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INSERT BEELDMERK MET HEADER “EXHIBTION MANUAL”
Exhibition Manual
Exhibition Manual
Welcome
We are pleased to provide you with more information regarding the exhibition of the EAU Update on Bladder
Cancer 2018 Meeting (BCa18). Please share this information with any staff in your company and/or third parties
involved. Take particular note of all applicable deadlines, meeting these dates will avoid unnecessary expenses.
We are looking forward to welcoming you in Munich and wish you a pleasant and fruitful exhibition!
1. Time schedule & deadlines
1.1 Time schedule Exhibition
1.2 Scientific Programme
1.3 Deadlines
2. General Congress Information
2.1 Congress and exhibition venue
2.2 Congress and exhibition organiser
2.3 Floor plan
2.4 General information
2.5 Accommodation
2.6 Accessibility
2.7 Entry requirements
2.8 Social Media
2.9 Meeting room rental
2.10 Wi-fi
3. Technical information and exhibitor services
3.1 Services and exhibition service website 5
3.2 Rules and regulations 5
3.3 Stand cleaning service
3.4 Electricity
3.5 Stand Catering
3.6 Security & Insurance
4. Transportation/Shipments/Unloading
4.1 Shipments
4.2 Parking
4.3 Loading and unloading
5. Registration & badges
5.1 Exhibitor registration
5.2 Additional exhibitor badges
5.3 Build-up badges
1.Time schedule & deadlines
ns
1.1 Time schedule Exhibition
Build up/ Opening hours Exhibitors can Break times
dismantling exhibition enter exhibition
Thursday, 7 June 2018 08.00 – 18.00
Friday, 8 June 2018 07.45 – 17.45 07.30 – 18.15 10.00 – 10.30
12.30 – 13.30
16.00 – 16.30
Saturday, 9 June 2018 17.00 – 23.30 07.45 – 17.00 07.30 - 23.30 10.00 – 10.30
12.30 – 13.30
1.2 Scientific Programme
Meeting Congress Hours
Friday, 8 June 2018 BCa18 08.00 – 17.30
Saturday, 9 June 2018 BCa18 08.00 – 16.40
1.3 Deadlines
Date Deadlines
Friday, 11 May 2018 Advertisements in the programme book should be sent in (if applicable)
Friday, 18 May 2018
Deadline to order shell scheme constructions, furniture, carpet, cleaning,
hostesses, electricity etc.
Friday, 25 May 2018 Deadline to register exhibitors (free exhibitor + additional badges)
2. General Meeting Information
2.1 Congress and exhibition venue The BCa18 Meeting and Exhibition will take place at: ICM München – Internationales Congress Center München Entrance ICM Am Messesee 81829 München Deutschland / Germany T: +49 89 949 20720 www.icm-muenchen.de See 3D tour of the BCa18 exhibition area: http://icm-muenchen.live/
2.2 Congress and exhibition organiser Congress Consultants B.V. PO Box 30016 6803 AA Arnhem The Netherlands T +31 (0)26 389 1751 F +31 (0)26 389 1752 [email protected] https://bca.uroweb.org/
2.3 Floor plan
2.4 General information For an up-to-date overview of the scientific programme, please visit the website via https://bca.uroweb.org/wp-content/uploads/Scientific-programme-BCa18.pdf. The BCa18 congress office is allowed to change the floorplan if necessary. Any changes made to this exhibition manual will be communicated to the exhibitors. One programme book will be provided to each exhibition booth. Only exhibitors with a “delegate” badge are allowed access to the sessions rooms, exhibitors with an “exhibitor“ badge cannot access the session rooms. 2.5 Accommodation For more information regarding hotel accommodation during the meeting, please visit the page
https://www.accorhotels.com/gb/hotel-5563-novotel-muenchen-messe/index.shtml ;
https://www.h-hotels.com/en/h4/hotels/h4-hotel-muenchen-messe
2.6 Accessibility BCa18 takes place at the ICM München which is located at a 15-30 minutes’ drive from the city centre, a 35 minutes’ drive from the airport and within walking distance from the public transport. The closest stop to the congress center is “Messestadt West”, which is located at a 2 minutes’ walk from the entrance. Follow the signs to “Entrance ICM”. 2.7 Entry requirements European community passport holders do not need a visa to visit Germany. Many other nationalities are also exempted for stays up to 3 months. However, in doubt you are advised to check before travelling with your local embassy or consulate. 2.8 Social Media We encourage the usage of social media during our meeting. We invite you to use the following hashtag #BCa18 on Twitter and Facebook. 2.9 Meeting room rental There is a possibility to rent a meeting room during the meeting days. Please contact the BCa18 congress office via [email protected]. Please inform us on your preferred time and date, as well as AV/furniture requirements and we will check the availability. (indicate size & pax) 2.10 Wi-Fi The EAU offers free Wi-Fi during meeting days at the congress venue. Network name: BCa2018
3. Technical information and exhibitor services
3.1 Exhibition services All booth spaces are rented as ‘floor space only’, which means that the booth space is rented without any prefabricated walls, installations, furniture, carpet, electricity and furnishings and other technical supplies and facilities. Facilities and services that you may need to set up your exhibition booth, like:
- Shell scheme construction - Furniture - Electricity - Carpet - Etc.
can be ordered by returning the (completed) forms to the indicated companies. (link to special order forms) Please do not forget to order the materials and services before Friday, 18 May.
3.2 Rules and regulations of the ICM Messe: These can be found in this form. (link to special form)
3.3 Electricity The electricity in Munich runs on 230 volts and the frequency is 50 Hz. Plugs have two round pins. A plug adaptor will be required if incompatible electronic devices are used. Every booth has to pay for the electricity connection which can be ordered through: (link to special order form)
3.4 Stand cleaning service Each exhibitor is obliged to keep the stand and surrounding areas clean. General cleaning of the floors is included in the space’s rental rate. In case you are interested in any additional cleaning service for your stand, please indicate so via this form. (link to special order form) 3.5 Stand Catering Coffee breaks and lunch breaks will be organised for all delegates and exhibitors in the exhibition area. Therefore, you are advised not to arrange for additional delegate catering on your booth. Any other small catering items for your booth can be ordered through: (link to special order form) 3.6 Security & Insurance Please note that the congress organisers do not provide stand security. Congress Consultants B.V., nor the congress venue, can be held accountable for any theft, loss or damage incurred. Exhibitors are advised to observe the following recommendations:
Do not leave the booth unattended during exhibition hours
Protect all exhibits if they cannot be securely locked away at the end of each day
Secure valuables in a safe area Security can be ordered through: (link to special order form 9.1)
4. Transportation/Shipments/Unloading
4.1 Shipments The following companies can handle all your exhibition goods: Kűhne + Nagel (AG & Co.) KG KN Expo & Event Logistics Main office on the exhibition grounds, Gate 21, Building 511, Paul-Henri-Spaak-Str. 8, 81829 Munich Tel. +49 89 949-24400 Fax +49 89 949-24409 Atrium in front of Hall B4 [email protected] www.kuehne-nagel.com Schenker Deutschland AG Office on the exhibition grounds, Gate 21, Paul-Henri-Spaak-Str. 8, 81829 Munich Tel. +49 89 949-24300 Fax +49 89 949-24346 [email protected] www.dbschenker.com/de
4.2 Parking and (un)loading See the BCa18 Traffic Guide form for parking and information on (un) loading. (link special form)
Registration & badges
5. Registration & Badges 5.1 Exhibitor registration Exhibitors with a booth of 9 sqm or smaller will receive:
o 1 free congress badge o 2 free exhibitor badge
Exhibitors with a booth between 9 and 12 sqm will receive:
o 1 free congress badge o 3 free exhibitor badges
Exhibitors with a booth of 12 sqm or larger will receive:
o 1 free congress badge o 4 free exhibitor badges
Exhibitors can collect their exhibition/ meeting badges in the registration area. Exhibitors will receive a number of complimentary badges, depending on the size of their booth. Please contact the EAU registration department via [email protected] and forward the following details no later than Friday, 25 May 2018 and provide: - Company name (will be printed on badge) - Initials - Surname - Country - And please indicate which type of badge
5.2 Additional exhibitor badges Additional exhibitor badges can be ordered for the amount of € 119 (excl. VAT and including coffee/tea & lunches) per badge. Please note that registration for exhibitor badges is not possible via the online registration system. Please contact the EAU registration department via [email protected] to order additional exhibitor badges no later than Friday 25 May 2018.