Exhibitor Technical Manual

Transcription

1 Exhibitor Technical Manual

2 Dear Exhibitor, This Exhibitors Technical Manual is designed to assist you in preparing for a successful congress and contains important information. Please read the information in this manual. It will take you very little time now and could save you a great deal of time later. 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 Palexpo SA at odette.auroi@palexpo.ch to coordinate a meeting. The Exhibition will be held in conjunction with the XX World Congress on Parkinson's disease and Related Disorders taking place in Geneva on December 8-11, 2013 at the Palexpo. The floor plan has been designed to maximize the Exhibitor s exposure to the delegates. Please do not hesitate to contact me for further information or assistance. Kind regards, Robert Nesbitt Project Coordinator, Technical & Exhibition Tel: Ext 590 Fax: rnesbitt@kenes.com 1

3 Table of contents SECTION 1: Contact Information 3 Kenes Contacts Contractors Contacts SECTION 2: Time Tables 6 SECTION 3: Deadlines Table 7 SECTION 4: Exhibition Stands 8 Shell Scheme Package Designer/Independent Contractor Stands SECTION 5: Exhibition Technical Information 10 Exhibitor Table Exhibitor Floor Plan Venue Site Plan SECTION 6: Exhibitor Badges 15 SECTION 7: Lead Retrieval Bar-Code Readers 17 SECTION 8: Rules, Regulations & General Information 19 SECTION 9: Shipping, Tariffs, Material Handling and Shipping labels 22 SECTION 10: Official Congress Contractors Order Forms 50 2

4 SECTION 1: Contact Information a. Kenes contact information Project Manager Mr. Niels Fundter Tel: Technical and Exhibition Mr. Robert Nesbitt Tel: ext. 590 Programme Coordinator Ms. Raya van Hugten Tel: Registration Manager Ms. Efrat Yarom Tel: Ext 538 Industry Liaison and Sales Ms. Leonie Hulstein Tel: Ext 117 3

5 b. Official Contractors contact information STAND CONSTRUCTION AND FITTING, FURNITURE HIRE AND ADDITIONAL MATERIALS SYMA-SYSTEM AG Mr. Christophe Straessle Tel: Mobile: OFFICIAL SHIPPING AGENT, CUSTOMS CLEARANCE AND FREIGHT HANDLING HERMES EXHIBITIONS AND PROJECTS LTD. Ms. Zehavit Akerman Tel: Mobile: ELECTRICITY, FIRE INSURANCE, INTERNET, AUDIO-VISUAL AND COMPUTER EQUIPMENT-FOR EXHIBITION STANDS ONLY, TELECOMMUNICATION, RIGGING, STAND CLEANING, AND PARKING PERMITS PALEXPO SA Ms. Isabelle Gremaud Exhibitors Contact CH 1218 Grand-Saconnex, Geneva Tel: +41 (0)

6 b. Official Contractors contact information (continued) CATERING Palexpo has its own catering service on site, Palexpo Restaurants, completed by official partners. To ensure a quality service and simplified logistics, only Palexpo Restaurants and the official catering partners are entitled to work on site. For more info on Palexpo Restaurants, please click here: For more info on the Palexpo catering partners, please click here: _detail.php?cid=78 Palexpo Restaurants Mr. Jacques Hirzel PO Box 112 CH-1218 Grand-Saconnex, Geneva Tel: jacques.hirzel@palexpo.ch PLANTS & FLOWERS GreenMe5 Mr. Guillaume Gicquiau Tel: +41 (0) greenme5@hotmail.com MANPOWER KTNM Concepts Sàrl Ms. Katrin Niehaus Tel: +41 (0) info@ktnm.com SECURITY Securitas SA Mr. Olivier Bendaisons Av. du Mail 22 CH-1205 Geneva Tel: Tel: at Palexpo Olivier.bendaisons@securitas.ch 5

7 SECTION 2: Time Tables Exhibition Time Table* Saturday, December 7 th 10:00-18:00 Set up Sunday, December 8 th 08:00-19:00 Exhibition hours Monday, December 9 th 09:30-17:00 Tuesday, December 10 th 09:30-18:45 Wednesday, December 11 th 09:30-13:30 Breakdown Wednesday, December 11 th 13:30-19:00 * Subject to change according to final congress schedule Registration Time Table* Sunday, December 8 th 08:00-21:00 Monday, December 9 th 07:30-19:00 Tuesday, December 10 th 07:30-18:30 Wednesday, December 11 th 07:30-13:30 Please note: Empty crates and packaging material must be removed/stored no later than 18:00 on Sunday 8 th (Set up day) Please contact the Official Shipping agent for available storage options (see Section 1b- contact information) an updated time table can be found at The XX World Congress on Parkinson's Disease and Related Disorders congress website Ctrl+ Click There will be no evening function in the exhibition hall on Tuesday, December 10 th as had been previously mentioned in earlier editions of the technical manual as it will now be held off-site. Welcome Reception You are cordially invited to the Welcome Reception on Sunday, December 8 th at 20:00 in the Foyer Entrance Rooms ABC for participants. 6

8 SECTION 3: Deadlines Table Submission of Exhibition Forms Deadlines Staff Hotel Reservation Early booking highly recommended Designed Stand Approval Thursday, November 07, 2013 Text for Fascia (shell scheme booths only) Thursday, November 07, 2013 Badge Order Thursday, November 07, 2013 Lead Retrieval Wireless Barcode Reader Thursday, November 07, 2013 Furniture Rental, Graphics Printing, Electrics Thursday, November 07, 2013 Palexpo Services via online shop Thursday, November 07, 2013 Door to door shipments ready for pick up (EEC countries) Monday, November 25, 2013 Airfreight Shipments arrival to Geneva Airport Monday, December 02, 2013 Shipment via Geneva Warehouse Wednesday, December 04, 2013 No Direct Deliveries to the Congress Venue 7

9 SECTION 4: Exhibition Stands To ensure the smooth and efficient installation and dismantling of your booth, an official Stand Builder has been appointed (see SECTION 1: Contact Information). Booth furniture and accessories are available for rent (please refer to the enclosed catalogue and order forms at the end of this manual). Shell Scheme Package includes the following: White shell scheme frame Basic lighting (1 spotlight, 100W per 3m²) (Electrical arrival and consumption are not included in the price and must be ordered through Palexpo) Fascia panel with standard lettering * Standard carpet on whole stand surface Cleaning of public areas and gangways Exhibitors badges (see SECTION 6: Exhibitor Badges) 100 word company/product profile in the Programme Invitation to the Welcome Reception for registered exhibitors (For illustrative purposes only) * Please note: 7 digits, including spaces, may be written on your fascia for every one meter of fascia length. Please send your fascia text to christophe.straessle@syma.ch no later than Thursday, November 7, 2013 If you require additional stand equipment (furniture, audiovisual equipment, etc.) and services, please contact the official stand contractors (see SECTION 1: Contact Information) or refer to the enclosed catalogue at the end of this manual. 8

10 Designer/Independent contractor Stands Exhibitors using independent contractors are required to submit the following for approval no later than Thursday, November 7 1. A scaled drawing (including elevation views) of the proposed booth to be built. 2. A list of all Electrical / gas powered devices / appliances to be installed in the booth. All exhibits are to be displayed so as to avoid blocking aisles, obstructing adjoining booths, or damaging the premises. Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. The Organizers will not approve stands that do not comply with the accepted standards until the necessary changes have been made. Exhibitors are required to submit the name and contact details of their respective construction company to Robert Nesbitt at: rnesbitt@kenes.com 9

11 SECTION 5: Exhibition Technical Information o Hall Specs o Hall name: Hall 1 o Maximum build-up height: o The maximum building height for free build stands is 5 meters (16.4 feet). If you choose to build to the maximum height, an engineer s inspection might be required at your own expense. Exhibitors who will have stands higher than the maximum permitted height will not be allowed to set up their stands. Please note that two level booths are not permitted. o Floor Finish: Please note that the floor finish is non-decorative concrete slab. We highly recommend that you lay carpeting or provide a different floor covering for your booth. Shell scheme stands will be provided with carpeting by the organizer. o Please note that if your Booth floor platform is higher than 4.5 cm, you are required to provide a ramp for handicapped access. Ceiling hangings are permitted. The maximum height that the top of any hanging element may reach is 7 meters. Should you choose to hang elements from the ceiling, you will need to make arrangements directly with the venue. Please note the information on page 4 of this manual. WiFi New regulations To ensure a better service, the Palexpo WiFi network alone is authorized in the halls. 10

12 Further to interference problems that often compromised the quality of connexions, the exhibitors are no longer allowed to install their own WiFi router, nor any other solution using 2.4 / 5 GHz frequencies (light control, ad hoc connexions, etc.). The Palexpo technical department is at your disposal to answer all your questions pertaining to this issue and to propose various solutions. From now on, Palexpo is your exclusive provider for the latest wireless services. In the Palexpo On-Line Shop you will find some new items which will meet all your WiFi requirements. New ID: Palexpo (instead of Geneva Palexpo) Move in information In order to assure compliance with the safety and work regulations of the venue and to achieve the most efficient set-up and dismantling conditions, Inter ExpoLogistics SA for HERMES-MERKUR, is the sole official contractor for the handling of cargo inside of the venue. Only the lifting and handling equipment supplied by the official on-site handling agent may be used in Palexpo. This concerns in particular the following machines: forklift, cranes, and aerial work platforms. Please find full shipping instructions at the end of this manual which include the handling tariff and labels. Inter ExpoLogistics SA for Hermes-Merkur will be happy to provide you with an initial quote for their services. Please feel free to contact Zehavit Akerman at: ZehavitAk@Hermes-Exhibitions.com for this purpose or for any other handling questions. All payments must be finalized before arrival to the venue. 11

13 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 must coordinate their time schedule and unloading of their cargo into the venue with the official logistics agent. Please Note: In order to assure receipt of sent materials, the official shipping agent must receive the Pre-Advise found at the end of this manual. Please complete this form and return it to: You will then receive confirmation of your material arrival. 12

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15 EXHIBITOR Booth # M2 Format Abbvie Space Abbvie 11 9 Space Association of Parkinsonism and Related Disorders/Elsevier 21 9 Shell XX IAPRD Shell Britannia Pharmaceuticals Ltd Space Ever Neuro Pharma Space e(ye) BRAIN Space IOS Press 29 6 Shell Kinetics Foundation 28 9 Shell Luxembourg Centre for 23 9 Shell Systems Biomedicine (LCSB) Syncrosome 24 6 Space GE Healthcare Space Neurostar 27 6 Shell ProtoKinetics Space Wisepress 9 6 Space 14

16 SECTION 6: Exhibitor Badges All Exhibitors are required to be registered and will receive a badge displaying the exhibiting company s name. Individual participant names will not appear on badges and may be used interchangeably between staff members. Two (2) exhibitor badges will be given for the first 9 sqm booked and one (1) additional badge for each 9 sqm after. Any additional staff members will be charged an exhibitor registration fee of 90 (+VAT). Companies can purchase a maximum number of exhibitor registrations as follows: Booths of up to 60 sqm-15 exhibitor registrations; Booths larger than 60 sqm-25 exhibitor registrations. Exhibitor registrations allow access to the exhibition area only and shall be used by company staff only. For additional badges, please use the Exhibitor registration form on the next page. Please return the form to the attention of: Robert Nesbitt at rnesbitt@kenes.com, no later than Thursday, November 7, Exhibitors badges give free access to the exhibition area, coffee breaks and welcome reception. All personnel are required to wear badges to access the venue. Company representatives not wearing their badges will not be allowed to access the exhibition. Company name badges are for the use of company personnel for booth staff purposes only and should not be used by companies to bring visitors into the Exhibition. Exhibitor s badges will not be mailed in advance and may be collected at the Registration Desk on arrival. Service Passes: Stand contractors 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 Registration Desk on site. 15

17 Exhibition Badge Order Form Please return to no later than Thursday, November 7, Company: Contact name: Tel: Fax: All stand personnel are required to register. Two (2) exhibitor badges will be given for the first 9 sqm booked and one (1) additional badge for each 9 sqm thereafter. Any additional staff members will be charged an exhibitor registration fee of 90 (+VAT). Please note that individual participant names will not be written on the badges. Only the company name will appear. Registered stand personnel will receive: Badge with Company name Entrance to Welcome Reception Access to the Exhibition Hall Tea / Coffee during official breaks A maximum of 25 letters can be printed on the badge. Please indicate in the box below how you would like your company name to appear: Please indicate the total number of badges required. An invoice will be sent for all additional badges. Description Cost Quantity Total Cost Free Badges N/A N/A Additional Badges Total 90 16

18 SECTION 7: Lead Retrieval Wireless Barcode Reader Lead Retrieval Wireless Barcode Readers are a helpful tool for collecting participants contact information. The Smart Scanner On-line comments per scanned badge On-line expanded participant info Hand held Cost per unit The Mini Scanner No editing capabilities Basic participant info Pocket size Cost per unit Please Note: Barcodes on participants' badges contain contact information as supplied by the registrant or the agency responsible for the registration process of that participant. 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 addition, please note that neither Kenes International nor the Organizing Committee is responsible for the content of the information. In order to reserve your Lead Retrieval Wireless Barcode Reader, please return the Order Form on the following page. 17

19 Order Form -Lead Retrieval Wireless Barcode Reader Please complete the following Order Form. Please note that if the system is not returned to the Exhibitor Manager one hour after the exhibition closing hour, an additional 1000 charge will be made to your credit card. In accordance with the security measures taken by credit card companies, Please complete the following form in your own handwriting and sign. Please mail this form before November 7th, 2013 to the attention of Robert Nesbitt Number of Smart Scanners Requested: ( 350 per unit) Number of Mini Scanners Requested: ( 280 per unit) Company Name: Address: Telephone Number: Card Type: Visa / MasterCard / AMEX: Credit Card Number: Expiration Date: Security Digits (on the back of the credit card): Name of Card Holder: Date: SIGNATURE of Card Holder: 18

20 SECTION 8: Rules & Regulations Binding for all Exhibitors and their subcontractors PALEXPO RULES & REGULATIONS As required by the venue, it is the exhibitors responsibility to read through and respect all of the rules and regulations. Please find all of the obligatory information at the following link: Please note that it is an obligation on all exhibitors to have fire insurance. You are either able to arrange for your own insurance or you may purchase fire insurance from Palexpo. Security Neither Palexpo nor the Organizers can accept responsibility for the security of the stands and their contents and for damage to, or theft of any goods. Exhibitors are fully responsible for the security of their stand and equipment. Stand Cleaning The Organizers will arrange for general cleaning of the exhibition premises (excluding exhibits and displays) prior to the opening of exhibition and daily prior to opening thereafter. For ordering daily stand cleaning please refer to the contact details provided in Section 1 Contact Information. 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. Smoking 19

21 The XX World Congress on Parkinson s Disease and Related Disorders 2013 is a non-smoking meeting. No smoking is permitted anywhere inside the venue. Disposal of Material It is obligatory to collect and dispose of all material during the breakdown or dismantling of the event. When the dismantling period is over, the exhibitor loses any right to claim for losses or damage to property left behind and any costs incurred by the venue in removing this property will be charged to the exhibitor. Damage to the Premises 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. Fire Insurance (compulsory) Exhibitors must be insured against fire. Fire Regulations (General). Stand material and fittings must be of non-inflammable materials or impregnated with fire-retardant chemicals. As a general rule, easily inflammable synthetic substances, foam polyester, and non-fireproof straw and reeds are prohibited. Poster Hanging, Banners etc. Hanging of posters, banners or decals, stickers or similar things, on the walls, floors, ceilings or columns within or outside the installations of Palexpo is not allowed. Liability Insurance You are obliged to have a public liability insurance that covers all injuries to persons and damages which might cover in connection with the exhibition. 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. Insurance (Compulsory) 20

22 Neither the Organizers nor Palexpo, 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 or Palexpo for any and all damage claims arising from theft and those perils usually covered by a fire and extendedcoverage policy. Exhibitors are personally liable for all expenses incurred by the organizer or by third parties in regard to technical services provided for their booth. Promotional Activities All demonstrations or instructional activities must be confined to the limits of the exhibition stand. Advertising material and signs may not be distributed or displayed outside the exhibitor s stands. Sound equipment must be regulated and directed into the stand so that it does not disturb neighboring exhibits. The Exhibition Management reserves the right to require the exhibitor to discontinue any activity, noise or music that is deemed objectionable. Special Effects Special effects lighting, live music, smoke and laser projection may not be used in the stands. No permission will be given for projection in the aisles or on the walls of the hall. Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein. 21

23 SECTION 9: Shipping, Tariffs, Material Handling and Shipping labels OFFICIAL SHIPPING AGENT, CUSTOMS CLEARANCE AND FREIGHT HANDLING INTER EXPOLOGISTICS SA FOR HERMES EXHIBITIONS AND PROJECTS LTD. Dear Exhibitor/Stand Builder, Hermes-Merkur is the official freight-handling agent for KENES congresses in We are a full door to door service company, and as such, we are pleased to update you regarding the services and guidance as how we dispatch shipments to the event. Onsite Handling Due to security, insurance and organizer policy, Inter ExpoLogistics SA for HERMES-MERKUR, is the sole official contractor for the handling of cargo inside of the venue. Please note that companies, stand builders & PR companies may make their own arrangements to deliver and retrieve goods directly to the warehouse/venue entrance. Contact Details Hermes Exhibitions & Projects Ltd. Contact: Ms. Zehavit Akerman Tel: Mobile: zehavitak@hermes-exhibitions.com 22

24 Please note these important dates: Service Door to Door Shipments ready for pick up (EEC Countries) Airfreight Shipments Deadline Monday, November 25 Monday, December 02 Arrival to Geneva Airport Shipment via Geneva Warehouse Exhibition goods - Direct Deliveries to Congress Venue Wednesday, December 04 Friday, December 06 Shipment Categories All shipments must be packed, labeled and sent according to the appropriate category. Please use only the attached labels. Please do not mix different types of shipments in one box. Categories (1) Exhibition goods - for exhibition stand only (2) Insert-for participant bag (3) Marketing/promotion material for unmanned display 23

25 Services, Delivery Address and Shipping Instructions 1. Door to Door Shipment We offer companies services from starting point to venue as part of consolidated international shipments for the congress. This will assist in reducing costs and ensuring a timely delivery. 2. Airfreight Shipments Please send all airfreight shipments to Geneva airport only. Airway Bill (AWB) must be sent prepaid and consigned to: Consignee: Inter Expo Logistics Ltd PALEXPO GENEVA CH-1218 Grand Saconnex-Geneva Att: Mr Philippe Muller for Int Parkinson Notify: CONTACT Name of Exhibitor: Stand Number: IMPORTANT!!! Please do not send any airfreight shipment unless you receive very specific instructions for invoices, packing list, etc. Documents Original AWB, BL & Proforma Invoice must be received 2 working days prior to goods arrival. The above instructions are for Airfreight Shipments only. 24

26 3. Shipment via Geneva Warehouse Warehouse Address: PALEXPO GENEVA CH-1218 Grand Saconnex Geneva Att: Mr. Philippe Muller for Int. Parkinson Exhibitor name & booth # 4. Direct Deliveries to Congress Venue Domestic Cargo / Courier Shipments / Full Load Trucks Exhibition goods will be accepted from Dec 6 Delivery Address: Inter Expologistics Ltd. PALEXPO GENEVA 30 route Francois Peyrot CH 1218 Grand Saconnex Geneva Customs Office: PALEXPO GENEVE (NCTD Code: CH006521) Courier Shipments In order to avoid delivery delays and losses, we strongly advise that you consign your goods to Inter ExpoLogistics at the address shown above. Please be sure to send us a pre-advise with the full details of the shipment: courier company, number of pieces and tracking number. Shipments will be accepted in the show site by our representative starting from the first move in date. Shipments arriving before that time will not be accepted. Delivery Terms All consignments must be sent on freight prepaid terms Customs It is the sole responsibility of the Exhibitor to ensure the products and materials they will be exhibiting are lawfully brought into Switzerland and used and displayed only in accordance with the terms and conditions governing the entry of the products and materials into Switzerland and the use of such materials in Switzerland. 25

27 Booth fitting material and exhibits can be imported duty-free on a temporary basis against either an ATA carnet or a Customs Bond which Inter ExpoLogistics can supply against payment of a bond fee. Printed matter such as catalogues for free distribution at the show can be imported duty-free. This also refers to CD-ROM catalogues. However, give-aways such as pens, lighters, T-shirts, etc. are subject to the payment of duties and VAT. So does any kind of foodstuff or alcoholic beverage. Therefore, it is advisable to contact HERMES- Inter ExpoLogistics before shipping such goods in order to obtain precise details about the charges you will have to pay. Documents Commercial invoices and packing lists (they can be combined on one document) 5-fold, indicating quantity and nature of goods, gross and net weight and value for each item shipped, as well as weight and dimensions of each package in the shipment,a separate invoice is to be made out for printed matters and give-aways. In case of ATA carnets above documents are not required. Dangerous Cargo Exhibitors need to complete a special form for dangerous goods. These forms will be provided upon request and the completed forms should reach us before shipment is dispatched. There will be surcharge of 100% for handling this kind of shipment. Insurance All goods must be fully insured with all risk coverage. Insurance can be provided upon request. We regret that we can take no responsibility for goods after delivery to the exhibitors stand regardless if the exhibitor is present or not. Heavy & Oversized Shipments A heavy and oversized shipment applies to any single exhibit in excess of 1000 kg and 5 CBM that requires the use of a forklift mobile crane for installation. Exhibitors with heavy and oversized exhibits must inform us at least seven days prior to delivery. A detailed layout should also be provided to better assist our onsite operations. 26

28 Payment Terms In order to ensure move in/out of your shipment/s, please complete and sign the attached Material Handling form/payment confirmation and return it to our attention. Please note that your signature will be used as payment guarantee based on the general tariff. Please notify Hermes - Merkur immediately about any requirements relating to invoices. All invoices must be settled by exhibitors/contractors and agents in advance of the congress. In case of non-payment of invoices, shipments will be held in storage until the invoices are paid in full. Please note that all payments should be made in EUR. Any services not outlined in the attached tariff will be quoted on an individual basis. Terms and conditions All orders are accepted exclusively on the basis of the Swiss forwarders terms and conditions (ADSp). 27

29 Handling Rates Inbound Handling Charges 1 CBM = 200 kg which is higher 1. Air Freight From free arrival Geneva airport up to free delivered booth including: Transfer from airport to the warehouse Transfer from warehouse to the show site Delivery to the booth Minimum per shipment Up to 500 kg 155 per 100Kg or part of Up to 1000 kg 125 per 100 kg or part of Airport taxes, storage, fees etc. will be calculated as per outlay Min Outlay fees + 10% for pre payment 2. Handling via Warehouse From free arrival Geneva warehouse up to free delivered booth including: Intermediate storage Shipment up to 25 kg Shipment up to 50 kg Shipment over 50 kg 95.00/ per CBM/ Min 3 CBM 3. Direct Delivery to Venue From free arrival venue up to free delivered stand, first time spotted: Shipment up to 25 kg Shipment up to 50 kg Per CBM or part of 95.00/ per CBM/ Min 3 CBM Truck 7.5 T (15 CBM/4000kg) 1, Truck 13.6M (10000kg) 2,

30 Customs Formalities Carnet ATA Temporary importation under ATA Carnet Temporary Importation Temporary importation and/or re-exportation with commercial invoice Up to 1000kg Above 1000kg For each customs tariff code Customs bond fee 0.75% CIF Value Min Permanent Importation Per shipment / per document / per exhibitor For each customs tariff code Duties & Taxes as per outlay. Fees for an advanced payment of duty & tax + 10% for pre payment Customs inspection Export document ( T-1 and T-2) 0.1% of value Min Max Special Clearances Food, beverages, pharmaceuticals etc. Available upon request 29

31 Other Charges Handling of empties (including storage) / CBM (Min 2 CBM) Forwarding commission - per order / shipment On-site representative for service / support Outbound Handling Charges The same rates will apply for outbound services. Please Note: The above rates do not include Swiss VAT that will be charged where applicable. The above rates are for services provided from Mon Fri, 08:00 17:00 Overtime surcharge (17:00 20:00) additional 50% on total move in/out charges. Overtime surcharge (20:00 08:00) additional 100% on total move in/out charges. Saturday - additional 100% on total move in/out charges Sunday & Holidays additional 100 % on total move in/out charges 30

32 Dear Exhibitor/Stand Builder/PR Company, Please complete the form below and return to HERMES via at : zehavitak@hermes-exhibitions.com Handling and Payment Confirmation Form Congress Name Exhibitor Name Stand Number Shipment Information Service requested Geneva Airport Door to Door Geneva Advance Warehouse Direct to Venue 31

33 Shipment Information Continued Shipper's Name Address Phone Number Purchase Order Number Truck Size Courier Tracking Number Airway Bill (AWB) Number Number of Pieces Weight in Kg CBM 32

34 Payment Details This is to confirm that the payment for handling the above cargo will be covered by our company. Company Details: VAT Number: Address: Phone Number: Address: Card Type: VISA DINERS MASTERCARD AMEX Credit Card Number: Expiry Date: CVC (Last 3 digits on back of credit card): Name of Card Holder: Card Holder's Signature: Please enclose a copy of both the front and back of your credit card. For payments made by credit card, an additional 2.5% service charge will be added. Only Inserts/Display materials that arrive by the deadline will be guaranteed for delivery to the Congress Venue. Any materials that arrive after the deadline date will not be delivered. We cannot guarantee services for any cargo arrival without a completed Pre-Advise form and payment confirmation. Only shipments with pre-notification and payment confirmation will be accepted. 33

35 EXHIBITION GOODS Via Warehouse Domestic Cargo / Courier Shipments Exhibitor or Company Name Stand/Booth No. (if relevant) Contact Person Mobile Phone Inter ExpoLogistics Ltd. Palexpo Genève 30 route François Peyrot CH 1218 Grand-Saconnex Geneva FOR PARKINSON 2013 Box No. of

36 EXHIBITION GOODS For the Exhibitor's Stand Only Air Freight Shipments Exhibitor Name Stand/Booth Number Contact Person Mobile Phone Inter ExpoLogistics Ltd. Palexpo Genève CH Grand-Saconnex Geneva Attn: Mr. Philippe MULLER FOR INT PARKINSON 2013 Box No. of

37 EXHIBITION GOODS For the Exhibitor's Stand Only Direct to Venue Exhibitor Name Stand/Booth Number Contact Person Mobile Phone Inter ExpoLogistics Ltd. Palexpo Genève CH Grand-Saconnex Geneva Attn: Mr. Philippe MULLER FOR PARKINSON 2013 Box No. of

38 Dear Exhibitor/Sponsor, "Hermes Merkur" has been nominated as the sole logistics agent for the International Parkinson Congress. For handling services of your congress bags inserts and display, you are kindly requested to follow the shipping instructions below: Insert Packing and Shipping Instructions Inserts and display material must be packed, labeled and sent according to the appropriate category: Inserts - Please use only the Green labels provided. Place a sample of your insert on the package itself. Display - Please use only the Yellow labels provided. Note: Please do not mix inserts/display material with other material, such as exhibition. Handling and Payment Confirmation To guarantee proper handling, please return the attached Handling and Payment Confirmation form with all the requested information. All handling fees must be paid prior to delivery via credit card. Contact Person: Mrs. Zehavit Akerman zehavit@hermes-exhibitions.com Tel: Mobile:

39 Terms and Conditions All orders are accepted exclusively on the basis of the Swiss forwarders terms and conditions (ADSp). Deadline & Shipping Information Please note these important dates: Service Deadline Address Airfreight Shipments Arrival to Geneva Shipment via Geneva Warehouse December 02, 2013 December 04, 2013 Shipment direct to venue December 06, 2013 consignee Inter ExpoLogistics Ltd. Palexpo Genève CH Grand-Saconnex Geneve Attn: Mr. Philippe MULLER for INT. PARKINSON 2013 Notify: Congress name Name of Exhibitor Stand no. Inter ExpoLogistics Ltd. Palexpo Genève 30 route François Peyrot CH 1218 Grand-Saconnex Geneva Notify: Company name for INT. PARKINSON 2013 Customs office: PALEXPO GENEVE (NCTS code: CH006521) Inter ExpoLogistics Ltd. Palexpo Genève 30 route François Peyrot CH 1218 Grand-Saconnex Geneva Notify: Company name for INT. PARKINSON 2013 Customs office: PALEXPO GENEVE (NCTS code: CH006521) 38

40 Important Notes: Only Inserts/Display materials that arrive by the deadline will be guaranteed for delivery to the Congress Venue. Any materials that arrive after the deadline date will not be delivered. Only shipments with Handling and Payment Confirmation form will be accepted. Inserts/Display Handling Tariff (Charges are based on each CBM = 200 KG which is higher) From free arrival Geneva warehouse/show site up to delivery stand: Up to 25 Kg Up to 50 kg Over 50 Kg / per CBM / Min 3 CBM Air Freight Shipment From free arrival Geneva airport up to free delivered stand: Min per shipment Up to 500 kg per 100kg or part of / per 100 kg Up to 1000 kg / per 100 kg Outlay fees + 10% for pre payment. Airport taxes, storage, fees etc. will be + 10% for pre payment Customs Clearance Permanent Importation Per shipment / Per invoice For each customs tariff code Permanent importation is subject to local customs regulations. Outlay fees + 10% for pre payment. 39

41 Important: Customs Documents Printed matter such as catalogues for free distribution at the show can be imported duty-free. This also refers to CD-ROM catalogues. Therefore, it is advisable to contact HERMES - Inter ExpoLogistics before shipping such goods in order to obtain precise details about the charges you will have to pay. Commercial invoices and packing lists (they can be combined on one document) 5-fold, indicating quantity and nature of goods, gross and net weight and value for each item shipped, as well as weight and dimensions of each package in the shipment A separate invoice is to be made out for printed matters and give-aways. In case of ATA carnets above documents are not required. 40

42 Handling and Payment Confirmation Form Congress Name Exhibitor Name Stand Number Insert Display Direct to Venue Geneva Advance Warehouse Air Freight 41

43 Company details responsible for payment Shipment Information Shipper's Name Address Phone Number Purchase Order Number Truck Size Courier Tracking Number Airway Bill (AWB) Number Number of Pieces Weight in Kg CBM 42

44 Payment Details This is to confirm that the payment for handling the above cargo will be covered by our company. Company Details: VAT Number: Address: Phone Number: Address: Card Type: VISA DINERS MASTERCARD AMEX Card Holder's Signature: Please enclose a copy of both the front and back of your credit card. For payments made by credit card, an additional 2.5% service charge will be added. We cannot guarantee services for any cargo arrival without a completed Handling and Payment confirmation form! Credit Card Number: Expiry Date: CVC (Last 3 digits on back of credit card): Best regards, Hermes - Merkur Name of Card Holder: 43

45 INSERTS Via Warehouse Domestic Cargo / Courier Shipments Exhibitor or Company Name Stand/Booth No. (if relevant) Contact Person Mobile Phone Inter ExpoLogistics Ltd. Palexpo Genève CH Grand-Saconnex Geneva Attn: Mr. Philippe MULLER FOR PARKINSON 2013 Box No. of

46 INSERTS For Congress Bags Air Freight Shipments Exhibitor or Company Name Stand/Booth No. (if relevant) Contact Person Mobile Phone Inter ExpoLogistics Ltd. Palexpo Genève CH Grand-Saconnex Geneva Attn: Mr. Philippe MULLER FOR PARKINSON 2013 Box No. of

47 INSERTS DIRECT TO SHOWSITE Domestic Cargo / Courier Shipments Exhibitor or Company Name Stand/Booth No. (if relevant) Contact Person Mobile Phone Inter ExpoLogistics Ltd. Palexpo Genève CH Grand-Saconnex Geneva Attn: Mr. Philippe MULLER FOR PARKINSON 2013 Box No. of

48 Marketing/Promotional Material For Congress Unmanned Display Via Warehouse Exhibitor's Name Contact Person Mobile Phone Inter ExpoLogistics Ltd. Palexpo Genève CH Grand-Saconnex Geneva Attn: Mr. Philippe MULLER FOR PARKINSON 2013 Box No. of

49 Marketing/Promotional Material For Congress Unmanned Display Air Freight Shipments Exhibitor's Name Contact Person Mobile Phone Inter ExpoLogistics Ltd. Palexpo Genève CH Grand-Saconnex Geneva Attn: Mr. Philippe MULLER FOR PARKINSON 2013 Box No. of

50 Marketing/Promotional Material For Congress Unmanned Display DIRECT TO SHOW SITE Exhibitor's Name Contact Person Mobile Phone Inter ExpoLogistics Ltd. Palexpo Genève CH Grand-Saconnex Geneva Attn: Mr. Philippe MULLER FOR PARKINSON 2013 Box No. of

51 SECTION 10: Official Contractors Order Forms Most of the technical & other services needed for your stand (electricity, fire insurance, internet, audio-visual and computer equipment-for exhibition stands only, telecommunication, rigging, stand cleaning and parking permits etc.) are supplied by the venue and have to be ordered on-line in the Palexpo Shop: (FOR AUDIO-VISUAL FOR SYMPOSIUM, please check the symposia technical manual.) Please see PALEXPO Shop instructions below. For any questions regarding the Palexpo Shop or Palexpo services, please contact: Isabelle Gremaud Exhibitors Contact Palexpo SA Case postale 112 CH-1218, Grand-Saconnex Geneva, Switzerland Telephone: Fax: PALEXPO Shop Instructions An account has been created for you from the organiser s database and you can thus log on with the following identifying details: 50

52 Sign In: a. Your address (do not create a new account!) b. Password: a system-generated password sent to you by on your 1st access c. Your stand number a. Enter your address b. Password: select Send password to my on 1 st access and/or enter your password c. Continue Stand Selection: a. Enter your stand number + Continue Exhibitor Portal: Shop for Services Click on Shopping Cart to place your orders Select services from menu on the left and click, complete form on the right Early-bird tariffs Note: complete the DAY field whenever it appears next to Quantity! For Parkinson 2013, indicate 3 (for the 3 exhibition days, December 9 11) Deadline for early-bird rates is November, 07, Orders placed after that date will be invoiced at the standard rate, which is 20% higher. If you save your orders as drafts, remember to confirm them prior to November, 07,

53 Access to the Shop The Shop is open to Existing Users only. If you wish to give access to the Shop to another staff member or to your stand contractor, please supply their details to Mr. Robert Nesbitt at: so an account can be created for them (for staff member, address only; for stand contractor, full details). Please note that the person who places the order will be the person invoiced and no orders can be invoiced to a third party. 52