Technical guidelines for the exhibitors in the»meetings Services Spot«and»Incentive Valley«

Transcription

1 Technical guidelines for the exhibitors in the»meetings Services Spot«and»Incentive Valley«1. General organization information The exhibitor must ensure that this information is communicated to all staff present at the exhibition space during the preparations for the trade show as well as during the event. 1.1 Trade show venue The Conventa trade show will take place at the GR - Ljubljana Exhibition and Convention Centre, Dunajska cesta 18, SI-1000 Ljubljana ( Detailed information about the location can be found here. Trade show will be held in the Marmorna Hall and Marmorna Hall Foyer on ground floor. 1.2 Set-up and dismantling of the exhibition stands Tuesday, 17 January Setting up exhibition stands (for exhibitors) and preparations for the trade show Wednesday, 18 January Setting up exhibition stands (for exhibitors) and preparations for the trade show Thursday, 19 January Dismantling of the exhibition stands

2 1.2 Official programme Please check for the latest programme updates at Conventa website ( Tuesday, 17 January IMEX-MPI-Future Leaders Forum Student's workshop - GR Welcome reception Grand Hotel Union Wednesday, 18 January Registration and setting up exhibition stands (for exhibitors) Coffee / tea with hosted buyers One2one Meetings Lunch 14:20-17:00 One2one Meetings 19: Conventa networking dinner, CD Congress Centre Ljubljana 22:00 - After party, Club CD Thursday, 19 January Coffee / tea with hosted buyers One2one Meetings Lunch 14:20-17:00 One2one Meetings Dismantling of the stands 2. Getting there 2.1 Entry and registration Entry to the event will be possible as follows: - exhibitors will receive their name badges at the Registration desk at the GR on Tuesday afternoon or at the Welcome Reception in the Grand Hotel Union on Tuesday evening or at GR on Wednesday morning 2.2 Material deliveries (by car) Deliveries for exhibition stands are possible on (use delivery entrance at the GR - Ljubljana Exhibition and Convention Centre, Dunajska 18): - Tuesday, 17 January from to Wednesday, 18 January from 7.30 to 9.00

3 Outside the above timeframes, additional materials can only be brought through the exhibitors' entrance (through Marmorna hall). 3. EXHIBITION STANDS 3.1 Exhibition stands The Conventa organizers strive to organize the trade show according to the principles of sustainable event management. Exhibition stand construction is therefore made of natural material, which have been used and will be reused also for the future events. We have got a very positive feedback from exhibitors as well from the hosted buyers at Conventa in the past years. We hope that you will enjoy the positive atmosphere created for business meetings. We would like to invite you to set-up your exhibition stand in line with the Conventa image. Please note: promotional roll-ups will not be allowed at the stands. Samples of the exhibition stands in the Meetings Services Spot and in Incentive Valley: 3.2 What is included Exhibition stand in the Meetings Services Spot and in the Incentive Valley - 2 walls, each of 200 x 250 cm - counter, made of wooden crates (if you don't need the counter or/and walls, please inform us) - 2 chairs - standard name board size 33 x 100 cm and the number of exhibition stand - registration fee for two representatives at Conventa and all social events - electricity power outlet of 220 V - Wi-Fi - Daily cleaning Each of two walls can be used for promotional materials. The available surface is 148 x 148 cm. Please note that there will be a name board and the number on one of the walls provided by the Organisers.

4 3.3 Printing of the images Stand number (dimensions 50 x 33 cm) and the name of exhibitor (dimension 100 x 33 cm) printed to the cardboard is included in the price of the stand rental. We would like to suggest you to use the same materials for printing the images of your offer. You can also use your own materials, following the dimensions bellow. Upon additional payment we offer: Print of small photos, dimensions 50 x 33 cm, price: 10 EUR + DDV Print of bigger photos, max. dimension 80 x 80 cm, price: 50 EUR + DDV Orders for the printing of the images should be addressed to exhibitor@conventa.info no later than January 5, Organisers will issue the pro-forma invoice and give you the ftp. address to upload your images. 3.4 Exhibition layout The layout will be set by the organizer. Before assembly works begin, the exhibition spaces will be marked with the standard banners and the staff at the Conventa reception desk will provide directions to your allotted space. Exhibition layout will be available at the Conventa website Regulations regarding the fittings of the exhibition space Construction frames, installations, equipment, decorations and demonstrations at the exhibition space must not diminish the general appearance of the Conventa trade show, and should not be extended outside the allotted space, and no sound, lighting or other effects may be used which might disturb other exhibitors. The organiser reserves the right to make corrections to the exhibition space if it diminishes the general appearance of the Conventa trade exhibition. 3.7 Disassembly and removal of exhibits Disassembly of the exhibits and exhibition spaces begins immediately after the closing of the Conventa show on 19 January 2017, from to Disassembly of the exhibition space is allowed only after exhibits are removed, or sooner if this is necessary in order to remove the exhibits. The exhibitor or contractor in charge of the exhibit space is required to remove all promotional materials after the trade show. Any materials left on the stand past may be destroyed.

5 4. Additional technical services 4.1 Technical services Exhibition stands are equipped with the electricity and access to the wireless internet. For any additional technical services please contact the organisers or the registration desk during the event. 4.2 Sending materials in advance Materials can also be sent in advance to the following address: GR - Ljubljana Convention and Exhibition Centre Ms. Tina Bizant (for Conventa) Dunajska cesta 18, SI-1000 Ljubljana Slovenia Please write the exhibitor s name on the package. If received by Tuesday 17 January 2017, materials will be delivered to your stand by Conventa staff. 5. Parking Exhibitors are advised to use public parking spaces behind the GR buildings. The lot may be accessed via Valjhunova Street. The price of these parking spaces is app. 3,5 EUR per day. Other available and payable parking spaces are situated along Vilharjeva, Železna, Linhartova, Valjhunova and Dunajska streets (all approximately 500m from the fairgrounds). 6. Transfer from hotels to Convention centre Transfer will be organised for exhibitors, which have made a reservation in the official Conventa hotels. Transfers will be organised on 18 and 19 January Detailed schedule will be available at the Conventa website 7. Hotel accommodation In cooperation with the partner hotels Conventa offers special rates for exhibitors. List of hotels with prices are available here. 8. Contacts Name Responsibility Phone Ms Natalija Bah Čad GO.MICE Exhibition manager / Ms. Tina Bizant GR Venue manager /

6 We wish you a successful work at the trade show! Sincerely, Slovenian Convention Bureau GO.MICE / Toleranca Marketing GR Ljubljana Exhibition and Convention Centre