Action Item	Deadline	Contact Person
Company logo and profile	As soon as possible and no later than Monday, 31 July	Via Kenes Exhibitor’s Portal https://exhibitorportal.kenes.com For enquiries, please contact Sharon Gamliel E-mail: sgamliel@kenes.com
Booth design for approval (For ‘Space Only’ booths only)	Monday, 14 August
Text for Fascia (For Shell Scheme booths only)
Lead Retrieval Barcode Readers Order*	Monday, 11 September
Extra Exhibitor badges	Monday, 18 September
Hospitality Services, Temporary Staff Recruitment & Hostesses	Monday, 4 September After this deadline, hiring staff on short notice might be challenging	easystaff human & resources GmbH office@easystaff.at
Electricity Order*	Friday, 1 September  25% surcharge will be applied for order received after this deadline. Stock subject to availability.	STANDOUT CLICK HERE  for STANDOUT Webshop [To login, you should first register. After successful verification, you will receive a notification within 2-3 working days, that your account has been activated. You can then log-in with your defined user name and password.]. For inquiries, please contact: Mario Curvelo. E-mail: Mario.Curvelo@standout.eu As of 20 July , please contact Katharina Wedam. E-mail: Katharina.Wedam@standout.eu
Furniture Rental
Shell Scheme Extras
Graphics/Signage
Daily Booth Cleaning
AV Equipment (Screens, Laptop, Desktop)
Plants & Floral Arrangements
In-booth Catering*	Wednesday, 13 Sep Late orders and onsite orders are subject to availability and may incur an extra charge.	CLICK HERE for MOTTO CATERING WEBSHOP Guidelines for CATERING WEBSHOP orders Thomas Gamperl E-mail:  t.gamperl@mottogroup.at
Security*	TBA	G4S Secure Solutions AG kontakt.wien@at.g4s.com
Dedicated Wi-Fi / Internet*	Thursday, 21 September	H82 office@h82.eu
UZ62 Green Meeting – Exhibitor Agreement	Monday, 4 September	Exhibition Manager E-mail: sgamliel@kenes.com
UZ62 Green Meeting – Booth Builder Agreement
Delivery
Door to Door Shipments	Please contact MERKUR	Bernd Blum E‐Mail: Bernd.Blum@merkur‐expo.com
Airfreight Shipments
Shipment via Advance Warehouse in Germany	No later than Thursday, 21 September
Exhibition goods – Direct Deliveries to Congress Venue	Subject to time slot Please note there should be a person from your side to receive your deliveries.

*Exclusive Service

No need to register or have any construction badges for stand contractors and staff during set up and dismantling period.

Access is via gate 4 (level -3), from there take the elevator up to level 0.
From gate 1 (level -3), you can also use the elevator to level 0.

Getting to the ACV

Venue:

Austria Centre Vienna (ACV)

HOW TO GET TO ACV

Exhibition Area:  The exhibition will be held in Entrance Hall on Ground Level (Level 0).

Please click HERE for exhibition hall visuals and the ACV Virtual Tour!

Maximum build up height allowed: The maximum building height for the top of all elements varies between 2.5 and 5 meters depending on your booth location. Please check your maximum building height with the Exhibition Manager.

Exhibitors who will have booths higher than the maximum permitted height will not be allowed to set-up their booths.

Any part facing neighboring booths that is above 2.4m in height needs to be designed with neutral Surfaces (white).

Exhibition booths and advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and, in particular, that they do not endanger life and health.
Exhibitors and stand builders are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.

 

Floor:

Floor finish in Entrance Hall: granite

Maximum floor load: 500 kg/sqm

Carpet is provided only for Shell Scheme booths.

Exhibitors can provide their own covering, or they can order it via STANDOUT – the official contractor.

Tape used to fix carpet must be fully removable. If tape is used that is not fully removable or leaves traces, additional cleaning costs will be incurred.
Please find here a recommendation for a suitable tape:
3M™ Double Coated Tape 9195 (Producer: 3M Company) or ORABOND® 1362 (Producer: ORAFOL Europe GmbH)

Oil, grease, paint and similar substances must be removed from the floor immediately. The hall floor may not be painted or drilled, nor may anything be stuck to it which is not completely removable. All additional costs for any kind of contaminations will be charged upon actual expenditure.

Ceiling Hanging / Rigging / Suspensions 

Hanging banners from the ceiling is technically possible but not recommended and must be confirmed by the ACV due to the fixed  LED ring in the ceiling.
For further details regarding ceiling hanging, please contact the Exhibition Manager by e-mail at sgamliel@kenes.com

Arches, bridges, or similar constructions connecting two or more booths are not permitted.
Work cannot commence until the exhibitor’s layout is approved by the Organizers.
If you require additional Booth equipment (Furniture, Graphics, etc.), please refer to STANDOUT Webshop.

Please send your BOOTH PLAN for approval by Monday, 14 August via the Exhibitor’s Portal.
For enquiries, please contact the Exhibition Manager. E-mail:sgamliel@kenes.com

 

Raised Floor / Platform

• Please note that if your booth has a platform, you are required to provide a ramp to ensure access for people with disabilities.
• The organizers and the ACV must be informed if the booth has a platform (when submitting the drawings for approval), as well as the scheduled set-up (day and time).
• Before placing the platform, the exhibitor/stand builder must confirm that service(s) provide by the Official Contractor (electricity, water, cables, Internet, etc.) are in the right place. Access to the service points/water tramp/electricity tramp are compulsory when a platform is installed (keep those points accessible!). Once the platform is installed, no new services that need to go under it will be accepted.
• The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.

Water connections are only available at a selected number of locations. The requested position must be advised well in advance and must be approved by the Austria Center Vienna.

Waste Removal

Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. Any discarded waste, including promotional material, left behind will be removed by the organizers at the expense of the exhibitor concerned.

To order waste disposal and daily booth cleaning please CLICK HERE for STANDOUT webshop. For your convenience, STANDOUT have prepared guidelines on “How to order Daily cleaning & waste disposal during assembling and /or dismantling time” which can be found HERE

Important Documentation from the Venue

ACV Regulations and Important Information – please click here
ACV Emergency Exits and Exit Routes – please click here
ACV Safety and Security Fact Sheet – please click here
ACV Fire Action Plan – please click here
ACV Guidelines for Decorations & Materials – please click here

The Electricity is exclusive to ACV, every exhibitor with a “space only” stand should order an electrical switchboard from the official contractor STANDout  and pay for the electrical consumption according to its power needs.

Power supply/Electricity is supplied into the booths in most areas via the ceiling.

If you require electricity for your stand, please refer to STANDOUT Webshop:  https://shop.standout.eu/

According to the regulations, the electrical installations for the exhibition will only be connected to the power supply after being checked and approved by the official contractor.

It is essential that exhibitor give the power needed in the stand. Damage caused to the mains or to the specific point by these connections is the sole responsibility of the exhibitors.

Electrical switchboards provide by the venue cannot be manipulated, adjusted, or damaged. The cost of a damaged Electrical box will be charge to the company who has ordered it.

The ACV staff is authorized to unplug the whole booth electrical installation if they detected that it is not properly done, with a possible danger.

Only the official Contractor is authorized to provide the electrical switchboard for the power points. Thus, every exhibitor must order an electrical switchboard from the official builder and to pay for the electrical consumption per his power needs.

• IMPORTANT: all exhibitor electrical equipment must be tested and tagged for electrical safety compliance.

“K-Lead” Application (No Device is Included)

Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth. The information obtained by lead retrieval system enables Exhibitors to enhance their database by securing valuable leads for further marketing and communication.
We are pleased to offer you a barcode scanner application – the “K-Lead” Application: exhibitors can download the “K-Lead” app onto their own smart phone or company tablet and transform their device into an instant, easy lead retrieval system and capture participants’ full contact information with a quick scan of their badge.

The advantages of the “K-Lead” application:

• Effortless process using registration badge barcode.
• Allows to immediately view the leads information.
• Ability to insert exhibitor’s comments for each lead.
• Application is available for download from Apple store or Google play: “K-Lead App”.
• Cost per ‘license’ – EUR 600 (excluding 4% credit card charges fees, excluding VAT if applicable) device is not included

The Application should be installed on your company/personal device (tablet/smart phone). Operational information will be sent in due course.

To order “K-Lead” Application, please access the Exhibitor’s Portal https://exhibitorportal.kenes.com

Order deadline: Monday, 11 September 
Onsite rate of EUR 750 will be applied for order received after above deadline.

Please note:

• Device is not included. The Application should be installed on your company/personal device (tablet/smart phone).
• In accordance with the general data protection regulation (GDPR), Kenes Group has updated its privacy policy. You can view our updated privacy notice here.
  Kenes will not share delegate’s personal data with third parties without their consent.
  Please note that similarly to sharing a business card, presenting delegate badge for scanning at exhibition booths or industry symposia constitutes an expression of consent to share their personal details with the company that is scanning their badge so that it may contact them in the future.
• Barcodes on delegate’s badges contain contact information as supplied by the delegate or the agency responsible for the registration process of the delegate. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details. In some cases, the participant does not give his permission to transfer his contact details to any other party.
• In addition, please note that neither Kenes Group nor the Organising Committee is responsible for the content of the information.

Exhibitor Badges

• Each exhibiting company is entitled to free exhibitor badges. The amount of free exhibitor badges is stated in your contract, and determined by your booth size.
  Two exhibitor badges will be given for the first 9 sqm booked, and one additional badge for each 9 sqm thereafter.
• The exhibitor badges allow access to the exhibition area and Welcome Reception. Exhibitor badges do not grant access to the Scientific Sessions.
• Exhibitor badges will be personalized i.e. they will include the name of the badge holder as well as the country and company name. You will be contacted in due course to submit the list of individual names. If you already know final name list of exhibitors, you may contact the registration team at: reg_wcp23@kenes.com
• Exhibitors with an Exhibitor Badge are not eligible to receive CME/CPD credits and will not appear in List of Participants (if applicable).
• Exhibitor badges can be collected at the “Already Registered” kiosks onsite which will be located at the registration area during registration opening hours (they will not be mailed in advance). Few days prior to the congress, each exhibitor will receive a letter with a barcode with which they can print their exhibitor badge at the “Already registered” kiosks.
• Additional exhibitor badges may be purchased online through the Exhibitor’s Portal, at the rate of EUR 175 per badge.
  Companies may purchase a maximum number of exhibitor badges as follows:

Booths of up to 60sqm –      15 exhibitor badges
Booths larger than 60sqm – 25 exhibitor badges

Notes:
– Deadline for ordering additional exhibitor badges via the exhibitor portal: Monday, 18 September.
– Please make sure that your company profile has been submitted via the Exhibitor’s Portal before placing an order.

• All company representatives are required to wear exhibitor badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Exhibitor badges are for the use of company personnel manning the booth and should not be used to bring visitors to the Exhibition.

For any enquiries related to registration, please contact the Registration team by e-mail at: reg_wcp23@kenes.com

Access to the Exhibition Hall during Set-up and Dismantling Times

Stand builders and staff must wear service passes during the entire set-up and dismantling period. Service Passes are free of charge and may be collected from the Exhibition Manager Desk on-site.

Exhibition Floor Plan & List of Exhibitors

The exhibition floor plan has been designed to maximize the exhibitor’s exposure to the delegates.
To access the exhibition floor plan and see the location of each booth, please click here
For full list of exhibitors and supporters – click here

Shell Scheme Booths

To ensure the smooth and efficient installation and dismantling of your booth, STANDOUT has been nominated as the official stand contractor for WCP 2023 Congress.

Shell Schemes which have been pre‐booked via Kenes include the following:

• Walling – standard shell scheme (Octanorm System), 2.4m-high
• Company name on Fascia board printed in standard lettering
• Lighting – 3x clip lights (for a 9sqm booth)
• Blue Carpet

 

 

 

 

 

 

 

 

 

 

 

 

• Actual panel size: 964 mm W x 2400 mm H
• Visible panel size: 950 cm W x 2380 mm H

Note: Corner shell scheme booths are provided with two open sides and 2 fascia panels with company name.

Shell Scheme booths do NOT include:

• Electricity
• Furniture
  
• Booth cleaning

Electricity, furniture, in-booth cleaning service and other products / supporting services can be ordered directly via STANDOUT by Friday, 1 September.
After this deadline 25% surcharge will be added to all orders. Stock upon availability.
For the STANDOUT Webshop – click here
For inquiries, as of 20 July , please contact Katharina Wedam. E-mail: Katharina.Wedam@standout.eu
Until 20 July, please contact Mario Curvelo. E-mail: Mario.Curvelo@standout.eu

Fascia Sign

Maximum of 21 characters (including spaces) may be written on your fascia (applicable for a 9 sqm booths).
Please submit lettering for fascia via the Exhibitor’s Portal by Monday, 14 August.
If you wish to print your company logo on the board, instead of your company name or in addition to the name, this can be ordered at additional cost via STANDOUT  the official stand contractor. The logo should be sent in PDF file (NOT png/jpg) with min. 600dpi in scale 1:10!
If text for your fascia is not received by above deadline, we will provide you with a fascia title as per your application form.

Important Guidelines for Shell Scheme Booths 

• All basic shell scheme booths will be designed and built by STANDOUT– the official stand contractor.
• Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment within the shell scheme booth should indicate clearly on the location plan and forward it together with clear instructions to the official stand contractor and the Exhibition Manager before Monday, 14 August.
• No free-standing stand-fitting or display(s) may exceed a height of 2.5m or extend beyond the boundaries of your booth. This includes company names, advertising materials, flags and logos provided by the exhibitor.
• It is not allowed under any circumstances to cut, nail or drill into or through the walls, facia, floor or ceiling.
• Please do not use any adhesive products that may leave marks or cause damage to the panels and booth structure. Booth must be returned in the same condition in which it was received. Any damage to booth structure will be invoiced to the exhibitor.
• No painting is allowed; no usage of nails or screws.
• Double sided tape can be used to affix lightweight items as long as it does not leave mark or cause damage to the panels and booth structure. Velcro can be used as well (male & female).
• It is possible to use fishing line (nylon) to hang pictures etc.
• An exhibitor occupying a booth at the corner can request to close the additional side(s). If the official stand contractor and the Exhibition Manager is not being notified in writing before Monday, 14 August – it will be assumed that the exhibitor will have opening on the additional side(s).
• A back wall of a booth (any booth type) cannot be used by other exhibitors.
• The shell scheme comes with a blue carpet. If the exhibitor wishes to have a carpet in a different color, an additional fee will be required. Please contact the official stand contractor.
• Excess stock, literature or packing cases may not be stored on, around or behind booths, unless contained within a lockable storeroom.
• Exhibitors requiring additional equipment may visit STANDOUT Webshop or contact the official stand contractor – as per published deadlines (see section “Deadlines & Key dates”).

Space Only Booths

Exhibitors using independent contractors are required to submit the following for approval by Monday, 14 August

• A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed booth to be built.
• Electrical connections – a list of all appliances.
• Other utility connections such as water and drainage are subject to availability and must be checked with the Exhibition Manager prior to submitting the designs.
• The name and contact details of their construction company.

Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com

Design Guidelines:

• All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining booths, or damaging the premises. Exhibition material that is placed outside the booth will be removed at the exhibitor’s expense.
• Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Entire sideway walls will not be approved. You are only allowed to build walls that covers third of each side.
• Island booths should be partly accessible on all “open” sides. We try to keep the exhibition as open and inviting as possible. Wall construction alongside aisle is allowed but max 1/3 of side to side may be covered.
• Construction finish must be perfect in all the booth’s visible areas, including rear sides and your booth ceiling. Please keep in mind that your booth might be viewed from the upper floor.
• Raised floor/platform: please note that if your booth has a platform/raised floor, you are required to provide a RAMP to ensure access for people with disabilities. The platform sides must be closed and finished neatly. The platform/raised floor edges must be safe, secured and easily visible.
• All structural back-walls of neighboring booths must be properly decorated. Back Walls (reversed side) over 2.4m in height must be finished in white (no wiring, no graphics, no logo).
• Advertising on the boundary with other booths is prohibited.
• Multilevel structures are not permitted.
• Arches, bridges or similar construction connecting two or more booths are not permitted
• A back wall of a booth (including shell scheme booths) cannot be used by other exhibitors.
• The maximum building height for the top of all elements varies between 2.5 and 5 meters depending on your booth location. Please check your maximum building height with the Exhibition Manager.
• Hanging banners from the ceiling is technically possible but not recommended and must be confirmed by the ACV due to the fixed LED ring in the ceiling.
  For further details regarding ceiling hanging, please contact the Exhibition Manager.
• Special care must be taken to ensure that the visitors will be inside the booth and not standing in the aisle. For example:
  • Screens or any kind of equipment to be shown or demonstrated may not be placed directly on the edge of the stand contracted in order to ensure that the visitor viewing the screens/equipment will be inside the booth and not blocking aisle traffic.
  • Any counter, desk etc. or device (i-pads, touch screens etc.) which attract visitors may not be placed immediately at the borders of the booth facing the aisles (there should be a reasonable distance from the edge of the booth)
  • Coffee bars or other F&B-stations must be inside the booth area to ensure that the visitors are standing and queuing up inside the booth area and not standing in the aisle.
• Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and that they do not endanger life and health.
• Exhibitors / customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.

Kindly note:

• The organizers will not approve booths that do not comply with the accepted standards until the necessary changes have been made.
• Work cannot commence until the booth drawings are approved by the organizers.
• The used spaces must be left completely clear of all items and the Exhibition areas restored to their original state.
• We recommend Exhibitors using independent booth contractors to include a SITE VISIT in the planning process to assure a smooth and well planned set up. Please contact the Exhibition Manager to coordinate a visit.

Green Meeting – Rules & Regulations

We want to carry out this event according to the Guideline of the Austrian Ecolabel for Green Meetings and Green Events. In this context we try to save resources, avoid waste, and act in an environmentally conscious way in all fields.
In the below links you will find the Exhibitor Agreement and the Booth Builder Agreement. Please fill in the file and send it back signed to the Exhibition Manager sgamliel@kenes.com by Monday, 4 September.

UZ62 Green Meeting – Exhibitor Agreement
UZ62 Green Meeting – Booth Builder Agreement

Stand Construction/ Additional Stand Fittings /Furniture Rental /Graphic & Signage /Electricity /Audio- Visual/ Plants & Floral Arrangements

For STANDOUT webshop CLICK HERE

You may contact STANDOUT to upgrade\modify your shell scheme booth which was pre‐booked via Kenes.
For exhibitors who have booked “Space Only” booths – STANDOUT  can provide with designs and custom build booth. For more information, please contact Mario Curvelo. E-mail: Mario.Curvelo@standout.eu
As of 20 July, please contact Katharina Wedam. E-mail: Katharina.Wedam@standout.eu

Booth Cleaning 

The organizers will arrange for general cleaning of the public exhibition premises prior to the opening of exhibition and daily prior to opening thereafter, excluding exhibit booths  and displays. For ordering daily in-booth cleaning, please refer to the STANDOUT WEBSHOP

In-Booth Catering 

Food, beverage and catering services are exclusive to Motto Catering GmbH and should be ordered in advance.
Absolutely no food or beverage from outside the venue is allowed into the premises without prior written approval from Motto Catering.
Exhibitors who wish to order food and beverages for their booth are welcome to do so directly with Motto Catering via Catering Webshop – CLICK HERE
CLICK HERE for guidelines for submitting orders via the  CATERING WEBSHOP.
Deadline: Wednesday, 13 Sep – late and onsite orders are subject to availability and may incur an extra charge.
For inquiries, please contact Thomas Gamperl. E-mail:  t.gamperl@mottogroup.at

The exhibitor must consider the space available on the booth to store and display the requested deliveries.

Internet & Wi-Fi  

Complimentary Wi-Fi will be provided by the congress during official congress days at most areas.
This public Wi-Fi connection is limited for basic web browsing or checking emails. Should you have any internet-based feature/device/activity at your booth (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your booth (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.
Wired internet and Wi-Fi connection may be ordered through H82 until Thursday, 21 September,
Please contact H82  by email at: office@h82.eu

Important:

• In order to be able to provide you with wired internet line and/or Wi-Fi, please submit your order before the deadline, as we may not be able to deliver an onsite order for wired and/or Wi-Fi internet lines.
• It is not allowed to broadcast private Wi-Fi networks. The organizers reserve the rights to discontinue any activity which interfere with the hall Wi-Fi coverage.
• Most internet cable lines comes from the floor. H82 and the organizers must be informed in advance when the stand has a platform/raised floor as well as the scheduled set-up day and time due to internet foundation.
• Note regarding technical support: we will ensure that the service you purchased is functioning as it should, however we cannot troubleshoot or repair issues with client-provided equipment.
• The exhibitor is responsible for following legal, ethical, moral and generally accepted internet and e‐mail conduct when communicating across the congress’ network. The organizers reserves the right to disconnect and/or limit a user’s right to or use of the network if rules and conditions are not respected.

Hostesses

If you wish to hire temporary staff and hostesses to your booth, you may contact easystaff human & resources GmbH
Ingeborg Pichler / Anna Hirsch
E-mail: a.hirsch@easystaff.at
Mobile: +43 699 122 46 034
Office: +43 1 369 32 42 – 80

Onsite Logistic Agent, Freight Handling & Storage 

Merkur Expo Logistics GmbH
Mr. Bernd Blum| E-mail: Bernd.Blum@merkur-expo.com
Mobile: +49 175 588 0291
Merkur is the exclusive handler inside the venue.

Onsite Exhibition Manager Desk

The Exhibition Manager Desk will be open throughout the Exhibition set up, opening and dismantling period. Prior to this time, if you have any queries regarding your participation at WCP 2023, please feel free to contact the Exhibition Manager:
Sharon Gamliel
E-mail: sgamliel@kenes.com

Shipping Instructions 

The shipping instructions include the following information:

• Shipping Instructions
• Tariff
• Material Handling Form
• Labels

Merkur Expo Logistics GmbH has been appointed the official forwarding agent this congress.
Merkur offers the following services: customs clearance, delivery to the booth, freight forwarding, manpower & trolleys for un‐loading/loading during build‐up and dismantling, storage of empty crates, transportation to and from the exhibition hall.
For security, insurance, and efficiency reasons, Merkur Expo Logistics is the sole official agent to handle cargo inside the venue.
Stand builders are prohibited from using trolleys during set‐up and dismantling periods.
Kindly note that Merkur, the official agent, is the exclusive agent for move in and move out of the venue.

Exhibitors and stand builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with Merkur.

All cargo should be insured from point of origin.

Please Note: All advance shipments and deliveries to the Merkur warehouse, including by courier, must be coordinated with Merkur.

Contact information:
Merkur Expo Logistics GmbH
Mr. Bernd Blum | E-mail: Bernd.Blum@merkur-expo.com | Mobile:  +49 175 588 0291

For shipping instructions and tariff, please CLICK HERE

Deliveries

The delivery and removal of materials and goods for/from the booths is allowed only by the official freight forwarder (Merkur).
Please be advised that neither the organizer nor the ACV  can accept deliveries on an exhibitor’s behalf and arrangements must be made for a booth/company representative to be available when deliveries are made.
Deliveries may not be made prior to Wednesday, 27 September. Any deliveries prior to this date, or off the official working hours, will not be accepted. Please refer to the Shipping Instructions for the deliveries address.
As a courtesy to the delegates and your fellow exhibitors, deliveries or the removal of any equipment to/from booth must be made 30 minutes before or after exhibition opening hours.

Rules and Regulations –Binding for all exhibitors and their subcontractors

Animals

It is not permitted to bring animals into the ACV.

Build-Up & Dismantling Period

• During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol, drugs or any other type of substances that could alter the perception of risk.
• The Partners and contractors are required to wear the necessary personal protective equipment(PPE) such as protective helmets, eye protection, and hand protection required by the specific work activity.
• The use of cutting machines, welding machines, sanders and a spray gun is strictly forbidden.

Children

No person under the age of 18 years can be admitted to the Exhibition, either during build‐up, opening days or breakdown. This rule also applies to Exhibitors’ children and must be strictly enforced to comply with the safety regulations of the exhibition.

Compressed Gases

Use of compressed gases is not allowed.

Damage to the Building
Exhibitors are liable for all damage caused to floors, walls, and pillars during the installation, Exhibition, and dismantling periods. No adhesive stickers and fixtures of any kind are allowed on floors, walls, and pillars.

Disposal of Material
It is obligatory to collect and dispose of all material during the build-up or dismantling of the event.
When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind.
Any costs incurred by the builder and venue in removing this property will be charged to the exhibitor.

Fire Regulations

• Material and fittings must be non-flammable or impregnated with fire-retardant chemicals.
• As a general rule, easily inflammable synthetic substances, foam polyester, and no fireproof straw and reeds are prohibited.
• Exhibitors are prohibited from covering displays with drop cloths, sheets, table cloths or other non-flame resistant material.
• Storage paint liquids, gas or other inflammable substances in the booth space is forbidden.
• The use/storage of inflammable substances is forbidden (liquids, gas or other). For any doubt for these substances contact the organizers, or the venue.

Fire Insurance (compulsory)

Partners must be insured against fire.

Health & Safety

• It is the responsibility of the booth holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event.
• It is recommended that the booth holders appoint a supervisor for the booth, with the specific responsibility for ensuring the health & safety of their staff.

Smoke
It is not permitted the operation of any machine in the Engagement Area that emanate fumes, gases or steam, or any item or device that generates or contains flame.

Hanging of Posters, Banners etc.
Hanging of posters, banners or decals, stickers, or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the ACV are not allowed without a prior written authorisation.

Insurance (compulsory)

• Exhibitors are required to take out appropriate Insurance. Third part liability insurance is obligatory. It remains the Exhibitors full responsibility to insure themselves appropriately.
• Neither the organizers nor the ACV, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
• The organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurance that covers all injuries to persons and damages that might cover in connection with the exhibition.
• Exhibitors are personally liable for all expenses incurred by the organizers or by third parties in regard to technical services provide.
• We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.

Liability

• Exhibitors are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organizers against all claims and expenses arising from any damages.
• If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organizers find it necessary to change the dates of the Exhibition, the organizers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.
• The organizers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the Hynes or any part thereof in any manner whatsoever.

Security

• Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area. The organizers and the ACV cannot accept liability for loss of or damage to private property or goods.
• Neither the ACV, nor the organizers can accept responsibility for the security of the booths and their contents. The ACV, as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any goods. Exhibitors are fully responsible for the security of their booth and equipment.
• Please consider hiring extra security for your booth if needed. This can be done via service order form.

Sound equipment and Music

In general, the use of sound equipment/music in booths is permitted as long as the noise level does not disrupt the activities of neighboring exhibitors.
Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths).
It is difficult to establish decibel level restrictions. If an exhibitor or attendee is standing within ~3 meters of an exhibitor’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud.

Further guidelines:

• Live music is not allowed.
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is too loud
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
• Exhibitors are reminded that third party copyrights should not be infringed. The organizers have no copyright responsibility in respect of any exhibiting company.
• Proper dispensation must be obtained and any royalties due, paid prior to the use of materials.
• Should any copyright dispute arise, the organizers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.

Personal Transportation Vehicles

Bikes, skates, electric scooter, and any personal transport by wheels are not permitted inside the venue.

Promotional Activities

• All demonstrations or instructional activities must be confined to the limits of the Exhibition booth.
• Advertising material and signs may not be distributed or displayed outside the exhibitor’s booths.
• Advertising activities must not cause obstructions or disturbances in the gangways or at neighboring booths.
• The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.

Smoking Policy

The ACV operates a NO SMOKING policy anywhere inside the building.

Special Effects

Special effects lighting, live music, smoke and laser projection can’t be used in the booths.
No permission will be given for projection in the aisles or on the walls of the booths.

Waste Removal During assembling and /or dismantling time

Exhibitors are responsible for the removal of all refuse/waste from the exhibition area during setup and dismantling. Any discarded waste, including promotional material, left behind will be removed by the organizers at the expense of the exhibitor concerned.
To order waste disposal and daily booth cleaning please CLICK HERE for STANDOUT webshop. For your convenience, STANDOUT have prepared guidelines on “How to order Daily cleaning & waste disposal during assembling and /or dismantling time” which can be found HERE

Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.

IMPORTANT:

Please read thoroughly “Important Documentation from the Venue” section and  “Hall Specification and Important Technical Information” section of this Manual.

Please note that the regulation in these sections are in addition to the exhibition Rules and Regulations found above.

Exhibitors must comply with ACV technical guidelines including operation, fire safety, construction and other security regulations as published on “Important Documentation from the Venue” section.

Exhibitors must also comply with rules and regulations as specified by work health safety laws.

These technical guidelines are contractually binding, and are to be followed by the Organizers and exhibitors, including the exhibition service and stand construction companies commissioned by them to perform work on site.

We want to carry out this event according to the Guideline of the Austrian Ecolabel for Green Meetings and Green Events. In this context we try to save resources, avoid waste, and act in an environmentally conscious way in all fields.
In the below links you will find the Exhibitor Agreement and the Booth Builder Agreement. Please fill in the file and send it back signed to the Exhibition Manager sgamliel@kenes.com by Monday, 4 September.

UZ62 Green Meeting – Exhibitor Agreement
UZ62 Green Meeting – Booth Builder Agreement