation regarding health and safety at work.

Health & Safety guidelines at the CCIB
Please see
https://www.eacts.org/wp-content/uploads/2021/05/HealthSafety-Guidelines_CCIB.pdf

Does everyone attending need to be vaccinated?
Proof of Vaccination Proof of full Covid-19 vaccination will be required for all in-person entry to the 35th EACTS Annual Meeting. Documentation will be required to be uploaded prior to the event. If proof of vaccination is unavailable, then proof of a Negative PCR test is required. Which vaccines are recognized in Spain? The vaccines accepted shall be those authorized by the European Medicines Agency or those that have completed the World Health Organisation’s emergency use process. Currently, these vaccines are those produced by Pfizer-Biontech, Moderna, Astra-Zeneca, Jansen/Johnson&Johnson, Sinovac, and Sinopharm.
The certificate of vaccination shall include at least the following information:
• Name and surname of the holder
• Date of vaccination, stating the date of the last dose administered
• Type of vaccine administered
• Number of doses administered/complete schedule
• Issuing country
• Identification of the institution issuing the certificate of vaccination
Further info: https://www.barcelona.com/barcelona_city_guide/all_about/barcelona_airport_bcn/spain_travel_restrictions

Current rules
The corridors have to be 4 metres wide; 3 metres and 0.50 metres on each side around the Booth is case people have to wait.

The distance between people inside a booth is 1.50 metres as a standard rule.
F&B has to be seated and serviced with a max of 4 people per table.

IMPORTANT – SAFETY SHOES:

All persons entering the exhibition hall during set-up and dismantling are obliged to wear SAFETY SHOES, otherwise access will be denied by the security staff. Please try to inform all your staff accordingly.

Remember: this is valid not only for the stand building teams, but for ALL COMPANY STAFF who want to visit the booth during set up (therefore e.g. also product managers, marketing managers, booth coordination staff, hostesses)

Emergency Procedure / Triptych: https://ccib.es/ccibwp/wp-content/uploads/Emergency-Instructions-.pdf

SAFETY RULES / HOUSE RULES: https://ccib.es/ccibwp/wp-content/uploads/Safety-1-4.pdf

Access Control

There will be defined entrances and exits into the Exhibition, doors 041 and 031. Entrance/exit into the training village area will be via door 021.

Booth – Capacity

Will depend on the size of the booth but please estimate one person per 2.5 sqm. For that reason, we have left an empty corridor of 1m around each booth for having people waiting in case it is necessary.

Masks

In Spain it is (currently) mandatory to wear masks so all attendees will have to wear masks. It is assumed that all the attendees will have their own masks.  Rules and Regulations: Stand Design

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, CCIB, 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.

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 and games 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

Complimentary Exhibitor Badges & Complimentary Delegate Badge

Each Exhibitor is entitled to several complimentary badges in accordance with the size of the exhibition stand as stated in the table below. Additonal badges will be charged at €100 (incl. VAT).

The indicated number of complimentary Exhibitor badges and complimentary delegate badges can be ordered free of charge until 15 September 2021. Therefore, the Exhibitors are strongly advised to register their representatives and staff online before 15 September 2021.

This year we will not be allowing any onsite registrations in Barcelona.  Please register before coming to the meeting venue.

Proof of Covid-19 Vaccination

Proof of full Covid-19 vaccination will be required for all in-person entry to the 35th EACTS Annual Meeting. Documentation will be required to be uploaded prior to the event.  If proof of vaccination is unavailable, then proof of a Negative PCR test is required.

Also, people inside a booth currently need to distance 1.50mt between them as a standard rule from the government in Spain. We expect companies to be very selective about how many booth exhibitor badges they will book and the numbers listed below are therefore capped.

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 15 September 2021. After the 15 September deadline, online registration for exhibitor badges is still possible. The price for additional badges is €100. Therefore, the Exhibitors are strongly advised to register their representatives and staff online before 15 September 2021.

15 September 2021 – All registrations after this date must be paid in full by credit card – no exceptions

15 September 2021 – Cancellations after this date will not receive a refund

Any registration that is showing as UNPAID on-site in Barcelona 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.

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 Barcelona so that everyone can print their badges. It will be possible to do this at any desk in Barcelona.

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 Tuesday, 12 October, 16:00-18:00. 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.

COMPLIMENTARY DELEGATE BADGES

In addition, each Exhibitor receives several delegate 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) 14-16 October. Techno College has a separate fee and is not included in the free registration.

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 14-16 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 Delegate 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 35th EACTS Annual Meeting Exhibition Terms and Conditions. These can be found on the booth application form.

Audio-visuals and Computers

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 use the CCIB Exhibition Services order form.

Build-up and Breakdown Badges (Contractor Wristbands)

To access and move within the CCIB, the exhibitor and or the personnel of the companies that operate on its behalf must be in possession of the authorised wristband. The Build-up and breakdown wristbands 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 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 CCIB.

Insert link to Contractor registration for build up and breakdown

Deadline 30  September 2021.

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 refer to the flooring section on the CCIB Exhibition Services order form.

Catering Services

All food and beverage consumed on premises must be purchased through CCIB-F&B.

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 use the order form downloadable on the link below.

CCIB Special regarding coffee machines:
If the Exhibitors bring their own coffee machines and refills, then they have to pay a fee of €155.

If they bring their own coffee machine but order the coffee pack refill  (Nespresso professional capsules ) from the CCIB then the fee will be €103 + €166 for the refill ref FB25.

CCIB only has Nespresso professional capsules. This is explained in section F&B 4

Please note that CCIB-F&B is the exclusive provider of all food & beverage services in the center.

insert a link to Order Form F&B 1-6, Order Summary F&B

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 use the CCIB Exhibition Services order form.

Electrical Services

It is compulsory to order the main electrical switchboard for your booth from the CCIB. Please order through the venue. Any requests should go directly to the Venue and will be invoiced directly to you. Please use the CCIB Exhibition Services order form.

We would like to point out to make yourself familiar with point 2 Service Regulations in the CCIB General regulations for Exhibitors. Please refer to the electricity section on the CCIB Exhibition Services order 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 refer to the flooring and cleaning sections on the CCIB Exhibition Services order 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 contact the CCIB directly via email to stands@ccib.es should you be in need of this service.

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 refer to the plants section on the CCIB Exhibition Services 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 refer to the 3 counters and furniture 1-3 section on the CCIB Exhibition Services order form.

Furniture Photo brochure 2021 – v3.pdf

Hanging/Rigging Services

If you wish to order hanging/rigging for your booth, please order through the venue. The CCIB has to provide the hanging points for any kind of structure. Any requests should go directly to the Venue and will be invoiced directly to you. Please use the order form downloadable on the link below.

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, measured from the floor of the exhibition hall to the top of the structure. 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 refer to the rigging section of the CCIB Exhibition Services 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 or individual wifi can be arranged and we would recommend having this connected to your Exhibition Stand or Satellite/Hospitality room.

2.3. 3) Private wifi networks installations for the booth must be authorized by the organizer. The CCIB is not responsible for possible interferences that these networks can generate.

Any requests should go directly to the Venue and will be invoiced directly to you. Please use the order form downloadable on the link below.

Please refer to the internet section of the CCIB Exhibition Services 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 CCIB.

There are two shell scheme options.

Any requests should go directly to the Venue and will be invoiced directly to you. Please use the order form downloadable on the link below.

Please refer to the shell scheme option 1 / option 2 sections of the CCIB Exhibition Services order form.

Additional Graphics
Please see the order form with options for graphics. Insert link to CCIB order form Branding

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 occur 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 use the order form downloadable on the link below.

Please refer to the 10. security section of the CCIB Exhibition Services 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 use the order form downloadable on the link below.

Please refer to the 9 hostesses section of the CCIB Exhibition Services 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.

Different types of recycling bins and containers are available around the venue for small waste.

At the end of the event stand builders have to remove all the materials used to build the booth (e.g. carpet, electrical cable, branding, wood). The space has to be left empty from any type of rubbish.

If you have any specific waste for removal, please order recycling bins (e.g. for carpet, for plastic, for paper, for mixed waste) through the CCIB. Insert link to CCIB order form (Cleaning).

Water & Compressed Air

Exhibitors interested in placing orders for water or compressed air connections must check with the CCIB 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 contact the CCIB directly at stands@ccib.es

CCIB rules and regulations

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

The CCIB has asked us to especially point out the following points

1.6 Logistics
1.9 Building and Materials
2 Service Regulations
2.1 Electricity
2.2 Water
2.3 Internet and Phone
2.4 Platforms

CCIB Exhibition General Regulation 2021

Advertising – Exhibition Online Entry

Advertising in the online catalogue will enhance the visitor experience and success of your show. The cost of an online 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 online entry, please tick the appropriate box on the booth application form. The data that appears online will be based on the data that has been entered in your Exhibitor User Area. Please complete the required information NO LATER THAN 6 August 2021.

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 30 July 2021. 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 online will be based on the data that has been entered in your Exhibitor User Area. Please complete the required information NO LATER THAN 30 July 2021.

Advertising – EACTS Toolkit

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 can be found on the link below. In 2021 for the first time, the EACTS Toolkit is available. We encourage you to promote your participation and to share and add to your event messaging.

EACTS Toolkit: https://www.eacts.org/wp-content/uploads/2021/05/EACTS_CommsPack_Linked-FINAL.pdf

All Other Advertising & Branding Possibilities

For all other advertising possibilities (e.g. Advertising & Communications, Skills Corner, Satellite Symposia, Techno College & Sessions) please refer to the Industry Opportunities section of the EACTS Annual Meeting website, https://www.eacts.org/annual-meeting/industry-opportunities-overview/industry-opportunities-3/

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; industry@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.

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. Sorry, for the 35th Annual Meeting we will not be having Exhibition Visitor passes.  To attend the exhibition in person you will need to purchase a full registration.

This table contains the deadlines for the 35th Annual Meeting. Compulsory activities are indicated with an Asterix*.

T&Cs and deadlines for CCIB Orders

**Deadline for ordering services at list unit prices are valid for orders placed within the EARLY BIRD  DEADLINE: 31st August  (6 weeks before the set-up)

All the orders confirmed and paid before the EARLY BIRD DEADLINE wilL receive a discount of 10% applied during the order confirmation by the CCIB.

Any change on a closed order after the EARLY BIRD DEADLINE will be considered a new order regular prices will be applied.

REGULAR DEADLINE: 22nd September  

A 20% surcharge will be applied to orders received after the deadline.

100% of the order form shall be invoiced at the receipt. Order forms will not be considered without full payment.

LAST ORDER DATE: 30th September

7 WORKING DAYS BEFORE THE SET UP no more order forms will be accepted.

During set-up days, new requests may be made at the Exhibitors’ Desk, where they will be attended according to availability,
and payment will be done at the same time of ordering. The CCIB reserves the right to install depending on the existing stock.

 CANCELLATIONS

Special requests like graphics, design furniture or F&B customized services will not accept cancellations if those are already
done or produced.

Two weeks before the event, cancellations or changes will no longer be accepted and a 100% of the cost will be charged.

 

Form Responsible Before
Audio-visuals CCIB 22 September**
Bar Code Lead Retrieval EACTS tba
Booth Plan* (Island/Raw Space stands only) EACTS 13 August
25% cancellation fee applied for booth cancellations EACTS 16 July
50% cancellation fee applied for booth cancellations EACTS 17 July – 6 August
100% cancellation fee applied for booth cancellations EACTS 7 August onwards
Carpet for Stand CCIB 22 September**
Catering Services CCIB F&B 22 September**
Computers and Peripherals CCIB 22 September**
Custom Services CCIB 22 September**
Digital Printing Services CCIB 22 September**
Build up and Breakdown Wristbands* EACTS 30 September
Electrical Services CCIB 22 September**
EACTS Exhibitor Name Badges* EACTS 15 September
EACTS Standard Exhibitor App Entry* EACTS 30 July
Electrical Services CCIB 22 September**
Extra Cleaning CCIB 22 September**
Extra Time Work CCIB 22 September**
Flowers & Plants CCIB 22 September**
Furniture CCIB 22 Septemer**
Hanging/Rigging Services CCIB 22 September**
IT Services CCIB 22 September**
Shell Scheme Packages* CCIB 22 September**
Temporary Staff` CCIB 22 September**
Staff name badges for Build-up and Break-down time EACTS 30 September
Waste Collection CCIB 22 September**
Water & Compressed Air Connections CCIB 22 September**

Accuracy and Access

All information including without limitation data, figures, specification and names contained in this manual is constantly reviewed and modified by us in accordance with our latest developments. However, although we carefully and constantly review the accuracy of these pages, we can not  assure, under any circumstances, the accuracy, the availability and the access to any Service and/or any part of any information contained or listed in our manual and/or in any of its pages. We assume no responsibility or liability for omissions or errors that may appear, and we cannot assure the availability of the Service at any given time. We can not guarantee that each and every specification contained in the information in this manual at any time is or will be accurate, precise, correct, or complete, nor can we assure strict reliance on the information contained in this manual.

To order any exhibition or catering services please download the CCIB Exhibition Services order form and email to stands@ccib.es.

Exhibitor List 2021

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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 cardiothoracic 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

35th EACTS ANNUAL MEETING & EXHIBITION
Barcelona, Spain

EXHIBITION DATE: 14-16 October 2021
ANNUAL MEETING DATES: 13 – 16 October 2021

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 – 27 April 2021

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 – July 2021

Deadline for Exhibitors company profiles for EACTS App – 7 August 2021

Free-build stand design plans to be submitted – 7 August 2021

Order forms for additional technical requirements, Exhibitor Services Website – July 2021

Deadline online registration for exhibitor badges (after this date, price changes to onsite registration fee, registration still possible) – 20 September 2021

Resources Not Affiliated With EACTS


Please be wary of companies ostensibly offering services for the EACTS Annual Meeting. Such companies typically imply that they are working with EACTS, but in reality are unauthorised.

This particular company International Fairs Directory has no connection to EACTS at all.