E xh i bi ti on Gui de

Transcription

1 E xh i bi ti on Gui de The Event Europe's leading e-infrastructures: EGI, EUDAT, GÉANT, OpenAIRE and the Research Data Alliance (RDA) Europe, invite all researchers, developers and service providers for three days of brainstorming and discussions at the Digital Infrastructures for Research 2016 event (28-30 September 2016), hosted by ACC Cyfronet AGH, Kraków's academic computing centre. The Venue The DI4R 2016 event will take place at the AGH University of Science and Technology, Kraków, Poland, in two venues: Venue 1 AGH University of Science and Technology Building U2, Conference Center Reymonta 7, Kraków, Poland. Venue 2 AGH University of Science and Technology Building D17, Department of Computer Science Kawiory 21, Kraków, Poland. The The exhibition section will be located in the Venue 2, nearby a very high visibility area of the venue such as the coffee break and lunch zones and will last from Wednesday 28th to Friday 30th according to the following schedule: Wednesday Thursday Friday 9:00 18:00 9:00 18:00 9:00 15:00

2 Booth Information booths of 6 square meters (3m x 2m) are available only for DI4R Organisational Sponsors and cost 500 for the full duration of the exhibition. It is not possible to hire a booth for just one day, or any other fraction of the exhibition. The price does not include individual passes. Attendants of the booth will have to register separately to attend the event. All booths should be constantly attended by a person in charge. The organizers are not responsible for any damage, loss or other similar event that will occur during the exhibition. The booth fee includes: Aluminum frame 2.5 meter high (roof not included) Side and back white aluminum panels 2.5 meters high by 1 meter wide Fascia board 28 cm high Lettering on fascia board in regular letter and one color 2 spots lights of 100 watt Electricity box with 3 sockets One square table and two chairs Basic cleaning Any other additional technical equipment not listed here (i.e.: info desk, folder rack, laptop, LCD TV screen, projector, etc.), if needed, should be preferably ordered in the same order form and additionally charged. Payment for all extra equipment should be done together with the booth rental fee. Should the need for extra equipment arise in a later moment, please be aware that another form must be filled in and an additional payment should be issued. Booking To rent a booth, please fill in the attached form and send it by mail to: di4r@cyfronet.pl by August 1st, This is valid as expression of interest. Confirmation of booking will be sent only after the payment has been received. Booth assignment is made on the first come first served basis. Payment Terms 100% of the total amount must be paid upon signature of the contract and not later than August 8th, Receipt of payment will be issued and delivered upon request. Should the exhibitor not observe the terms of the contract, the Organizers may cancel the reserved space and rent it to another exhibiting company without being obliged to reimbursement. Payments Payments can be made by bank transfer to: ACC Cyfronet AGH Bank Name: BANK PEKAO S.A. Bank address: SZPITALNA 15, KRAKOW, POLAND IBAN: PL BIC/SWIFT: PKOPPLPW Any enquiry regarding payments and receipt of payment should be sent to di4r@cyfronet.pl. Cancellation Policy From the organizers: The Organizers may modify or cancel the exhibition if unforeseen circumstances happen. In the event of cancellation, the Organizers will reimburse to the exhibiting company the 100% amount paid. From the exhibiting company: In the event that the exhibiting company cancels its participation in the confe rence, the exhibiting company must notify the Organizers in writing. Cancellations reimbursement: o Before August 8th, 2016: 50% of the total amount will be refunded. o After August 8th, 2016: no reimbursement will be made.

3 Delivery / Storage of materials All goods to be exhibited, if needed to be sent in advance, shall arrive at the DI4R 2016 venue not earlier than September 23th, Upon arrival, the exhibitors should find them in the assigned booth or, if not, should refer to the conference reception desk. Goods should be clearly labeled with the DI4R 2016 mark, the exhibitor name, the assigned booth number, the referent person of the booth and a contact mobile number. During the exhibition, empty cases and boxes should be accurately stored in the booth without interfering with the surrounding areas. Should extra space for storage be needed, please refer to the venue reception desk. Shipping Address: Robert Pająk Akademickie Centrum Komputerowe CYFRONET AGH ul. Nawojki Kraków Poland , ext. 312 Mounting/Dismantling/Shipping Back Booths will be ready by Wednesday 28th, 2016 at 8:00. Mounting can take place from 8:00 to 9:00. Goods shipped in advance will be found in the assigned booth. DI4R 2016 Organizers reject any liability for material not arrived or not found due to incorrect addresses. Dismantling must finish at 15:00 on Friday, September 30th, The venue cannot keep any boxes in storage after the tear down of the exhibition. DI4R 2016 Organizers will not be responsible for any item or material that has not been removed once the event is finished. At the end of the exhibition, no material should be left in the booth. Any material left in the booth after the exhibition will be considered as trash to be thrown away. DI4R 2016 Organizers are not responsible for shipments and/or returning of the goods. Exhibitors should consider the organization of shipment/delivery in advance and prior to closing of the exhibition.

4 B o o ki n g and C ontra c t For m Fo r a n E xh i b i t i on B ooth a t DI4R To book a booth, please fill in the form and send it (.pdf) to di4r@cyfronet.pl. This is an Expression of Interest and is already a commitment. Please note that the form is compulsory and should be sent by August 1st, The booth will be confirmed upon receipt of payment. We would like to exhibit during the DI4R 2016 conference in Kraków, Poland: Stand No.:... Stand rental period: September 2016 Company name (for fiscal purposes):... Address:... Zip Code:... City:... Country:... Company EU VAT Number..... Contact person (referent for the booth): Phone:..... Mobile:... Fax: Company/Project name (for nameplate/fascia board): Item Sponsorship booth Quantity Price* Subtotal 500 EUR Additional equipment** Info desk 100 x 50 cm, height 100 cm 35 EUR Info desk curve 150 x 50 cm, 1/4 wheel, height 100 cm Extra chair 25 EUR Bar table Bar stool 35 EUR Folder rack Carpeting 2m x 3m 100 EUR Hanger 10 EUR Rubbish bin 10 EUR

5 LCD TV Full HD EUR Laptop 220 EUR Projector 450 EUR Total Amount Due Companies seated in Poland can make the payment in PLN. The VAT 23 % will be added to all the prices above. For exact prices in PLN, please contact di4r@cyfronet.pl *VAT reverse charge. According to the Article 31a, par. 3e of "Council Implementing Regulation (EU) No 1042/2013 of 7 October 2013 amending Implementing regulation (EU) No 282/2011 as regards the place of supply of services. For entities which do not have the EU VAT number, the Polish VAT 23 % will be added to all the prices below. **For these (or other, not listed here) items quotation and availability kindly send an with a request to di4r@cyfronet.pl INVOICE AND PAYMENT Undersigned declares that the sum of EUR..., representing 100% of the total amount has been paid / will be paid by August 8th (please indicate the case and, in case, attach the receipt). TERMS AND CONDITIONS The undersigned has read and accepted the terms and conditions of booking and payment without reservation. Upon request to the referent administrative person, a receipt of payment will be issued and sent. DATE & PLACE:... AUTHORIZED REPRESENTATIVE SIGNATURE:...