Social Events Saturday, March 12, 2016 Opening Ceremony & Welcome Reception within exhibition area / Meliá Castilla lobby
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2 1. QUICK FACTS Congress Venue Meliá Castilla Hotel Calle del Capitán Haya, 43, Madrid, Spain Tel: Website: Social Events Saturday, March 12, 2016 Opening Ceremony & Welcome Reception within exhibition area / Meliá Castilla lobby Monday, March 14, 2016 Presidential Dinner By invitation only Tuesday, March 15, 2016 Closing ceremony / Room A Auditorium Meliá Castilla Hotel 2. OFFICIAL EVENT NAME XXIΙI World Congress of Asthma - WCA 2016 The exhibition takes place in Meliá Castilla Hotel. Main Entrance: Calle del Capitán Haya, 43, Madrid, Spain Note: No delivery or pick up will be accepted at the above entrance of the Hotel Please contact Mrs. Pilar Gómez Mr. Miguel Salido Tel: Tel: or pilar.gomez@hotelmeliacastilla.com miguel.salido@hotelmeliacastilla.com For Meliá Castilla Hotel Shipping Label please refer to the end of this document. 2
3 3. EXHIBITION SCHEDULE Friday March 11, : Setup of the Exhibition Saturday March 12, : Setup of the Exhibition 14:30-21:00 Exhibition hours & Reception Sunday March 13, :00-13:30 Exhibition hours 15:00-19:00 Exhibition hours Monday March 14, :00-19:30 Exhibition hours Tuesday March 15, :00-14:30 Exhibition hours Exhibition dismantling 4. SETUP Access to the exhibition area will be provided through the door indicated by the Hotel. Setup is allowed on: Friday March 11, 2016 from 16:00 to Access to the loading entrance is allowed on: Friday March 11, 2016 from 15:00 to 22:00 Please before unloading contact the Venue as below: Mrs. Pilar Gómez Tel: or Mr. Miguel Salido Tel: Loading Entrances The access for loading/unloading is on Capitán Haya, 43 Street. Patios Entrance for boxes, banners, leaflets etc. Auditorium Entrance for heavy materials of booths 3
4 5. TEARDOWN Teardown is allowed on: Tuesday March 15, 2016 from 15:00 to hours Access to the loading entrance is allowed on: Tuesday March 15, 2016 from 15:00 to 18:00 hours The organizers and the venue do not assume any responsibility for the packages or the material not collected as indicated above. 6. LOADING/UNLOADING ENTRANCE ACCESS Merchandise will not be accepted at the Hotel s entrances and must be delivered to the loading entrance. Please contact the hotel as indicated in Paragraph 4. The Meliá Castilla Hotel, will accept Leaflets, boxes and posters from March 8, 2016 until March 11, 2016 (Patios Entrance). Heavy materials from March 10, 2016 until March 11, 2016 (Auditorium Entrance). Any exhibitor s material received before or after that date will not be accepted. 8. EXHIBITION CONDITIONS 8.1. All setups of the exhibitors should be sent to the organizers at the sponsors@frei.gr the latest by February 5, 2016, so as to obtain approval from the venue Employees of the different companies that setup the exhibition must be identified properly and access the Venue by way of the security checkpoint. The hotel must have proof of their TC-2 payment and of their registration in the Social Security system. All of the workers must be informed of the norms on prevention and workplace hazards Access to the meeting rooms will be provided through the doors indicated by the Hotel as stated in Paragraph It is mandatory that the whole floor be covered with fireproof carpeting or boards and plastic to avoid damaging the existing marble and carpets, before to start setting any booth or decorative structure. 4
5 8.5. It is not permitted to nail or stick any material to walls, doors, curtains, furniture, ceilings, nor to any of the Hotel s decorative elements or installations in general, without previous written authorization from the Hotel Management. Should the sponsor bring his own decorative materials, the sponsor will be responsible for displaying and /or installing them in the function room (as indicated by the Hotel), as well as assuming the responsibility for the dismantling of the material once finalized the event All technical support (spotlights, screens ) will be held in place in a way which ensures that they do not have to be directly secured to the ceiling or the walls of the hotel By law, emergency exits, fire prevention elements, as well as all security systems and closed circuit TVs are to be visible and accessible at all times. For the correct HVAC of any function room, it is prohibited to obstruct or cover the air vents. Should these norms not be carried out, the hotel reserves the right to not authorize the set-up of the stand or decorative element/structure scheduled, and should the set-up be already mounted its dismantling will be demanded 8.8. All of the electrical connections must be installed applying all of the appropriate security measures, with the connection points appropriately protected inside junction boxes. All electrical appliances, electrical cords, electrical connections and outlet shall comply with the Spanish Electrical Code (220V) All of the stands will comply with electrical safety regulations and will be protected with the appropriate devices. The sponsor will be responsible for ensuring that the electric cable for each stand will be extracted from the control panels around the hotel using a 22oV cable to feed the control panel for each stand. The electricity requirement of the sponsors should be notified to the organizers the latest by January 25, It is absolutely forbidden to smoke, eat or drink in the meeting room during the set-up and dismantling of the set-up after the event. The Hotel will indicate areas where this is permitted The sponsor assumes responsibility for the following points: The display of posters, both interior as well as exterior. The location will be assigned by the Organizers. The cleaning and maintenance of stands. The furniture, personal items and other accessories associated with stands in the exhibition areas and meeting rooms. 5
6 8.12. The sponsor assumes responsibility for leaving the hotel facilities in perfect condition after the event, removing any materials (i.e :carpet, woods, etc) left over from stands. Should the function space not be cleared in the period of time agreed on, the Venue will reverberate the costs which may arise for vacating the room by the Hotel's staff Stands will be dismantled on the same day that the event ends For stand set-ups that imply a large amount of material to be thrown away, the sponsor must request that the Venue contract a container for dumping all of the material from the event The sponsor is responsible for transmitting all this information to all the people involved in the set-up of the event by means of the attached form and will name a person to coordinate the set-up and latter dismantling to all companies contracted until the end of the event. 9. DELIVERY OF MATERIAL BY MEANS OF CUSTOMS AND THE ASSUMPTION OF RESPONSIBILITIES CLAUSE 9.1. The Venue and the Organizer do not assume responsibility for the content of the packages sent by sponsors to the hotel. The packages must properly indicate the name of the person, assigned by the organizers, who will withdraw the packages The Hotel does not assume responsibility for the goods deposited in Customs and made out to the Hotel The client must commit to carry out or have carried out all Customs regulations. 10. EXHIBITION BOOTHS Exhibition space rented by companies is for bare floor space only and does not include any wall panels, carpet, furniture or installations. Therefore, furniture, hard walls, lighting, electrical outlets, handling etc, must be assumed by the exhibitors. It is obligatory for all exhibitors to have either a custom built or a shell scheme booth. Exhibitors have the option of using their own stand builder for custom built booths, or use the official congress stand builder for a shell scheme (sample is attached at the end of this document), as well as furniture. Important information: After the dismantling of the exhibition, any material not recovered by the exhibitor s carrier will not be kept. All charges occurred will be billed to exhibitor. 6
7 Venue Contacts Meliá Castilla Hotel Contact persons: Mrs. Pilar Gómez, Mr. Miguel Salido Address: Calle del Capitán Haya, 43, Madrid, Spain Tel: Website: Exhibition Manager Contact: Kostas Lamprou (should be in copy for any material send to the Hotel directly) Tel: Fax: REGISTRATION Exhibitor Registration The exhibitors are entitled to receive 2 exhibitor badges for every 9sqm, free of charge. Societies and Organization are entitled to 1 exhibitor badge for every 4sqm. All exhibitors are required to register for the Congress and will require an exhibitor s identification badge in order to enter the Exhibit Hall. Exhibitor badges may be collected from the Congress Registration Desk onsite. Badges will not be mailed in advance. Exhibitor badges will not be given access to meeting rooms. Please note: Additional exhibitor personnel badges can be purchased at the special rate of 200 EUR per person. 12. INSURANCE The exhibitor assumes entire responsibility and liability for losses, damages, and claims arising out of injury or damage to exhibitor s displays, equipment and other property brought onto the premises of the Meliá Castilla Hotel, and shall indemnify and hold harmless the Organizers, Interasma Association and FREI S.A., their agents, servants and employees from any and all such losses, damages and claims. The exhibitor acknowledges that the Organizers and Meliá Castilla Hotel does not maintain insurance covering exhibitor s property, and it is the sole responsibility of the exhibitor to obtain 7
8 business interruption and property damage insurance covering such losses of the exhibitor. In addition, neither WCA, nor Interasma, nor FREI.S.A will accept responsibility for loss or damage to equipment, goods, gifts and/or personal effects. Do not leave valuable items unattended during the course of the exhibition. All of the workers must be informed of the norms on prevention and workplace hazards. In all cases the collaborating companies will assume the same responsibility for their staff members. 13. DISMANTLING The dismantling of booths prior to the official close of the Event is prohibited. Exhibits that are not dismantled by the end of the designated dismantling period may be removed at the exhibitor s risk and expense. The packaging, transportation and disassembly of the booth stand construction costs shall be charged to the exhibitor. The cost of repair of any damage to the exhibition floor space shall be covered by the exhibitor. Objects on exhibit or other items that have been brought in must be removed immediately following the end of the Event. If the exhibitor fails to do so, the Organiser may remove and store such at the exhibitor s expense. If the objects remain in the room used for the Event, the Organiser may charge a reasonable compensation for use for the duration of the retention of the room. 14. CUSTOMS DUTY It is the responsibility of each exhibitor to complete customs formalities connected with the transport of products and equipment from abroad. The Organiser shall not be responsible for any difficulties arising during the course of these formalities. 15. GENERAL RULES Exhibition Setup on March 11, 2016 from 16:00 to 22:00 Exhibition Setup on March 12, 2016 from 08:00 to 12:00 Exhibition dismantling on March 15, 2016 from 15:00 1. When moving/dragging heavy items or materials it is very important that exhibitors use a carpet to cover the Hotel s carpet in order not to damage the exhibition area. 8
9 2. Exhibitors must keep hallways, elevators, escalators, entrances, halls, lobbies, plasma screens, stairways, video monitors and building emergency exits free from obstruction at all times. 3. It is strictly prohibited to smoke within the premises of the hotel. Storage during the Congress Please contact Mrs. Pilar Gómez Tel: or Mr. Miguel Salido Tel: All storage shall be kept in allocated areas. Cylinders containing compressed gases shall be protected against mechanical damage and shall be stored on racks or by other accepted devices designed to hold them securely in place. Any booth which may pose a particular hazard due to stored materials or actions within must be approved by the facility s Chief of Security and Prevention. Packing material such as excelsior, shredded paper and the like must be returned to the empty cartons immediately. Accumulation of these materials is prohibited. Events No Exhibitor shall plan any type of event, social or otherwise that conflicts with the hours of official program related events from March 12 th - March 15 th inclusive. Any Exhibitor or representative thereof scheduling a social function in conjunction with the program of the congress must have the event approved in advance by the Organizing Committee. General Height Limits No exhibit shall exceed 2,45m in height without written permission. Please contact: Kostas Lamprou Tel: , Fax: k.lamprou@frei.gr Late-comers/No-shows /Sub-leasing Failure to occupy contracted space by March 12 th, 2016 at hrs, does not relieve the exhibitor of the obligation to pay the full rental of such space. Exhibit spaces that have been assigned and confirmed are not transferable. The exhibiting company may not sublet its space, nor any part thereof, nor offer for sale the allocated space without the knowledge and written consent of the Congress organizers. No firm or organization not assigned exhibit space will be permitted to solicit business within the exhibit area, nor shall any firm be permitted to solicit business or promote their organization outside the exhibition area. 9
10 16. LABEL EXAMPLES Label Example Sender Telephone Fax Number of boxes Carrier Broker NAME OF EXHIBITOR MELIÁ CASTILLA HOTEL CALLE DEL CAPITAN HAYA, MADRID, SPAIN C/O Mrs. Pilar Gómez OR Mr. Miguel Salido World Congress of Asthma WCA 2016 BOOTH No 10
11 16. LOADING ENTRANCE ACCESS The access for loading/unloading is on Capitan Haya, 43 Street. Please contact Mrs. Pilar Gómez Tel: or Mr. Miguel Salido Tel:
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