INDUSTRY OPPORTUNITIES – Industry only – Vienna 2023

INDUSTRY OPPORTUNITIES

We are delighted to offer a range of sponsorship opportunities to Industry partners participating in this year’s Annual Meeting in Vienna – whether in-person or virtually.

For further information regarding any of the opportunities listed, please contact  [email protected]

 

The 37th EACTS Annual Meeting has been registered as COMPLIANT by MedTech.

Discontinuation of Direct Sponsorship of HCPs

The MedTech Europe Code of Ethical Business Practice which came into force on 1 January 2017 regulates all aspects of the MedTech industry’s relationships with Healthcare Professionals (HCPs) and Healthcare Organisations (HCOs). One important change introduced by the Code, applicable as of 1 January 2018 is discontinuation of direct sponsorship of HCPs. As of that date, independent medical education has to be supported exclusively by means of Educational Grants.

For further information please refer to the MedTech website: Https://Www.Ethicalmedtech.Eu/Ethical-Charter/General-Overview/

A list of Chartered organisations who can assist Industry partners with the administration of Educational Grants can be found via: Https://Www.Ethicalmedtech.Eu/Ethical-Charter/Chartered-Organisations/

RESOURCES NOT AFFILIATED WITH EACTS

Please be vigilant of unauthorised emails or companies offering services on behalf of EACTS or the EACTS Annual Meeting. Such companies typically imply that they are working with EACTS, but in reality are not authorised by EACTS.

NOTE: International Fairs Directory has NO connection to EACTS.

NOTE: Please beware that phishing emails purportedly from EACTS are being circulated asking recipients to click on a link.  This email is not from EACTS and clicking on any links in these types of emails may download harmful malware on your computer.

EACTS TV

NAVIGATING NEW HORIZONS WITH EACTS TV!

Officially launched in 2022, the premium EACTS TV became an extremely popular spot for delegates to engage with a plethora of live & recorded content. Both educational and entertaining, features of EACTS TV includes:

  • Selected prime session content, broadcast in real time
  • KOL interactive panel sessions and debates
  • Daily highlight broadcasts
  • Interviews with keynote faculty, guests and industry

 

You can check the TV schedule ahead of time and plan your visit to the TV Studio, or alternatively, you can watch the sessions online via the EACTS App!

View the 2023 TV schedule HERE! 

Highlights

The Daily Preview Show: A preview each day looking ahead at the programme with a panel of key faculty.

Let’s Talk Innovation: Live panel discussion on innovation in cardiothoracic surgery, featuring talking points on Techno-College and the EACTS Innovation Summit.

– In Focus With: Exclusive 1-1 interviews with keynote faculty.

CT Surgery Resident Showdown: Featuring the jeopardy-style competition with the final European round to see who will face the American Champions at STS!

Live Broadcasts: Streaming selected key sessions including the ‘Presidential Address’, ‘Mitral valve interventions, challenges in 2023’ and ‘Trials Update’.

Science Friction – The Daily Review: A review of each day including key talks, takeaways, debates and anecdotes.

ARE YOU…

 

Interested in a particular topic being featured? Email us with your suggestions at [email protected] with the subject ‘EACTS TV Topic Suggestion’.

Interested in sponsored content within EACTS TV? Email [email protected] for the options available.

Produced by a professional webcast & virtual event team.

Hosted and moderated by ex-BBC Roy Sheppard – awarded Virtual Presenter of the Year (UK).

Accessible online as well as in-person at the TV Studio.

EACTS TV takes streamed content to the next level!

Catch up on the highlights!

Registered delegates can watch all EACTS TV sessions via the media library.

STAY UP TO DATE

Subscribe to EACTS emails to receive updates on EACTS TV and more on the 38th EACTS Annual Meeting.

INDUSTRY OPPORTUNITIES OVERVIEW

INDUSTRY OPPORTUNITIES

The EACTS Annual Meeting is the largest event for the cardiothoracic community, attracting several thousand delegates. It provides the perfect forum to promote your products and services to the world’s leading cardiothoracic surgeons as well as physicians in related specialties, residents and allied health professionals. In addition to our large Exhibition we will be offering a range of other sponsorship opportunities to our Industry partners participating in the 2024 Annual Meeting in Lisbon. 

SATELLITE SYMPOSIA

Companies will be organising satellite symposia during the 38th Annual Meeting. These sponsored programmes do not form part of the official scientific programme of EACTS. By attending these sessions, please be aware that you will be giving permission for your personal details to be shared with the company holding the symposium.

Programme information will be displayed from July 2024.

The support of our industry partners is important. As we develop more flexible and innovative ways to communicate and share educational content, we are excited to offer new engagement opportunities for our industry partners.

We look forward to working with you.  For full details and pricing, please contact [email protected]

Exhibitor List 2023

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 meeting the people that matter to their business in one place, demonstrate new products and attract interest from new prospects and existing customers.

EACTS is grateful to the following organisations for their support of this year’s Techno-College:

GENERAL INFORMATION

GENERAL INFORMATION

The venue for the 38th EACTS Annual Meeting is the Lisbon Congress Centre.

Lisbon Congress Centre (CCL)
Praça das Industrias, 1
1300-307 Lisbon, Portugal

Phone: +351 218 921 400
Email: [email protected]

CCL- Lisbon Congress Centre is located next to the Tagus River, close to the historic and cultural heritage area of Belém, and just a few minutes from the city centre. Around the CCL you can find various means of transport such as the Tram, the Train, the Carris Buses and Taxis.

Please click here for details on getting to the CCL.

Tuesday 8 October 16:00-18:00
Wednesday 9 October 08:00-18:00
Thursday 10 October 07:00-18:00
Friday 11 October 07:45-17:30
Saturday 12 October 08:00-12:45

 

* Please note timings are subject to change. Further details on registration can be found HERE.

Wednesday 9 October 09:00-18:00 Techno College
Thursday 10 October 08:15-18:30
Friday 11 October 08:30-17:15
Saturday 12 October 08:00-12:45

 

* Please note timings are subject to change. Further details on the scientific programme can be found HERE.

A wide range of in-person and virtual sponsorship and promotional opportunities will be available soon.   Make sure that you don’t miss out! For further information, please contact  [email protected]

Please book your accommodation through our officially appointed supplier:

For your hotel reservation in Lisbon, BCO Congresos is appointed as Official Housing Bureau of the 38th EACTS Annual Meeting (2024). 

A number of hotel rooms at preferential rates in different price categories have been reserved in Lisbon and surrounding areas for EACTS 2024 delegates.

Booking link will be available soon.

For any further information please contact [email protected]

Due to limited room availability, it is advised that you make your reservation as early as possible in order to have the best choice of available hotels.

LISBON CITY TAX

Alojamento Local (known as AL) is a an local tourist tax used to help finance the Lisbon tourist board and surrounding infrastructure projects. The city of Lisbon requires hotels, B&Bs, and anyone offering any kind of temporary accommodation to charge you this tax.

The tax rate at the time of writing is €2 per guest per night, and you only have to pay the first seven nights of stay. The tax is applied locally through every major Portuguese municipality and may apply if you travel elsewhere in the country.

PLEASE BE AWARE!

There are a number of 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.

Local Information

Airport – Lisbon Airport (LIS)

The Lisbon Airport is 12km and approximately a 15-minute taxi away from the Lisbon Congress Center. There are coaches and buses that run regularly from the centre of Lisbon to the airport.

Banks & Exchange – Most banks in Lisbon are generally open Monday to Friday from 08:30 – 15:00 from Monday to Friday. Most are closed on Saturdays and Sunday. Most banks give you access to ATM/cash machine, deposit machine, and other necessities in their foyer via a debit/credit card.

Credit Cards – Visa and Mastercard are accepted in most places. Please note smaller places (especially restaurants) do not accept credit cards.

Currency – Euro €

Electricity – The power supply in Lisbon is 230 volts and the standard frequency is 50 Hz. All sockets follow European standards. Portugal uses 2-pin Schuko / Type F sockets and plugs, and are also compatible with the Europlug and the CEE 7/7 plug. To use American-type plugs, a 220-volt transformer should be used together with an adaptor plug.

Shopping Hours – Shops are usually open Monday – Friday from 9:00 – 18:30. Smaller shops often have a period of closure from 13:00 – 15:00 each day. Some shopping centres are open until 20:00 from Mon-Fri.

Shopping is available on Sundays and holidays at the large railway stations, at the airport and in the museum shops.

Taxis – For comprehensive information on Taxis in Lisbon please visit this site.

Weather – Daytime temperatures usually reach a comfortable 23°C (73°F) in Lisbon in October. Overnight temperatures are generally cooler with an average low of 15°C (59°F).

Visas – Visa invitation letters will be available to download when registration for the Annual Meeting is opened.

Check if you need a visa HERE.

Museums – Most of Lisbon’s museums open from Tuesday to Sunday, and are often closed once a week on a Monday. The daily opening times vary but are often open between 10:00 and 17:00. Some of the large museums offer art lovers one late evening per week and stay open until 20:00. All details at Lisbon’s attractions

Sustainability

At this year’s EACTS Annual Meeting, sustainability is a top priority for us and our providers. This year we are taking steps to minimize our carbon footprint and ensure this year’s Annual Meeting is “green”. We are proud to share details of our eco-friendly initiatives for the upcoming 38th EACTS Annual Meeting.

To minimise paper usage and reduce waste, we are one of the first organisations to digitalise our programmes and abstracts, with our Daily News editions remaining as the only printed items at the Meeting.

To keep waste to a minimum, sustainability is at the forefront of our catering partner’s operations, using reusable tableware, organically sourced food and recycling waste management plans.

IMPORTANT

Please book your accommodation through our officially appointed agency:

BCO Congresos

Plaza de Europa, 17-19, 08908 L’Hospitalet de Llobregat, Barcelona
Telephone: +34 938 823 878
Email: [email protected]
Booking link will be available soon.

PLEASE BE AWARE!
There are a number of counterfeit websites and 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.

Download the EACTS App!

Download the app and gain instant access to all the key congress information to help you build your own schedule for the 37th EACTS Annual Meeting. Available on both Android and Apple devices.

The 37th EACTS Annual Meeting app-page will be available later in 2023, with features including:

  • Programme: Quick and easy access to the full programme. Search by speaker, day, session topic or session type.
  • Live Content: Registered delegates only. Thursday 5th October – Saturday 7th October. View a selection of live content broadcast on the EACTS TV Channel and access the 37th Annual Meeting Video-on-Demand (VOD) Library.
  • Industry pages: Explore the list of exhibitors, sponsors and our satellite symposia programme.
  • My Profile: Sign in using your EACTS username and password and create your own profile – making it easier to access the live and VOD content, create your own personalised agenda, mark your favourite elements and take notes to email back to yourself at a later date.
  • More: View the floor plans, general information including opening hours, twitter feed and take advantage of our interactivity options.

FAQs 

If social distancing rules are in place in October, how will you ensure safe distances are applied?

We will of course, adhere to the advice provided by the Government. However, in any case, our team is planning the Annual Meeting with social distancing in mind. The health and safety of exhibitors and delegates is our primary concern, and the venue will be set up accordingly.

Is the wearing of face masks compulsory during the Annual Meeting?

Face masks are no longer required to be worn. If you would like to wear a face mask but do not have one, spare masks will be onsite to use (subject to availability).

How can I access the presentations?

Scientific presentations will be available to delegates registered to the 38th EACTS Annual Meeting or Video-on-Demand package via the EACTS app and EACTS online media library.

How long will presentations be available to view on demand in the EACTS media library?

For 1 month on the app, and thereafter 1 year on the online media library – accessible to registered delegates of the 38th EACTS Annual Meeting only.

When can I access EACTS TV and Video-on-Demand?

EACTS TV will be aired from 10:00am on Thursday 10 October (subject to change). The Video-on-Demand will be available within 24 hours of each live session.

COVID-19 INFORMATION

COVID-19 INFORMATION

We look forward to welcoming you to Barcelona for the 35th EACTS Annual Meeting. There is great enthusiasm from the cardiothoracic community to reconnect in person. To ensure the safety of all those attending, we are aligning our health and safety measures with Barcelona’s latest COVID-19 regulations. However, it is important that you take personal responsibility to travel safely and keep abreast of the regulations in your own country, as well as in Barcelona.

Before you travel

Before you travel to Barcelona, please check the applicable entry requirements for the country you are travelling from along with any regulations for your return travel. You can check requirements via Spain’s official tourism website here. You should also check the regulations your airline or transport provider may have in place in relation to pre travel Covid-19 testing and mask etiquette.

You can fill out Spain’s new health control form and obtain your QR code for arrival in Spain by accessing Spain’s Travel Health portal.

Proof of full Covid-19 vaccination will be required for all in-person entry to this year’s Annual Meeting. Documentation will be required to be uploaded before the event. If proof of vaccination is unavailable, proof of a Negative PCR test will be required. A facial recognition system will be in use for the first time this year in Barcelona, which will ensure that delegates are able to register independently and more efficiently.

When you arrive

All travellers should follow the advice of the local authorities on how best to protect themselves and others. Be aware that safety measures in place may change quickly to control the virus.

Currently, it is not mandatory to wear a mask in outdoor spaces if a safety distance of 1.5 meters can be maintained. In indoor settings across Spain, masks must be worn.

At the venue

Your health and safety whilst on site in Barcelona is our primary concern. The Centre Convencions Internacional de Barcelona (CCIB), our conference venue, has been awarded the international “Safe Travels” seal recognised from the World Travel & Tourism Council (WTTC) for its protocol against Covid-19 and endorsed by the World Health Organization (WHO) guidelines.

The CCIB Congress Centre, in partnership with QUIRON SALUD, will be offering on-site PCR and Antigen testing during this year’s Annual Meeting for delegates who need proof of a negative test for their return travel. Testing will be available from Thursday 14 to Saturday 16 October. No pre-booking required.

Please find here a list of other laboratories offering testing close to the CCIB and in the city centre.

A number of other safety and prevention protocols will be set in place for the event including:

Personal shielding – wearing of face masks will be compulsory

Hand sanitiser stations will be available throughout the building

Increased cleaning and disinfection in all areas

Visible signage on safety and hygiene measures

Adapted catering provision will be in place to allow for appropriate distancing

Proof of full Covid-19 vaccination or negative testing will be required for all participants

Facial recognition will be in place to enable participants to register independently and safely

Further safety protocol documentation can be found here.

Before you leave

Please check the healthcare and documentation requirements of the country you are travelling back to.

We look forward to seeing you for four days of world-class science in the wonderful city of Barcelona. Register your place today

INDUSTRY OPPORTUNITIES OVERVIEW

INDUSTRY OPPORTUNITIES

The EACTS Annual Meeting is the largest event for the cardiothoracic community, attracting several thousand delegates. It provides the perfect forum to promote your products and services to the world’s leading cardiothoracic surgeons as well as physicians in related specialties, residents and allied health professionals. 

 

In addition to our large Exhibition we offer a range of other sponsorship opportunities to our Industry partners participating in this year’s Annual Meeting in Milan.  For further details please contact [email protected]

The 36th EACTS Annual Meeting has been registered as COMPLIANT by MedTech.

Exhibitor List 2021

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.

The support of our industry partners is important. As we develop more flexible and innovative ways to communicate and share educational content, we are excited to offer new engagement opportunities for our industry partners.

We look forward to working with you.  For full details and pricing, please contact [email protected]

REGISTRATION

REGISTRATION

Registration will open in Spring 2024

Annual Meeting Fee
(inc. AT VAT)
Early / Late (online) / Onsite
Techno College Fee –
Adult Cardiac **
(inc. AT VAT)
Early / Late (online)/ Onsite
Techno College Fee – Thoracic **
(inc. AT VAT)
Early / Late (online) / Onsite
Video On Demand***
(exc. UK VAT)
EACTS Member * TBC TBC TBC TBC
Non-Member TBC TBC TBC TBC
Trainee/Allied Health/Low Income Country # TBC TBC TBC TBC

DEADLINES: Early: up to and including 1 Jul 2024  / Late (online): 2 Jul – 12 Oct 2024  / Onsite: 8 – 12 Oct 2024

Your registration fee includes access to all scientific sessions Thursday-Saturday and entrance to the exhibition Thursday-Saturday . Techno College has a separate fee and will allow access on Wednesday only.  Access to the TV Studio and Video On Demand (for applicable sessions purchased) is also included.

* This category is for EACTS Members. Members are not automatically registered – if you wish to attend you must register. Those with a completed EACTS membership application may also register within this category. To qualify for the discounted member registration fees, EACTS membership fees must have been settled in full.  All other participants will have to register as non-members.

** Techno-College is a separate fee to the Annual Meeting – you should choose either Adult Cardiac or Thoracic – you will only have access to the sessions purchased.

***Video on demand is not a live stream.

# This category is for Trainee / Allied Health / Technicians / Perfusionists/ Students / Nurse & Physician Assistants and participants from Low Income Countries ^
Important information for Trainee/Allied Health registrations: Participants registering at the Concession fees MUST upload certification of their eligibility on official letterhead, both signed and stamped by their head of department when registering on-line.

^ Low Income Countries per the World Bank As of 30 March, 2023:
Afghanistan, Burkina Faso, Burundi, Central African Republic, Chad, Congo (Dem. Rep.), Eritrea, Ethiopia, Gambia, Guinea, Guinea-Bissau, Haiti, Korea (Dem. People’s Rep.)  Liberia, Madagascar, Malawi, Mali, Mozambique, Niger, Rwanda, Sierra Leone, Somalia, South Sudan, Sudan, Syrian Arab Republic, Togo, Uganda, Yemen, Zambia.

Video On Demand

Experience a feast of world class education and science with our EACTS Annual Meeting on demand.  If you are unable to attend in person make sure that you don’t miss out!  More than 150 sessions will be available for you to enjoy, bringing the latest science to your home or place of work for the duration of this year’s Annual Meeting.  Access to the EACTS TV channel (via the event app) is also included.

EACTS TV

The EACTS TV channel will be screened to both our in-person and online audiences.

Professionally moderated and produced, the EACTS TV channel will broadcast a mixture of live and recorded content including:

  • selected prime session content broadcast in real time
  • KOL interactive panel sessions and debates
  • daily highlight broadcasts
  • interviews with keynote faculty and guests

At an additional cost, participants can access a variety of ‘hands-on sessions’ in the EACTS Learning Lab. These sessions can be purchased online and places will be allocated on a first-come, first-served basis.

Fee inc PT VAT
Learning Lab session € 75

Further information to follow

Individual Registration is for those persons who are registering THEMSELVES for the Annual Meeting. If you are registering on behalf of another person please use Group/Third Party registration.

DO NOT make an Individual registration from your own account if you are NOT planning to attend the meeting.

All registrations for the EACTS Annual Meeting must be submitted through the online registration form via the EACTS User Area.

If you already have a User Account from a previous EACTS Annual Meeting, EACTS Courses, EACTS Membership etc. you should use the same email address to login with.  If you create a new account and you already have a valid membership account you will not be recognised as an EACTS Member and will not receive the complimentary registration fee.

Third Party/Group Registration is for those persons who are registering:

a) 1 or more participants (other than themselves) for the Annual Meeting; or

b) themselves to attend as part of a group.

DO NOT make a Third Party/Group registration if you are registering only yourself to attend the meeting.

All registrations for the EACTS Annual Meeting must be submitted through the online registration form via the EACTS User Area.

Membership & Registration System

Where do I register?

Please go to https://membership.eacts.org to register for the 37th EACTS Annual Meeting.

Do I have an EACTS user account already?

If you have attended any EACTS meeting or course you will have an EACTS user account.  If you have forgotten or did not set up the account yourself then use the ‘Forgot Password?’ link to reset your password. Please DO NOT create a new account for yourself – contact [email protected] if you are unsure about your existing account.

I didn't get an activation or reset password email, what do I do?

On occasion we have found that some institutions firewalls block our registration emails.  Please contact us at [email protected] if you do not receive your email to activate your user account or reset your password.

General Registration

What does my registration fee include?

Annual Meeting – Your registration fee includes access to all scientific sessions Thursday-Saturday and entrance to the exhibition Thursday-Saturday.  Access to the TV Studio and Video On Demand for the sessions held on Thursday -Saturday is also included.
Techno College – Your registration fee includes access to the applicable scientific sessions on Wednesday.  You will need to choose either Adult Cardiac or Thoracic sessions. Access to the Video On Demand for the sessions held on Wednesday is also included (according to whether Adult Cardiac or Thoracic purchased)

I am an EACTS member, but I can only book a Non Member fee.

EACTS members who have paid their subscription fees for 2022 are entitled to discounted registration.  The registration system recognises those Members who have paid their Membership subscription and will provide the discounted registration fee.

EACTS members who have registered at the Non-Member fee cannot have their fee reversed if they subsequently pay their subscription fees – Please ensure you pay your subscription fee before registering for the meeting.

Can I register onsite?

You can register onsite in Vienna however this will be more expensive than registering yourself via the EACTS User Area which you can do at anytime before badge collection.

How do I pay for registration?

Payment can be made by bank transfer or online by credit card (Visa, Mastercard and American Express).

The last date for payment by bank transfer is 10 September 2023. After this date ALL payments must be made online by credit card.

Any registration that is showing as UNPAID on-site in Milan must be paid ONLINE 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 credit card payment will be refunded in full.

I need to cancel my registration!

You can cancel your registration by sending an email to [email protected].  Cancellations made on or before 10 September 2023 will have a 25% administration charge applied.  Cancellations after this date will NOT be refunded.

Can I visit just the Exhibition?

Yes, you can purchase Exhibition Visitor tickets.  The price is €100 per person per day.

Third Party & Group Registration

I am not attending the meeting - do I need to create an account in the EACTS user area?

Yes! You must create an account in your own name with your own email address.  This will enable you to receive all invoices and confirmations regarding your group registration.

My group member is an EACTS member, but I cannot book them with the complimentary member fee.

Firstly please make sure you have NOT created a new account for your participant.  Any EACTS members will already be in the database so creating a new account for them is not necessary!

EACTS members who have paid their subscription fees for 2022, are entitled to complimentary registration.  The registration system recognises those EACTS Members that have paid their subscription and will only allow you to register valid members to the complimentary member fee.

If your participant has not paid their subscription you will only be able to register them at the Non Member fee.

EACTS members who have registered at the Non-Member fee cannot have their fee reversed if they subsequently pay their subscription fees – Please ensure they have paid their subscription fee before registering for the meeting.

Do I need to create accounts for my group members?

We have a large database of EACTS Members and previous attendees to Annual Meetings and/or Academy courses.  Please use the SEARCH during the registration process to find your group member first.  If they are not in our database, only then should you create a new account.

Why do I need my group member's email address when creating their account?

You must enter a unique email address for your group member when creating an account.  This is the only way your member will be able to collect their Certificate of Attendance after the event. We will not be using their email address for marketing purposes.

Their email address is also required for setting up their facial recognition badge collection.

Are there group discounts available?

There are no group discounts available.

Will you be emailing my group members?

Yes.  We will be emailing all attendees to set up their facial recognition registration.

You will however need to email your group members to advise them that you have registered them.  You can either download and send them their registration confirmation or advise them to log into their EACTS account to access the confirmation themselves.

Where do I get my group members' registration confirmations / invitation letters?

You can download a registration confirmation and / or an invitation letter for your group members from your User Account.  Please read the instruction guide supplied. The registration confirmation should be supplied to each group member for their record.

Important Dates

1 July 2024 – Early registration fee deadline

2 July – 12 October 2024 – Late registration fees apply for online registrations

8 July 2024 – Early registration fees must be paid by this date or they will be cancelled

18 September 2024 – All registrations after this date must be paid in full by credit card – no exceptions

18 September 2024 – Cancellations after this date will not receive a refund

8 – 12 October 2024 – Onsite registration fees apply for those registering in-person in Lisbon

Important Information

GET NOTIFIED

Subscribe to EACTS emails to receive updates on registration for the 37th EACTS Annual Meeting.

SCIENTIFIC PROGRAMME

SCIENTIFIC PROGRAMME

The programme for 2023 is available to view

UEMS EACCME® accreditation

“The 37th EACTS Annual Meeting, Vienna, Austria, 04/10/2023-07/10/2023 has been accredited by
the European Accreditation Council for Continuing Medical Education (EACCME®) with 24 European
CME credits (ECMEC®s). Each medical specialist should claim only those hours of credit that he/she
actually spent in the educational activity.”

“Through an agreement between the Union Européenne des Médecins Spécialistes and the American
Medical Association, physicians may convert EACCME® credits to an equivalent number of AMA PRA
Category 1 CreditsTM. Information on the process to convert EACCME® credit to AMA credit can be
found at https://edhub.ama-assn.org/pages/applications.

“Live educational activities, occurring outside of Canada, recognised by the UEMS-EACCME® for
ECMEC®s are deemed to be Accredited Group Learning Activities (Section 1) as defined by the
Maintenance of Certification Program of the Royal College of Physicians and Surgeons of Canada.”

RESOURCES NOT AFFILIATED WITH EACTS

Please be vigilant of unauthorised emails or companies offering services on behalf of EACTS or the EACTS Annual Meeting. Such companies typically imply that they are working with EACTS, but in reality are unauthorised.

NOTE: International Fairs Directory has NO connection to EACTS.

NOTE: Please beware that a phishing email purportedly from EACTS is being circulated asking recipients to click on a link to complete a survey in relation to our EACTS annual meeting.  This email is not from EACTS and clicking on any links in these types of emails may download harmful malware on your computer.

EXHIBITOR MANUAL

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: [email protected]

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 – [email protected]
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 – [email protected]

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: [email protected]
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: [email protected]

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: [email protected]

Operations Director
Email: [email protected]

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: [email protected]

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: [email protected]
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 [email protected]

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 ([email protected]) 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 36th 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 [email protected] 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 [email protected] 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 [email protected]

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 [email protected]; [email protected]

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 [email protected].

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: [email protected]

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.

EXHIBITION & LEARNING LABS

EXHIBITION & LEARNING LABS

Welcome Exhibitors

The EACTS trade exhibition is a crucial and highly efficient means of staying abreast of the latest advances in new-to-market technology, state-of-the-art products, innovations, and developments within the cardiovascular and thoracic markets. For participating companies, an exhibition booth provides the opportunity to connect with key industry stakeholders in one convenient location, showcasing new products and generating interest from both prospective clients and established customers.

Our trade show consistently draws qualified attendees, a significant portion of whom wield purchasing authority. Exhibitors and visitors value the chance for face-to-face interactions and the excitement surrounding new product introductions.

Here’s why you should consider exhibiting with us:

      1. Networking Opportunities: Connect with industry peers, potential clients, and decision-makers in your field. Build meaningful relationships and explore collaborations.
      2. Market Visibility: Boost your company’s visibility and reputation in the sector. Get noticed by a wide and relevant audience.
      3. Showcase Your Products/Services: Present your latest offerings, innovations, and solutions to a targeted audience eager to discover new products.
      4. Knowledge Exchange: Learn from industry experts, gain insights, and stay up to date with the latest trends and developments.
      5. Tailored Support: Our team is committed to ensuring your participation is seamless and successful. We’re here to support you every step of the way.

The Top 5 Countries with the Most Attendees at EACTS 2023:

      1. Germany
      2. USA
      3. Italy
      4. UK
      5. Netherlands

For the 2023 EACTS Annual Meeting, we had:

HCPs 3354
Exhibition Visitors 316
Industry Badges 1209
Video on Demand 77
TOTAL 4956 

 

In Lisbon this year, we are introducing an exciting innovation by combining the traditional exhibition area with the Learning Labs space. This marks the first time that the industry will have the opportunity to organise their own ‘Hands-on’ workshops, incorporating both wet and dry labs, along with various small practice sessions – all conveniently located in one place. These sessions will not form part of the official scientific programme of the Annual Meeting. We recommend that such training is limited to 10-15 people per session and offered to delegates on an invitation basis.

Notably, at the 37th EACTS Annual Meeting in 2023, 81 companies from 19 countries showcased their offerings across a sprawling 2238 sqm, representing diverse industries associated with cardiothoracic surgery. The Trade Exhibition, centrally positioned in the Centro de Congressos, Lisbon, is near the session rooms, ensuring convenient access for all attendees. Catering areas will be located in both halls.

For further details about the event venue, please refer to the official website: https://ccl.lisbonvenues.pt.

The exhibition is set to take place in Pavilion 1 and Rio Pavilion, promising an engaging and dynamic experience for both exhibitors and attendees.

FLOOR PLAN & BOOTH APPLICATION PACK / RESERVE YOUR BOOTH FOR THE 2024 EACTS ANNUAL MEETING 

 

The floor plan and booth application pack will be available in spring 2024. Once the floor plan and booth application pack are available, exhibitors registered in our database will be notified that applications are open.

ASSIGNMENT OF BOOTH SPACE

Application Guidelines:

  1. To request booth space, please complete the Booth Application Form provided in the Booth Application Pack which will be issued in Spring 2024.
  2. Applications will be processed on a first-come, first-served basis, in the order they are received.
  3. If your preferred booth location is already reserved by another company, we will inform you. Please note that multiple companies often express interest in the same booths.
  4. While EACTS strives to accommodate exhibitor preferences for booth location, we cannot guarantee specific placements. In cases of space or other logistical conflicts, EACTS reserves the right to assign space to exhibitors, adjust the floor plan, or relocate exhibits as needed, both before and during the exhibition.
  5. To ensure your application is considered, please submit a signed application form in scanned PDF format. We do not accept applications via email alone.

Link to floor plan: Spring 2024

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.

Please note spam emails are currently being circulated about attendees lists and should be immediately deleted.

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

Exhibitor List

We are eagerly anticipating the 38th EACTS Annual Meeting in Lisbon, scheduled for 9-12 October 2024. Our dedicated team is already hard at work to guarantee that this event continues to exemplify world-class science and education, which has become a hallmark of our Annual Meetings. As we strive to “NAVIGATE NEW HORIZONS” in the future of cardiothoracic surgery to raise the bar and improve patient outcomes, we invite you to join us.

Please have a look at the link below and see which industry partners signed up in 2023.

EACTS TRADE EXHIBITION

THE 38TH EACTS ANNUAL MEETING
NAVIGATING NEW HORIZONS

Innovate, Discover, Educate


Meeting Date: 9–12 OCTOBER 2024
LISBON, PORTUGAL
Centro de Congressos, Lisbon
Exhibition Date: 10-12 October 2024

Contact Person: Mrs Elvira Lewis
Address: EACTS House, Madeira Walk,
Windsor, Berkshire, SL4 1EU
Office Tel: +44 (0) 203 959 3110
Direct Line: +44 (0) 203 959 3115
Email: [email protected]

Please note: If you’ve expressed interest in participating in the 2024 trade exhibition and received an acknowledgement email from us, your information has already been added to our database. We will ensure that you receive relevant updates as soon as they become available.

Link to Exhibitor Manual 2024: June 2024
for reference: Exhibitors Manual 2023

Link to shell scheme 2024: January 2024

EACTS Learning Lab

Specialist training sessions will be held in the EACTS Learning Lab throughout the Annual Meeting. These ‘deep-dive’ workshops, including wetlabs, drylabs, simulation and other small practical sessions, will provide those attending with the opportunity to learn specialist techniques and draw on the knowledge of some of the world’s most experienced and expert surgeons.

Please contact [email protected] if you are interested in supporting the 2024 EACTS Learning Labs.