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1 2016 PDA Europe Pharmaceutical Microbiology Conference Hotel Palace, Berlin February 23 rd 24 th 2016 Exhibitor Manual 1

2 1. BASIC INFORMATION MAIN CONFERENCE DATES February 23 rd 24 th 2016 CONFERENCE VENUE Hotel Palace Berlin Budapester Str Berlin Tel.: Fax: ACCOMMODATION PDA Europe has reserved a limited number of bedrooms at a special group rate. Rooms are available upon request via phone at: Single Room Euro per room and night Double Room Euro per room and night (including breakfast,vat and Servicecharge Citytax apply) EXHIBITION TABLE-TOP Your booth is a table-top, consisting of one table and two-chairs in a surface of approx.. 2 x 2 meters. Up to 2 roll-ups or banners per spot allowed. Should you have banners or roll-ups that surpass these dimensions please send the technical description of your display material to espilla@pda.org for approval. Your booth is provided with an electrical socket. Please make sure to bring your own adapters should you be traveling from outside the European Union. 2

3 2. KEY CONTACTS Organizer: PDA Europe ggmbh Am Borsigturm Berlin Germany Mrs. Creixell Espilla-Gilart Exhibition & Sponsorship Manager Tel: Venue: Hotel Palace Berlin Budapester Str Berlin Germany Mrs. Judith Cordes Convention Sales Manager j.cordes@palace.de Tel:

4 3. TIMELINES COMPANY ABSTRACT SUBMISSION VIA LINK Monday, February 8 th 2016 EXHIBITION PARCEL DELIVERY No earlier than February 22 nd, 2016 Check Point 6 Shipping Information of this Manual for Delivery Address CONFERENCE REGISTRATION TIMES Tuesday, February 23 rd 07:30 18:00 Wednesday, February 24 th 08:00 18:00 EXHIBITION SET-UP Monday, February 22 nd 18:00 20:00 EXHIBITION HOURS Tuesday, February 23 rd Welcome Coffee 8:00 9:00 Coffee Break 10:15 10:45 Lunch Break 12:30 13:30 Coffee Break 15:00 15:30 Wednesday, February 24 th Welcome Coffee 8:30 9:00 Coffee Break 10:45 11:15 Lunch Break 13:15 14:15 Farewell Coffee 16:00 16:30 NETWORKING EVENT Bus Transfer to Event Location leaving from Hotel on Tuesday, February 23 rd at 17:30 Event duration: 18:30 21:30 Bus Transfer to Hotel at 21:30 EXHIBITION DISMANTLING Wednesday, February 24 th 16:30 17:30 4

5 4. RULES AND REGULATIONS 1. Exhibits must be staffed during exhibit hours. 2. Exhibitors must wear the provided badge at all times. 3. For security reasons no person will be allowed to stay in the exhibition area without a correspondent badge. 4. The exhibitor agrees to set up and dismantle during times provided by PDA. Early dismantle will result in a one-year suspension from the next PDA Meeting. The exhibitor expressly agrees not to dismantle his exhibit or commence any packing before the final closing hour of the exhibit portion of the program. Handling and installation must conform to hotel regulations and instructions. No bills, attachments, etc., to the property are permitted unless previously authorized. 5. The exhibitor is responsible for any or all damages to the venue caused by their representative or exhibit. 6. Exhibitor displays must not exceed the space reserved. 7. No space, or part thereof, shall be sublet. One exhibiting company per tabletop/booth is authorized. 8. Social Functions: All hospitality functions must be approved by PDA. Any function not approved by PDA that would compete for attendee s time, either during the hours of the Exhibition, educational programs, or PDA social functions is strictly prohibited. 9. Waste: The exhibition area has to be cleared up by the exhibitor in terms of materials and waste. Regular waste as paper and/or small plastics will be taken at no cost. Special waste (wood for example) will be billed. 10. Security: The Conference Room and Exhibition Area Center will be closed every day after the end of conference. Please make sure to not leave any valuables on your booth area unattended. PDA Europe and the Hotel shall not be liable for any loss or damage incurring in such cases. 5

6 5. CUSTOMS REGULATIONS We strongly advise all our exhibitors from outside the European Union to inform themselves about German customs and tariff regulations and procedures early and to look after all the necessary official documents. For detailed information about the customs regulation and the respective procedure please contact the responsible German customs office (Zoll in German): Hauptzollamt Berlin Mehringdamm 129c; Berlin Mailing address: Postfach , Berlin Phone: / Fax: /poststelle@hzab.bfinv.de Please do not forget that you will need official documents for the inbound as well as outbound transport of all your equipment and material. Furthermore, you should contact and inform your courier about which official documents are necessary for the transport of your materials and equipment. These documents should be fixed on the packages after the conference/ exhibition before you leave the hall after finishing the dismantling and include the customs declaration which should show the following information: - name of sender - name of addressee - type of goods - value of goods. Packages not containing this information will not be accepted by the Custom Authorities and they will remain in customs. We remind you that PDA Europe is not responsible for labeling and/or dealing with customs in any case for your company. Therefore we highly recommend preparing all the documents needed (forms, labels for packages, etc) way beyond in advance. Packages not containing this information will not be accepted by the Custom Authorities and they will remain in customs. We remind you that PDA Europe is not responsible for labeling and/or dealing with customs in any case for your company. Therefore we highly recommend preparing all the documents needed (forms, labels for packages, etc) way beyond in advance. 6

7 6. SHIPPING INFORMATION Please label each of your parcels with following information: Hotel Palace Berlin PDA Europe Conference/ February 2016 Company s name: XXX / Booth number: XX Contact name from your Company: xxxxxxxxxxxxxxxx Your company s phone number:xxxxx Nürnberger Straße Berlin Germany Attention: this is the Hotel s Parcel Delivery Address and differs from the general public address! Important notice: If you are planning to ship heavy booth equipment and/or machinery for display at the exhibition, please send an exact description of the items and their package (number of parcels, weight, etc.) for confirmation as we need to plan the storage capacity and technical requirements (power supply f. e.) for your items way in advance. Please send all these details to espilla@pda.org Your material should arrive at the hotel not earlier than Monday, February 22 nd Your equipment and material should be picked up on Wednesday, February 24 th right after the dismantling of your table tops or on Thursday, February 25 th. Please note that neither PDA nor the Hotel can pay for any customs or delivery costs. Additional costs (exceeding one day of storing your materials after finishing the conference) for a delayed transport of the materials back to your companies will not be borne by PDA. The Hotel may charge you those additional costs. The transport of your materials both to the Hotel and back to your companies will be performed at your own risk. Neither the Hotel nor PDA Europe will be responsible or accountable for equipment or material which has been lost or damaged during the transport. 7

8 Deliver To: Hotel Palace Berlin Warenannahme NAME OF EVENT Nürnberger Straße 7-9 PDA Europe conference Berlin Pharmaceutical Microbiology Judith Cordes CONTACT DATA SENDER'S NAME DATE OF EVENT February 2016 EVENT ROOMS ADRESS: STAND NAME: PHONE STAND NR: NUMBER OF BOXES CONTENTS: BOX NR.: OF