Exhibition Manual. INsig2 LawTech Europe Congress (LTEC 2016) November 7-8, Management Centre Europe, Rue de L'Aqueduc 118, 1050 Brussels

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1 Exhibition Manual INsig2 LawTech Europe Congress (LTEC 2016) November 7-8, 2016 Management Centre Europe, Rue de L'Aqueduc 118, 1050 Brussels KEY INFORMATION Deadline to submit customised stand designs Monday 16th October 2016 Exhibition set-up date Sunday 6th November :00 18:00 Exhibition opening hours Monday 7th November :00 18:00 Tuesday 8th November :00 15:30 Dismantling of stands Tuesday 8th November :30 20:00 Recommended stand builder Atelier 3D 38 Rue Jean Jacquet 1081 Brussels, Belgium Contact: Robert Lefort Tel: or Fax: Congress venue Management Centre Europe Rue de L'Aqueduc 118, 1050 Brussels - Belgium Contact: Laurent Soares lsoares@mce.eu Tel: General event organiser E-Discovery Europe s.r.o. Husinecka 903/10 Praha Czech Republic Contact: Frederick Gyebi-Ababio fred@e-discovery-europe.com Tel:

2 GENERAL INFORMATION Arriving by Plane Airport: Zaventem Airport MCE offers you the possibility to reserve your personal pick-up service at the price of a normal taxi. If you reserve this service now, your driver will be waiting for you upon your arrival at Brussels Zaventem airport. Fares are payable directly to your driver (credit cards accepted). All you need to do to is fill out and submit the Airport Taxi Collection Booking Form, at least one working day before your pick-up date. A confirmation will be sent to you as soon as your booking has been processed. Airport: Charleroi Airport There is a shuttle service that takes you from this airport to the centre (Gare Du Midi). The shuttle costs about EUR 14 single and takes about 55 minutes to arrive in the centre. You can book it from here. When you arrive at Gare Du Midi you can take a taxi from there straight to MCE. It takes about 15 minutes. Arriving by Train Stations: Brussels Midi/Zuid or Brussels Central Timetables & Reservations: From these stations to MCE, it takes about 15 minutes by taxi or 20 minutes by public transport. Parking Reservation Limited parking is available at the back of the MCE building at n 15 rue Armand Campenhout. Please contact MCE at least one week in advance to reserve your parking space. Please use this link; Car Park Booking Form. FLOORPLAN (Subject to Change) 2

3 EXHIBITION FLOOR INFORMATION Access to the venue Entrance for trucks Please contact the official freight forwarder to coordinate the arrival of trucks as unloading space is limited. Access to the exhibition area The delivery and removal of materials and goods for the exhibition stands is allowed only by the official freight forwarder and their local agent. Important note: Companies which are bringing their own goods should contact the official freight forwarder to coordinate their arrival and the use of the loading bay, the goods entrance and the freight lift. Ceiling Height Exhibition Area The maximum height for stand builds is 2,5 m. Exhibitors are NOT permitted to: Erect or use names or trade marks which may be misleading or cause hindrance to the exhibitors at the other stands or to the congress visitors Drill, screw or nail the walls, pillars, ceilings or floors of the exhibition areas Place any heavy loads either on the structure of the walls and pillars or any of the technical installations of the halls due to decoration or the objects on display Hang advertising from the ceilings of the hall or to affix stand parts, posters or other promotional material to walls, girders, etc. of the venue Dig trenches, anchorages or to make other structural alterations Paint or glue, in any way or part of the exhibition area Place articles to be exhibited in a manner, which, in the organizer s opinion, affects or hinders neighboring stands, e.g. as regards the visibility of the neighboring stands Liability for rented equipment Exhibitors accept full responsibility for all rented equipment, such as standard exhibit stand construction, furniture and carpet, AV and computer equipment etc. The exhibitor will be charged for any loss of or damage of rented equipment. Storage of empties No refuse (e.g. empty cartons, crates or shipping/packing materials) may be left behind in your booth or in the aisles. If any exhibitor or his contractor(s) leave such materials behind, the costs of removing will be charged to the exhibitor. Please contact the official forwarder for handling and storage of your empty crates and other packing material through the duration of the exhibition. Surveillance and security Valuable objects, which may easily be removed, should be locked away during the night or whenever the stand is left unattended. The Organizer accepts no responsibility for goods stolen from exhibits. EXHIBITION ITEM RENTAL & SERVICES Extra items that are not provided as part of your exhibition/sponsorship contract can be ordered directly from the recommended stand builder (Atelier 3D). 42"Flat screen TV with DVD player: 280 (if not part of contract) For actual company logos (in colour) on facia boards, there is a charge of

4 For exhibitors that have a Basic Shell Scheme like the example below as part of their sponsorship contract, these are the items that would be included; Basic shell-scheme stand construction: white aluminium frame, white panels, height 2,5m 1x Fascia board: company name (Black Text), max. 20 characters (name only, not logo!) 1x Grey carpet 4x Spotlights (6 spotlights for a 6m x 3m space) 1x Electrical multi-plug at booth 1x Waste basket 1x Counter 1x Round table 80 cm diameter 2x Chairs (4 chairs for a 6m x 3m space) For exhibitors that would prefer to purchase a more Customised Stand like the example below, please contact Atelier 3D (our recommended stand builder) for a quote as soon as possible. 4

5 OFFICIAL FREIGHT FORWARDER KRISTAL bvba have been appointed by the organizer as the official freight forwarder and customs clearance agent. It is their duty to ensure exhibits arrive on time and in good condition for the opening of the exhibition. This manual will assist you in your preparation for the correct and timely dispatch of exhibits to Brussels. Please follow these instructions closely. The range of services provided by Kristal include: Transportation, national and international Temporary and permanent customs clearance On-site handling, labor and forklifts Labeling, removal and storage of empty boxes and crates, return to stand upon closure of the exhibition. Accessible storage for brochures and give-away items during the event On-site assistance & supervision If you use your own transport company to pick-up your goods after the exhibition, please note that all goods not evacuated on 8 th November at will be collected by Kristal. All costs incurred will be charged to the exhibitor. Consigning Instructions AIR FREIGHT AWB consigned to: Kristal Brucargo 829a, 1830 Machelen - Belgium Tel: +32 (0) Airport of destination: BRUSSELS (BRU) Notify: Ref: INsig2 LTEC 2016 (fred@e-discovery-europe.com) and include the exhibitor name and stand number Goods to reach by: 2 nd November 2016 for EU goods 28 th October 2016 for NON EU goods ROAD FREIGHT and COURIER shipments to the advanced warehouse Consigned to: Kristal Bedrijvenzone Machelen / Cargo Building 829a, 1830 Machelen - Belgium Tel : +32 (0) Reference : INsig2 LTEC 2016 Name Exhibitor / Stand nr Goods to reach advanced warehouse not later than 3 rd November 2016 Because of temporary Import Bonds for goods from outside EC, we discourage the use of Couriers to ship any material directly to the booth at the show site. Courier companies will not be able to clear your goods and will have difficulties to deliver your goods in time. To avoid this, it is advisable to consign the goods to the advanced warehouse address. You will be liable for customs and handling charges but this ensures your goods are delivered to your stand on time. 5

6 Pre-Shipping Notification Full details of dispatch together with copies of invoices, AWB, and tracking number have to be sent upon departure to Kristal by to and Documentation for non-eu Shipments Commercial invoices (5-fold) prepared into a form of packing list with values of each item, description of the goods, measurements in cm, gross & net weight in kg, showing exhibitors name and stand number, addressed to INsig2 LTEC 2016 c/o Kristal, Brucargo 829a, 1830 Machelen, Belgium. Case Marking All cases must be clearly marked/stenciled on two (2) sides with the following information: Exhibitor Name: INsig2 LTEC 2016 Stand Number: Insurance It is the exhibitor s responsibility to ensure that his goods are covered by a comprehensive marine insurance policy, which covers the goods at all times i.e. from premises to stand, duration of exhibition and return to premises. On written demand, Kristal or their agents can arrange this for you. Return Transport Kristal will contact all exhibitors separately on-site to organize the return of the goods to point of origin or other designated destinations. Terms & Conditions of Trading All business is undertaken by owner s risk. Tariffs are calculated using current freight and exchange rates. Any major fluctuation in either between now and work-date will be reflected in our final invoice. The contract with Kristal bvba or their agents implies acknowledgement and acceptance of Kristal bvba conditions of trading. Terms of Payment Payment is due on presentation of invoice unless otherwise agreed in writing with Kristal bvba or their agents. In all other cases on-site charges billed at the exhibition will require immediate payment by cash or credit card. Any disputes or queries relating to invoices originating from this office should be notified to Kristal bvba within seven days of invoice date. 6

7 Freight and Handling Charges Road Freight & Courier shipments Deliveries via advanced warehouse Unloading truck at warehouse, storage, and transfer from warehouse to delivered booth or return. Handling rate groupage shipments Euro 55,00 per cbm Minimum Euro 85,00 Handling rate courier shipments up to 50 kg Euro 85,00 Air Freight From arrival airport, terminal handling, transport to exhibition area, delivery to booth or return from booth to airport Handling rate Euro 0,65 per kg Minimum Euro 130,00 per consignment / exhibitor Terminal handling Euro 0,12 per kg Minimum Euro 60,00 Additional charges Customs clearance for goods outside EC Euro 85,00 per method of entry Temporary, definitive, ATA, or re-export Temporary bond fee (valid 30 days) Euro 1,00 % on value Minimum Euro 60,00 Storage empty cases Euro 53,00 per cbm - minimum 2 cbm Administration fee Euro 55,00 per consignment Above charges do not include: VAT & duties Customs inspection charges Import licences Overtime surcharges: Week after 18.00: + 30 % Sundays: + 30 % 7

8 Freight Forwarding Label INsig2 LTEC 2016 Booth Items Ship To: KRISTAL, BRUCARGO 829A, 1830 MACHELEN - BELGIUM Att. Johan Hollaender Tel : Shipper: Booth Number: 8

9 Bag Inserts Label ( Arrival Deadline: 3rd November 2016) Inserts need to be shipped on a DDP basis (free delivered, cleared, duties paid). A commercial invoice needs to accompany the goods. INsig2 LTEC 2016 Bag Inserts Ship to: KRISTAL BUSINESS PARK MACHELEN / BRUCARGO BUILDING 829B B MACHELEN, BELGIUM Att. Lieve Myvis Tel: +32 (0) Shipper: Description of insert: Quantity shipped: 9