Important Information and Manuals

Important Information and Manuals

Dear Exhibitor,

This Exhibitor Services Manual contains important information and is designed to assist you in preparing for the FRPT 2021 Exhibition.

The Exhibition will be held as part of the 1st Flash Radiotherapy & Particle Therapy Conference which will be held from 1-3 December  2021 in Vienna, Austria.

Please read all the information in this manual. It will take you very little time now and could save you a great deal of time later.

Please forward this manual to everyone who is working on this project, including your stand builder, as it contains useful information about the Meeting.

 The floor plan has been designed to maximize the exhibitor’s exposure to the delegates.

 We recommend Exhibitors using independent booth contractors to include a site visit in the planning process to assure a smooth and well planned set up. Please contact Sascha Tretenhahn of the Austria Center Vienna at: sascha.tretenhahn@acv.at

Exhibitors and Supporters Portal

Each exhibitor/supporter has received an e-mail with login details to access the Portal. The Portal enables Supporters and Exhibitors to:

  • Submit Company logo and profile
  • Order Lead retrieval (Badge scanners)
  • Order exhibitor badges
  • Submit booth drawing (for “Space Only” booths)
  • Submit other deliverables as per contract


Link to access the Portal
https://exhibitorportal.kenes.com

Notes:

  • The login details has been sent to the person signing the contract. This person is responsible for passing on the login details to third party if needed.
  • Access to all Portal services will be available only after submission of your company profile and logo.
  • Only deliverables as indicated in your contract, should be submitted via the Portal. Items not included in your contract will not be processed.

EXHIBITION TIMETABLE

Set-up Tuesday, 30 November, 2021 10:00 – 18:00 (Space Only Booth)
Tuesday, 30 November, 2021 13:00 – 18:00 (All booth types)

 

Opening Hours

Wednesday, 1 December, 2021 10:00 – End of Welcome Reception (20:00)
Thursday, 2 December, 2021 10:00 – 21:00
Friday, 3 December, 2021 10:00 – 17:30
Dismantling Friday, 3 December, 2021

17:30 – 18:30 (quiet dismantling) *smaller stands may pack their pop-up stands, their decoration material, promotional material etc.

18:30- 23:00 (Dismantling)

Important notes:

  • Timetable is subject to change.
  • Empty crates and packaging materials must be removed after set‐up and no later than Tuesday, 30 November 2021 at 18:00.
  • All aisles must be clear of exhibits and packaging materials to enable cleaning.
  • All exhibitors should be at their booth 30 minutes before the official opening hour.
  • Dismantling of the booths before the official hour is not permitted.
  • It is the exhibitor’s responsibility to dispose of all materials after dismantling. Any equipment, display aid or other material left behind after 3rd December 2021 at 23:00  will be considered discarded and abandoned. Any charges incurred for waste removal will be sent to the exhibitor.
  • Please note that participants will be walking through the Exhibition Area to reach the E‐ Posters area which will be active before and after the Exhibition Opening
  • Therefore, please do not leave any visible valuable articles at your In addition, please consider hiring extra security for your booth after Exhibition Operating Hours. Please consider as well the above if you choose not to man the booth during the official hours.

Welcome Reception

You are cordially invited to the Welcome Reception held in the Exhibition Area on Wednesday, 1 December from 19:00. Exhibitors are asked to please man their booths during the Welcome Reception in the Exhibition Area.

Exhibition – Deadlines & Key Dates

Action Item

Deadline

Contact Person

Company profile

As soon as possible

 

Via Kenes Exhibitor’s Portal

https://exhibitorportal.kenes.com

Designed Booth Approval

 

Monday, 1 November , 2021

Text for Fascia

(Shell Scheme stands only)

Lead Retrieval Wireless Barcode Reader

Monday, 15 November, 2021

Badge Order

Available only after submitting company profile

 

Please contact Registration Manager

Polina Zdravkova

pzdravkova@kenes.com

Stand fitting \ Graphics and Signage\ Booth construction\ Electricity\Daily Booth Cleaning

Wednesday, 10 November , 2021
Orders placed after this date will be subject to additional surcharge

SEG

Ivaylo Alexiev

Tel: + 359 2 8669440

Mobile: + 359 89 8770977

Email: ivoal@seg.live

Catering

Please contact directly the Catering Company to advise you for deadlines.

Motto Catering GmbH

Mrs Anne Reitz

Bruno‐Kreisky‐Platz 1, 1220 Wien

Tel: +43 1 585 23 03 – 20

Mobile: +43 664 88226376

E‐mail: a.reitz@mottogroup.at

Website: www.motto‐catering.at

 

Security

 

 Please contact Exhibition Manager

 

Anna Apostolova

aapostolova@kenes.com

Wi-Fi and Internet Services
Waste Removal

Delivery

Door to Door Shipments

 

Please contact MERKUR

 

 

 

Mr. Bernd Blum

Bernd.Blum@merkur-expo.com

Airfreight Shipments – Arrival to recommended airport

Shipment via Austria Warehouse

No later than Monday, November 29, 2021

Exhibition goods – Direct

Deliveries to Congress Venue

November 30, Subject to time slot

NB! Please note there should be a person from your side to receive your Deliveries.

“K-Lead” Application – Barcode Scanner Application

Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth. The information obtained by lead retrieval system enables Exhibitors to enhance their database by securing valuable leads for further marketing and communication.

We are pleased to offer you the “K-Lead” Application: exhibitors can download the “K-Lead” app onto their own smart phone or tablet and transform their device into an instant, easy lead retrieval system and capture participants’ full contact information with a quick scan of their badge.

The advantages of the “K-Lead” application:

  • Effortless process using registration badge barcode.
  • Allows to immediately view the leads information.
  • Ability to insert exhibitor’s comments for each lead.
  • Application is available for download from Apple store or Google play: “K-Lead App”.
  • Cost per unit – EUR 400 (exluding 4% credit card charges fees, excluding VAT if applicable)
  • Cost per unit + hardware – EUR 600 (exluding 4% credit card charges fees, excluding VAT if applicable)

The Application should be installed on your company/personal device. Operational information will be sent in due course.

To order “K-Lead” Application, please access the Exhibitor’s Portal https://exhibitorportal.kenes.com

Deadline: Monday, November 15th, 2021

Please note:

  • In light of the new data protection regulation recently enacted in Europe, Kenes Group has updated its privacy policy. You can view our updated privacy notice here.
    Kenes will not share delegate’s personal data with third parties without their consent.
    Please note that similarly to sharing a business card, presenting delegate badge for scanning at exhibition booths or industry symposia constitutes an expression of consent to share their personal details with the company that is scanning their badge so that it may contact them in the future.
  • Barcodes on delegate’s badges contain contact information as supplied by the delegate or the agency responsible for the registration process of the delegate. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details.
  • In addition, please note that neither Kenes Group nor the Organising Committee is responsible for the content of the information.
  • Device is not included. If you wish to rent a device, please check with us cost and stock availability.
  • Mini Scanners devices are available for Symposia only.

Exhibitor Badges

Each exhibiting company is entitled to free exhibitor badges. The amount of free exhibitor badges is stated in your contract and determined by your stand size.

Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for each 9 sqm after.

Exhibitor badges will be prepared for you to collect on-site (they will not be mailed in advance).

Exhibitor badges are generic and state the name of the company only, in order that they may be used interchangeably between staff members. Therefore, there is no need to submit individual names.
Exhibitors are required to access the Exhibitor’s Portal and provide the name of the company they wish to be displayed on the badges (otherwise the company name as appear on your application form will be printed on the badge).

Any additional exhibitor badge will be charged an exhibitor registration fee of €175 each. If you require additional exhibitor badges, please contact the Registration manager, Polina Zdravkova at pzdravkova@kenes.com.

Access to the Exhibition Hall during Set-up and Dismantling Times

All company representatives are required to wear exhibitor badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Exhibitor badges are for the use of company personnel manning the booth and should not be used to bring visitors to the Exhibition.

Stand builders and staff must wear service passes during the entire set-up and dismantling period. Service Passes are free of charge and may be collected from the Exhibition Manager Desk on-site.

Rules and Regulations – Binding for All Exhibitors and Their Subcontractors

Animals
It is not permitted to bring animals into the venue.

Build-Up & Dismantling Period

  • During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol and drugs.
  • The Exhibitors and contractors are required to wear the necessary personal protective equipment such as safety footwear, protective helmets, eye protection, and hand protection required by the specific work activity.

Children
No person under the age of 16 years can be admitted to the Exhibition, either during build‐up, open days or breakdown. This rule also applies to Exhibitors’ children and must be rigidly enforced to comply with the safety regulations of the exhibition.

Compressed Gases
Use of compressed gases is not allowed.

Damage to the Building
Exhibitors are liable for all damage caused to floors, walls, and pillars during the installation, Exhibition, and dismantling periods. No adhesive stickers and fixtures of any kind are allowed on floors, walls, and pillars.

Disposal of Material
It is obligatory to collect and dispose of all material during the build-up or dismantling of the exhibition. When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind. Any costs incurred by the venue in removing this property will be charged to the exhibitor.

Fire Regulations

  • Booth material and fittings must be non-flammable or impregnated with fire-retardant chemicals.
  • As a general rule, easily inflammable synthetic substances, foam polyester, and no fireproof straw and reeds are prohibited.

Fire Insurance (compulsory)
Exhibitors must be insured against fire.

Health & Safety

  • It is the responsibility of the booth holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event.
  • It is recommended that the booth holders appoint a supervisor for the booth, with the specific responsibility for ensuring the health & safety of their staff and stand builders. It is advisable that a Risk Assessment is completed for the booth and submitted to the organisers.

Hanging of Posters, Banners etc.
Hanging of posters, banners or decals, stickers or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the venue are not allowed without a prior written authorisation.

Insurance (compulsory)

  • Neither the organisers nor the venue, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
  • The organisers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the organisers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurance that covers all injuries to persons and damages that might cover in connection with the exhibition.
  • Exhibitors are personally liable for all expenses incurred by the organisers or by third parties in regard to technical services provided.
  • We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.

Liability

  • Exhibitors are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organisers against all claims and expenses arising from any damages.
  • If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organisers find it necessary to change the dates of the Exhibition, the organisers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.
  • The organisers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the venue or any part thereof in any manner whatsoever.

Music (Authors and publisher rights)
Please note that the organiser have no copyright responsibility in respect of any exhibiting company. Exhibitors are reminded that third party copyrights should not be infringed.
Proper dispensation must be obtained and any royalties due, paid prior to the use of materials. Should any copyright dispute arise, the organisers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.

Promotional Activities

  • All demonstrations or instructional activities must be confined to the limits of the Exhibition booth.
  • Advertising material and signs may not be distributed or displayed outside the exhibitor’s booth.
  • Advertising activities must not cause obstructions or disturbances in the gangways or at neighbouring booths.
  • Sound equipment must be regulated and directed into the booth so that it does not disturb neighboring exhibits.
  • The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.

Special Effects
Special effects lighting, live music, smoke and laser projection may not be used in the booths.
No permission will be given for projection in the aisles or on the walls of the hall.

Smoking Policy
The Sheraton operates a NO SMOKING policy in all halls and the entire  premises.

Waste Removal
Exhibitors are responsible for the removal of all refuse/waste from the Exhibition area. Any discarded waste, including promotional material, left behind will be removed by the organisers at the expense of the exhibitor concerned.

Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.

Exhibition Floor Plan & List of Exhibitors

The floor plan has been designed to maximize the exhibitor’s exposure to the delegates.
For most updated floor plan and list of exhibitors, please click here

Catering

Exhibitors who wish to order food and beverages for their exhibition booth are welcome to do so directly with the official FRPT21 Conference Caterer:

Motto Catering GmbH

Mrs Anne Reitz

Bruno‐Kreisky‐Platz 1, 1220 Wien

Tel: +43 1 585 23 03 – 20

Mobile: +43 664 88226376

E‐mail: a.reitz@mottogroup.at

Website: www.motto‐catering.at

Waste Removal

The Organizers will arrange for general cleaning of the Exhibition premises (excluding exhibits and displays) prior to the opening of Exhibition and daily prior to opening thereafter. 

For ordering waste removal please contact Anna Apostolova at aapostolova@kenes.com 

Internet & Wi-Fi

For ordering Wired Connection please contact the Exhibition Manager at: aapostolova@kenes.com

 

Please be advised that all WLAN networks will be created exclusively by Kenes/Venue.

The Organizers/Venue retains the right to shut down any WLAN networks created individually.

FRPT will provide free Wi‐Fi access to all visitors, suitable for basic web browsing. Should you require an internet connection for any product demonstrations on your exhibition booth, we would recommend ordering a wireless or wired connection, at an extra cost, to guarantee a high‐quality service inclusive of technical support.

Please be advised the creating private WI‐FI network in the booth is not allowed.

 The Venue and the Organizers reserve the rights to discontinue any activity which interfere with the hall WI‐FI coverage

 For ordering wireless connection, please contact the Exhibition Manager at: aapostolova@kenes.com

Security

Neither the organizers nor the ACV can accept responsibility for security of the stands and their contents or damage to and theft of any goods. Exhibitors are responsible for the security of their Booth and equipment. 

The organizers will provide security guard services in the Exhibition Hall during the program closing hours. Individual Booth security may be ordered additionally. 

 For ordering security please contact Anna Apostolova at aapostolova@kenes.com 

Storage

The ACV has no storage facilities for empty containers and other materials required for the exhibition.

Excess stock, literature or packing cases may not be stored on, around or behind Booths, unless contained within a lockable storeroom, doors to which must have a vision panel.

The venue does not have any storage facility for materials left on‐site outside of tenancy times.

Any materials/items left at the end of the tenancy will be thrown away and a charge made to the individual Exhibitor/contractor concerned.

Storage of empties: Empties should generally be stored directly with Hermes Exhibitions & Projects Ltd.

Customs Clearance & Freight Handling Agent

Merkur Expo Logistics

Mr. Bernd Blum

Tel.: + 49 (0) 6173 966 95 11

Fax.: + 49 (0) 6173 966 95 29

Cell: + 49 (0) 175 5880 291

E: Bernd.Blum@Merkur-expo.com

 

For shipping instructions and tariff, please check here.

Kenes Group Contacts: 

FRPT 2021 Organiser
Kenes Group

Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel:  +41 22 908 0488
Fax:  +41 22 906 9140

 

Exhibition Manager & Industry Coordinator

Anna Apostolova

T: +41 22 908 0488 EXT. 272

E-mail: aapostolova@kenes.com

 

 

Industry Liaison & Sales

Nikol Karabelova

T: +41 22 908 0488 Ext. 293

E-mail: nkarabelova@kenes.com

 

 

Registration Specialist

Polina Zdravkova

T: +41 22 908 0488 Ext. 296

E-mail: pzdravkova@kenes.com

————————————————————————————-

Official Contractors:

Stand Construction / Additional Stand Fittings / Furniture Rental / Graphics & Signage
Official Onsite Logistic Agent / Material Handing, Customs & Transportation services
Hermes – Merkur
E-mail: Bernd.Blum@merkur-expo.com
Tel: + 49 617 396 69 511
Mobile:  + 49 175 588 0291
Merkur is the exclusive handler inside the venue.

 

Stand fitting \ Graphics and Signage\
Booth construction\ Electricity\ Daily Booth Cleaning

SEG

Mr Ivaylo Aleksiev

T: + 359 2 8669440

M: + 359 89 8770977

E: ivoal@seg.live

W: www.seg.live

Please note that SEG is the official Booth Contractor. 

You may contact SEG to upgrade/modify your shell scheme booth which was pre‐booked form Kenes.  

SEG can provide exhibitors with designs and custom build booth. For more information and product catalogue please contact directly Ivaylo Aleksiev at ivoal@seg.live , also for electricity and daily booth cleaning. 

 

Catering
Exhibitors who wish to order food and beverages for their exhibition booth are welcome to do so directly with the official FRPT21 Conference Caterer:

Motto Catering GmbH

Mrs Anne Reitz

Bruno‐Kreisky‐Platz 1, 1220 Wien

Tel: +43 1 585 23 03 – 20

Mobile: +43 664 88226376

E‐mail: a.reitz@mottogroup.at

Website: www.motto‐catering.at

 

ACV Emergency Exits and Exit Routes – please click here
ACV Safety and Security Fact Sheet – please click here
ACV Fire Action Plan – please click here
ACV Guidelines for Decorations & Materials – please click here