GENERAL INFORMATION FOR PARTICIPANTS

Transcription

1 GENERAL INFORMATION FOR PARTICIPANTS International Whisky Festival / Whisky Live Leiden 2009 Opening hours: Friday November 13th 2009 from (VIP session) from Saturday November 14th 2009 from from Sunday November 15th 2009 from (trade only) from Location/Where: Pieterskerk te Leiden Kloksteeg 16 NL-2311 SL Leiden The Netherlands Tel Set up: Set up and stand decoration: o Thursday nov.12 th from , unless you have made other arrangements. o Friday nov. 13 th from unless you have made other arrangements. Dismantling: o Dismantling is not allowed before the end of the festival o By Sunday night the church has to be empty. o Please note: Stand walls set up by the organization team will be dismantled starting at 19:00 Sunday night. Please make sure your stand is cleared by this time. Lifts and trolleys inside the church: It is NOT ALLOWED to use your own lifts or trolleys inside the church. o A forklift and driver from the church will be available during set up and dismantling. He will bring your materials to your stand. o The church is also a monument so any damage to the church due to not following these instructions will be charged to the exhibitor at full cost of repairs. Security: Security will be available from Friday afternoon till Sunday night. During the festival we will do our best to protect your property. However, the organization is not responsible for vehicles, goods, damage, loss or theft. Neither are we responsible for any transactions between customers and other third party transactions that take place during or after the festival. Please follow security staff instructions. Page 1/from6 BTW nr.: NL B.01 K.v.K. nr.:

2 Loading unloading and parking: Due to the fact there is not much parking space available around the church, we kindly ask your co-operation, to make loading and unloading possible for all exhibitors. The security staff will be coordinating this, please follow their instructions. Under police instructions no vehicles are allowed to park around the church. Only during loading and unloading times. After unloading we ask you to remove your vehicle ASAP so the next exhibitor may unload. Parking is available at the Haagweg parking lot. Please make sure everyone working with you is aware of all instructions. We thank you in advance for your cooperation in making this run as smoothly as possible. Please go to for directions to parking lot Haagweg. A shuttle is available from the parking lot to the church or Leiden city centre on: Thursday, Friday and Saturday from and Sunday from Telephone number shuttle service You can purchase 24 hour parking tickets either via the festival organization for 5 euro, excl. 19% VAT or at the parking lot Haagweg for 7 euro. WE KINDLY ASK YOUR CO-OPERATION DURING LOADING AND UNLOADING. Stand design: If you are building your own stand then you must submit your plans/designs to the organization for approval at least 3 weeks before the festival begins. All plans should be sent to: Frans van der Geest, Badhuisstraat 73, NL 4381 LP Vlissingen, The Netherlands, or frans@whiskyfestival.nl. You must submit your floor plan in duplicate. We need 1 for the organization and 1 for the fire department. Please indicate the measurements of your stand clearly (height, length and width). Instruction stand building:: Row stand : Front must be completely open. Corner stand : Must have 2 sides open Head stand : Must have 3 sides open Isle stand : Completely open. All aisles must be open. No building allowed. Staff at your stand: During opening hours, including the trade session, staff must attend all stands. Sublease a part of your stand: It is not allowed to sublease your stand, or a part of your stand to a third party, without written permission from the organizers. Please send all requests to the festival secretary, no later then 1 month before the festival begins. Electricity: All stands will be supplied with 1 wall plug (maximum capacity Watt). If you need more power at your stand, please contact Frans van der Geest a.s.a.p. Costs for the use of extra electricity will be invoiced to the exhibitor. Internet connection: It is possible to order an internet connection at your stand. Costs 75,-- excl. VAT per connection for the whole festival. Page 2/from6 BTW nr.: NL B.01 K.v.K. nr.:

3 Exhibitor entrance tickets Like the years before we will issue all exhibitors and their staff bracelets. Each day has a different colour. Please be sure everyone wears the appropriate bracelet for the day. The bracelets ensure free entrance and free use of the toilets. Entrance tickets for guests of your company: Special entrance tickets can be ordered from the organizers. Please order these tickets via the Order form. There are 3 different entrance tickets: 20 excl. VAT per card. Valid for 1 normal session, not valid during the Friday afternoon session. 55 excl. VAT per card. Valid during the Friday afternoon session, includes entrance + buffet + 20 Drams. 35 excl. VAT per card. Valid during the Friday afternoon session, includes entrance + buffet. The sale of whisky - or gift giving: Dutch law forbids including miniatures the sale of bottled whisky, during the festival. It is also forbidden to give whisky as a gift. Any violations of Dutch law charged to the organization will be charged back to the exhibitor/person responsible. Sale of products: Sales of non-alcoholic products are allowed during the festival. Participants are not allowed to display and or sell goods (products), which are not, mentioned in the Participation Form. The sale of high percentage alcohol is strictly forbidden, in any form. The organizers have the right to forbid the sale of certain products. Brochures/flyers You are allowed to distribute an advertising brochure via your stand, or in front of your own stand. Via permission given by the festival organizers it is possible to distribute flyers, magazines or brochures on a wider scale at the end of the festival near the exit door. Dram: The Dram is the only currency at the Festival; it is not allowed to take cash from the visitors. Visitors can buy Drams at the organization stand. Using one or more Drams visitors pay exhibitors for more exclusive whisky s. Rate of exchange: 1 Dram = 1 Euro. Visitors can change unused Drams into Euro s again before leaving the festival. Exhibitors are allowed to ask certain Drams for more exclusive whisky s. A good rule to go by: Bottle shop selling price (in the Netherlands) till Є 50, for free. Bottle shop selling price (in the Netherlands) from 50 till 70: 1 Dram Bottle shop selling price (in the Netherlands) from 70 till 90: 2 Drams For every 20 extra, it is allowed to ask 1 Dram more. Each exhibitor has to inform the organization up front: The names of the different whisky s available at their stand The number of whisky s free of charge at their stand. The number of Drams visitors have to pay for exclusive whisky s. Page 3/from6 BTW nr.: NL B.01 K.v.K. nr.:

4 Each exhibitor will receive an envelop via the organization. We kindly request you to count all Drams and make 10 note bundles. Balance Drams: At the end of the festival we will settle the amount of Drams in the following way: 75 % for the exhibitor 25% for the festival organisation Value of 1 Dram equals 1 Euro incl. 19% VAT. It is possible to credit the total amount to your account, or to pay out in cash. Smoking: Smoking is strictly prohibited in the Pieterschurch. For those who like to smoke, a special tent is built in front of the church. Please follow the signs in the church. Catering: o Staff of the Pieterskerk is in charge of the catering during the whole event. o Coffee and tea is available for exhibitors, stand builders and their staff during the set up of the festival. o Via the organization each exhibitor will receive coupons for coffee and tea during the festival hours. Please indicate your number of staff correctly on the form. Prize draw: Visitors who ordered entrance tickets via our website are eligible to win nice prizes. So far we have some crossings to Scotland with DFDS. If your company would like to give a prize, please inform us via info@whiskyfestival.nl. The name of your company will be mentioned on our website. Buffet during Friday afternoon session: Just like last year there will be a buffet for the visitors. Each exhibitor will receive 2 vouchers for this buffet (price is included in your stand price). You can order extra vouchers for this buffet. Price 15 excl. VAT per voucher. Please fill in order form and return it to us in time. Places to eat near the Pieterskerk: The below mentioned restaurants are in walking distance of the church: Restaurant Het Prentenkabinet, Kloksteeg 25, 2311 SK Leiden (opposite the church). Tel or fax Restaurant De Malle Jan. Please make your reservation up front North End Pub, tel Please make your own arrangements (time, number of visitors, menu, etc.) and inform them you have to work at the festival, so you have only a little time to eat between two sessions. Lunch on Friday and Sunday: Via a special form you can order lunch boxes for your staff. Staff of the Pieterskerk will deliver the lunch boxes to your stand on Friday and Sunday. Costs per lunch box 10,-- excl. VAT. We have to order these lunch boxes, so please respond in time via the order form. Page 4/from6 BTW nr.: NL B.01 K.v.K. nr.:

5 Waste / litter: Together we will produce a lot of litter during the festival. Due to strict environmental rules the handling costs for trash is expensive. One of our staff members will take care of all trash after every festival day. We kindly ask you to separate paper and cardboard and the rest of the material (plastic, food, etc.) Please flatten your empty boxes, and pile them up. Cardboard and paper: o Whisky boxes. Visitors like to take them home. Please bring nice empty boxes to the side of the cloakroom during the festival. Empty whisky boxes will be displayed there, and given away to visitors as they are leaving the festival. In this way we can recycle. o Please flatten your empty boxes, and pile them up. Place them outside your stand after each session. Glass: o Empty bottles: please place them in front of your stand after each session. Other: o Plastic, food, etc. please collect in a plastic bag. Place closed bags in front of your stand after each session. Cancellation: Before October 13 th : 50% of the total rent for the stand. After this period 100% of the total rent for the stand. Payments for stands: All payments for stands have to be made before the start of the festival Friday afternoon. Responsibility: During the festival the organizers will do their utmost, to protect your property. However the organization accepts no responsibility for vehicles, goods, damages, loss, theft, neither for transactions between participants and third parties, which took place during or after the festival. Participants are not allowed to display and or sell goods (products), which are not mentioned at the Participation Form. The sale of bottles of whisky, also miniature bottles is strictly prohibit, see else were in the regulation. Sublease your stand, or a part of your stand is not allowed without written permission of the organisers. Order forms Will be supplied by normal post and via . It is possible to down load these order forms via our web site In case of calamities during the festival: Please contact one of us Frans van der Geest Wouter Wapenaar Jeanny Rutten Via the organization stand you can find us at all times. Page 5/from6 BTW nr.: NL B.01 K.v.K. nr.:

6 Questions, enquiries and problems: Please not we all have our own tasks in organising the festival. o All questions concerning stand building, logistics: Frans van der Geest GSM Badhuisstraat 73 NL-4381 LP Vlissingen The Netherlands Tel Fax frans@whiskyfestival.nl o o All questions about participation, whisky, web site, drams, general affairs: Wouter Wapenaar GSM wouter@whiskyfestival.nl Miriam den Hertog miriam@whiskyfestival.nl Westeinde 23 (secretariat) NL-2371 AS Roelofarendsveen The Netherlands Tel Fax All questions about invoices / finance: Jeanny Rutten GSM jeanny@whiskyfestival.nl Slabroekseweg 3 NL-5406 VK Uden The Netherlands Tel Fax In cases not covered by these regulations, misunderstandings or points of discussion, the organizers instructions are final. See you at the 10 th International Whisky Festival!! Wouter Wapenaar Frans van der Geest Jeanny Rutten Page 6/from6 BTW nr.: NL B.01 K.v.K. nr.: