exhibitor manual 2016 final 06262016 - urology sitta tel: +54 11 4382 8182 fax:+54 11 4382 8191 ......
TRANSCRIPT
Exhibitor Manual
www.siu-urology.org
INDUSTRY & EXHIBITOR MANUAL
SECTION 1 IMPORTANT DEADLINE DATES PAGE 1 SECTION 2 CONTACT INFORMATION AND SUPPLIER LIST PAGES 2 - 3 SECTION 3 EXHIBIT INFORMATION, RULES & REGULATIONS PAGES 4 – 13 ADMISSION TO THE SIU 2016 EXHIBIT -4- ADVANCE WAREHOUSING & HANDLING -4- AISLES -4- ALLOCATION OF SPACE -4- ANCILLARY MEETINGS -4- AUDIO VISUAL -4- BOOTH PACKAGE -4- BOOTH STAFFING / HOSTESSES -5- BUILDING YOUR OWN BOOTH -5- BUSINESS CENTRE -5- CARE OF RENTED SPACE -5- CARPETING -5- CATERING -5- CEILING & BOOTH BUILDING HEIGHT -5- CLEANING -5- CONDITIONS OF PARTICIPATION -6- CURRENCY AND BANKING -6- DELIVERIES, HANDLING & CUSTOMS CLEARANCE -6- DISABLED PERSONS -6- ELECTRICAL SERVICES -6- EMBARGO POLICY -6 & 7- EXHIBIT AND SYMPOSIA ORGANIZERS BADGE ENTITLEMENT -7- EXHIBIT REGISTRATION AND BADGE PICK-UP -7- EXHIBIT HOURS -7 & 8- EXHIBIT LISTING -8- EXHIBITOR BADGE RULES -9- FAILURE TO HOLD SIU 2016 EXHIBIT -9- FIRST AID -9- FLORIST -9- FLOOR LOADING -9- FLOOR PLAN -9- GENERAL LIGHTING -10- HOUSING -10- INSPECTIONS OF LEASED PREMISES -10- INSURANCE RESTRICTIONS -10 & 11- INTERNET -11- LEAD RETRIEVAL -11- LIABILITY -12- LINE OF SIGHT SPECIFICATIONS -12- LOST PROPERTY -12- MEETING ROOMS -12-
RIGGING (SIGN AND BANNER HANGING) -12- SECURITY -12 - SMOKING -13- SOCIAL PROGRAMME -13- SOLICITING AND PROMOTIONAL ACTIVITIES -13- SOUND LEVEL -13- SUBLETTING -13- WASTE MANAGEMENT -13- VIRTUAL BOOTH ON SIU@U -13-
SECTION 1
IMPORTANT DEADLINES
JULY
FRIDAY, 15
RECEIVE LOGIN INFORMATION FROM BAUNILINE FOR THE GEXPO ONLINE ORDERING SYSTEM.
FRIDAY, 22
SIU EXHIBIT DIRECTORY LISTING FORM (SUBMISSION INFORMATION TO BE SENT SHORTLY)
AUGUST
MONDAY, 22 EXHIBIT STAND PLAN (BUILDING YOUR OWN BOOTH)
MONDAY, 29 HOTEL ACCOMMODATIONS
MONDAY, 29 EXHIBIT REGISTRATION
SEPTEMBER
FRIDAY 9
FIRST DAY ADVANCE SHIPMENTS ACCEPTED AT AIR PORT & SEA PORT
THURSDAY 29
LAST DAY FREIGHT ACCEPTED SEA PORT & TRUCK FREIGHT (please contact Hobbit immediately if cargo will arrive after this time)
FRIDAY, 30 FIRST DAY COURIER FREIGHT ACCEPTED ADVANCE WAREHOUSE
FRIDAY, 30 LAST DAY TO ORDER SERVICES FROM HILTON BUENOS AIRES OCTOBER THURSDAY, 6
LAST DAY FREIGHT ACCEPTED AT AIRPORT (please contact Hobbit immediately if cargo will arrive after this time)
WEDNESDAY, 12 LAST DAY TO ORDER EXHIBITOR SERVICES FROM BAUNILINE
FRIDAY, 14
LAST DAY COURIER SHIPMENTS ACCEPTED AT ADVANCE WAREHOUSE (please contact Hobbit immediately if cargo will arrive after this time)
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SECTION 2
CONTACT INFORMATION
SOCIÉTÉ INTERNATIONALE D’UROLOGIE CENTRAL OFFICE 1155 Boulevard Robert-Bourassa, Suite 1012 Montreal, Quebec H3B 3A7 Canada Tel: +1 514 875 5665 Fax:+1 514 875 0205 www.siu-urology.org SPONSORSHIP CONTACT: LILLIAN PETRUSA
Tel: +1 514 875 5665 ext. 42 Fax:+1 514 875 0205 [email protected]
EXHIBITOR CONTACT: PATRICIA NADEAU
Tel: +1 778 388 5432 Fax:+1 514 875 0205 [email protected]
SERVICES:
- CATERING, INTERNET FOR INQUIRIES CONTACT: Valeria Paniagua - Sales Coordinator [email protected] Tel.: +54 11 4891 0024
FOR INQUIRIES CONTACT: Margarita Perkins Tel.: +54 11 4322 5707 [email protected] ORDER FORMS ARE AVAILABLE ON GEXPO.
SERVICES:
- BOOTH SERVICES (BOOTH RENTAL, BOOTH CLEANING, ELECTRICAL, FURNITURE, ACCESSORIES, CARPETING, FLORAL) – ORDER FORM FOR BOOTH RENTAL AND FURNITURE IS LOCATED ON GEXPO AS WELL AS IN THIS DOCUMENT.
- HOSTESSES AND BOOTH STAFFING - INSURANCE (OCCUPATIONAL & THIRD PARTY) - MANDATORY - BUILDER BADGES – MANDATORY - SECURITY
FOR INQUIRIES CONTACT: Margarita Perkins / Tel.: +54 11 4322 5707 / [email protected] **A CATALOGUE OF BOOTH FURNISHINGS AND ACCESSORIES ALONG WITH ORDER FORMS FOR THE ABOVE-MENTIONED SERVICES ARE AVAILABLE AT THE FOLLOWING BAUNILINE’S ONLINE ORDERING SYSTEM: GEXPO (PLEASE CONTACT BAUNILINE IF YOU HAVE NOT RECEIVED YOUR LOGIN DETAILS)**
VENUE – HILTON BUENOS AIRES
AUDIO-VISUAL – CONGRESS RENTAL
DECORATOR – BAUNILINE
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FOR INQUIRIES CONTACT:
ORDER FORMS AND INSTRUCTIONS FOR SHIPPING & CUSTOMS CLEARANCE ARE AVAILABLE AT THE FOLLOWING LINK
FREIGHT SERVICES (SHIPPING, CUSTOMS CLEARANCE, WAREHOUSING & HANDLING) - HOBBIT WORLDWIDE LOGISTICS S.A.
Diego Sitta Tel: +54 11 4382 8182 Fax:+54 11 4382 8191 [email protected]
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SECTION 3
SIU 2016 EXHIBIT INFORMATION, RULES AND REGULATIONS
DETAILED INFORMATION ON THE 36TH CONGRESS OF THE SOCIÉTÉ INTERNATIONALE D’UROLOGIE IS AVAILABLE AT http://siu-urology.org/congress-2016 HEREAFTER, THE 36TH CONGRESS OF THE SOCIÉTÉ INTERNATIONALE D’UROLOGIE WILL BE REFERRED TO AS SIU 2016. ADMISSION TO THE SIU 2016 EXHIBIT The SIU 2016 Exhibit Office reserves the right to refuse admission to the exhibit to any visitor, exhibitor or employee of an exhibitor who, in their opinion, is disagreeable or likely to disrupt the smooth functioning of the event. N.B. Children less than 16 years of age are not permitted in the Exhibit Hall during move-in or move-out. ADVANCE WAREHOUSING & HANDLING Hobbit WorldWide Logistics S.A. has been appointed as the official advance warehousing and handling provider for SIU 2016. They will receive and store your shipments prior to the show, and deliver them to your booth at the Hilton Buenos Aires. Please contact Diego Sita for any inquiries [email protected] AISLES The minimal aisle dimensions between stands are 3 meters and must remain clear at all times. Exhibits must be displayed in such a way as not to obstruct the view of neighboring stands and must remain within the confines of the contracted stand area. Should any item or structure be placed outside the designated area of an exhibitor’s booth into the aisle space, the SIU 2016 Exhibit Office and the Hilton Buenos Aires Hotel reserve the right to request the removal of the said item without any liability for loss or damage. ALLOCATION OF SPACE The SIU reserves the right to alter or change the space assigned to the Exhibitor for the overall benefit of the exhibit. ANCILLARY MEETINGS The SIU does not allow any activities to be hosted outside its Congress. Educational events cannot be held 48 hours prior to, or 48 hours following the official Congress dates, unless the event is arranged through the SIU and/or approval has been granted by the SIU Congress Office. AUDIO-VISUAL The official Audio-Visual provider for SIU 2016 is Congress Rentals. Order forms can be found on GEXPO. BOOTH PACKAGE The exhibit space rental is for bare space only. Should you wish to rent a booth package, bauniline is the official decorator for SIU 2016. Order form for Basic Octonorm Booth can be found on GEXPO.
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BOOTH STAFFING/HOSTESSES Should you require staffing/hostesses for your booth please contact bauniline. Order form can be found on GEXPO. BUILDING YOUR OWN BOOTH Any booth built by an exhibitor or rented from a firm other than the official decorator must be approved by the SIU 2016 Exhibit Office. Please submit your drawings to [email protected] by August 22nd. Please note that building contractor badges will be required for the move-in and/or move-out. These can be ordered on GEXPO. Please note that pipe & drape type booths are not permitted at SIU. BUSINESS CENTRE A business centre offering internet access, photocopy, printing and courier services is located on the fifth floor of the conference centre. CARE OF RENTED SPACE Exhibitors must make sure that the space rented for their booth remains in good condition. Exhibitors will be liable for any damage they may cause to floors, walls, columns, shell scheme equipment, or to any other exhibitor’s property. Exhibitors are also responsible for any damage caused by their agents or contractors. It is forbidden to apply paint, lacquer, adhesives, and coating to the walls and/or shell scheme, and to drill holes into the Hilton Buenos Aires Hotel floor. The SIU 2016 Exhibit Office will inspect the leased areas with a representative of the Hilton Buenos Aires Hotel following move-in and move-out; damages will be charged directly to the Exhibitor. We suggest you do an inspection upon arrival, prior to setting up and advise us of any pre-existing damage. CARPETING The exhibit hall is carpeted. You may bring in your own or rent floor covering from bauniline, as long as the carpet in the exhibit hall is protected from any installation of hard flooring. CATERING The Hilton Buenos Aires is fully equipped to handle your food and beverage services. For booth F&B, order forms can be found at the following link. CEILING AND BOOTH BUILDING HEIGHT The ceiling height in the Pacifico A is 6 metres (19.6 feet). Booth height for in-line booths must not exceed 2.5m (8 feet). Island booths must be limited to 5m (16.4 feet). Please refer to the Line of Sight specifications in this document for further details. Please note that the ceiling height in the Pacifico foyer is 2.7 metres (9 feet), and booth height must not exceed 2.5m (8 feet). CLEANING Nightly, general cleaning will be done in the exhibit hall. This does not include the vacuuming of booth carpets. To request booth cleaning services please use the bauniline order form found on GEXPO.
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CONDITIONS OF PARTICIPATION The Exhibitor agrees to comply with and accept the terms and conditions on the application form and the “Exhibitor Manual” issued by the SIU 2016 Exhibit Office, and such other rules and regulations or operating procedures as the Office may reasonably require for the orderly construction of the exhibition from move-in to move-out. CURRENCY AND BANKING The official currency in Argentina is the Argentinian Peso. An ATM machine which dispenses Pesos is located at the lobby level of the Hilton Buenos Aires Hotel. Most credit card charges will be processed in $USD. DELIVERIES, HANDLING AND CUSTOMS CLEARANCE Hobbit WorldWide Logistics S.A. has been appointed as the official customs broker and freight forwarder. Argentina has many import prohibitions as well as import permit requirements, especially for exhibitions. We strongly suggest using the official transporter and customs broker for your shipments. Detailed shipping instructions, order forms and contact information can be found at the following link SHIPMENTS DIRECT TO HILTON BUENOS AIRES Argentina has very strict custom restrictions on courier shipments. Unless arrangements have been made with Hobbit WorldWide Logistics S.A., deliveries must not be made or sent to the Hilton Buenos Aires as they risk being stopped at customs. Additionally, neither the venue, nor Hobbit, nor the Exhibition Organizers are able to accept consignments forwarded by courier services. In the event that such services are used, a representative of the exhibitor must be available to accept and sign for them. We strongly recommend that shipping be done through the official supplier appointed by the Exhibit Office, Hobbit WorldWide Logistics S.A. ADVANCE / PRE-SHOW SHIPMENTS Please contact the official freight forwarders for instructions on shipping to the advance warehouse and consignee information. Storage and transport charges will apply from advance warehouse to Hilton Buenos Aires. The deadline for warehouse receipts is Friday, October 14th. DISABLED PERSONS All exhibit stands must be made easily accessible to wheelchairs. ELECTRICAL SERVICES bauniline is the official electrical services provider. Order forms for these services can be found on GEXPO. EMBARGO POLICY This embargo policy applies to all abstracts that have been accepted for the 36th Congress of the Société Internationale d’Urologie. Abstracts presented at the meeting, and published in a supplement of the World Journal of Urology, the official journal of the Société Internationale d’Urologie, are embargoed until October 20, 2016. Abstracts should not have been published as manuscripts elsewhere.
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Embargoed material is restricted to any and all public fora, including Internet, print, television and radio until the official start of the Meeting. Interviews: The SIU will make every effort to help facilitate interviews with members of the SIU Board and Planning Committee. For questions, please contact Anna Johansen at: [email protected] Meeting Rooms: The SIU will provide private meeting space for interviews. Rooms will be available for a one-hour period. Please contact Miranda Connon at: [email protected] to schedule meeting space. Registration: The SIU provides complimentary registration to certified journalists. Journalists must complete the on-line registration form, as well as submit a valid photo ID and press credentials. For additional information, please contact our registration department at: [email protected] Right of entry: Official press representatives are permitted to attend all scientific sessions, which include plenary, and poster sessions, as well as industry-sponsored symposia. Instructional courses are excluded but can be purchased for an additional fee. Press officials are also permitted to enter the exhibit hall. All ticketed courses and social activities must be paid by the journalist. Restrictions: Interviews, videotaping, pictures and voice recording are strictly prohibited in all sessions and in the exhibit hall. Any person(s) in violation of this regulation will be banned from the Congress, and if deemed appropriate, barred from future SIU Congresses. Please direct all questions to Anna Johansen at: [email protected] EXHIBIT AND SYMPOSIA ORGANIZERS BADGE ENTITLEMENT Each exhibiting organization is entitled to:
- Three (3) full exhibitor registrations to access the scientific sessions (not transferable to a physician that is not a full-time employee with the exhibiting company) per 9 m2
Additional exhibit badges above the company allowance will be subject to a €120 per badge service charge.
Symposia Organizers: Symposia organizers will be given an exhibitor badge free of charge; please contact Lillian Petrusa at [email protected]
EXHIBIT REGISTRATION AND BADGE PICK-UP Exhibit registration will be available online. Details on how to register will be sent to each exhibitor separately. Exhibitor badges may be picked up at the SIU main registration area (Foyer Acceso Sur) at the Hilton Buenos Aires throughout official registration hours. Thursday, October 20th 07:30-17:00
Friday, October 21st 07:00-17:45
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Saturday, October 22nd 07:00-17:45
Sunday, October 23rd 07:00-15:00
It is forbidden to pick up an exhibitor badge for any other person, unless prearranged. A company business card is required at the time of pick up. For inquires please contact the SIU registration office [email protected]
EXHIBIT HOURS MOVE-IN HOURS
Wednesday, October 19th
Thursday, October 20th
07:00-24:00
07:00-12:00 12:00-15:00*light set up within booth area only
In order to clean the aisles and set up for the opening reception, all crates and boxes must be removed and the aisles must be cleared by 12:00 on Thursday, October 20th. Please have all cartons unpacked rapidly so they may be brought to storage in order to keep aisles clear. All exhibits must be fully in place by 15:00 on Thursday, October 20th, if the booth space is not occupied by this time, the SIU Exhibit Office reserves the right to use such space as it deems appropriate. No refund will be made.
OFFICIAL EXHIBIT HOURS Thursday, October 20th 18:30-20:00 (Welcome reception in the Exhibit
Hall)
Friday, October 21st
10:30-18:30 13:10-14:25 Lunch in the Exhibit Hall 17:45–18:30 Afternoon Social in the Exhibit Hall
Saturday, October 22nd
10:30-18:30 13:10-14:25 Lunch in the Exhibit Hall 17:45–18:30 Afternoon Social in the Exhibit Hall
Sunday, October 23rd 10:30-14:30
Exhibitors will be allowed in the exhibit hall 60 minutes before it opens, and may also leave 30 minutes after closing. Please check with the SIU Exhibit Office if additional time is required.
MOVE-OUT HOURS Sunday, October 23rd 14:30-22:00
It is forbidden to begin packing before 14:30 on Sunday, October 23rd. All display material to be shipped must be cleared from the exhibit hall by 22:00 on Sunday, October 23rd. Should an exhibitor fail to remove his exhibit, the SIU Exhibit Office reserves the right to remove such exhibit at the exhibitor’s expense.
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EXHIBIT LISTING All SIU 2016 exhibiting companies are entitled to a listing in the exhibit directory. In order to be included in the SIU 2016 exhibit directory, please provide a 50-60 word description of your product(s) or service(s). The purpose of this listing is for exhibitors to provide delegates with additional information on their organization. The information must be provided by July 22nd. Late submissions will not be accepted due to print deadlines. The online exhibit directory listing form can be found at: www.siu-urology.org/exhibitor. A username and password is required to access this online form. These will be sent to you by mid July. EXHIBITOR BADGE RULES Exhibitor badges must be worn throughout the duration of the Congress. It is prohibited to replace a Meeting badge with a business card or any other unofficial badge. Please note that building contractor badges will be required for the move-in and/or move-out. These can be ordered on GEXPO It is permitted to surrender an exhibitor badge for replacement due to a correction or a change in personnel. Exhibitor badges will allow full access to the congress (Scientific Sessions, Exhibit Hall, Sponsored Symposia, Opening Ceremonies and the Welcome Reception). Any ticketed courses must be paid for. Exhibitors will be allowed in the Exhibit hall 60 minutes before and 30 minutes after the official exhibit hours. Please check with the SIU Exhibit Office if additional time is required. All exhibits must be open and staffed during official opening hours. FAILURE TO HOLD SIU 2016 EXHIBIT Should any unforeseen event prevent the SIU 2016 from holding the exhibit trade show, the SIU Exhibit Office may retain part of exhibitor’s rental fee to compensate for expenses incurred up to the time of such contingency, as stipulated in the application form. FIRST AID Anyone requiring first aid should report immediately to the Hilton Buenos Aires Security or to the Exhibit Office. If you cannot see or find a security person at the time of an emergency or injury, you can call Hilton’s security department at ext. 1240 / 1242. FLORIST For inquiries please contact bauniline. Order forms can be found on GEXPO. FLOOR LOADING Please advise if you are bringing any particularly heavy items. FLOOR PLAN The floor plan outlining actual booth locations can be found at www.siu-urology.org/congress . The SIU Exhibit Office, for the overall benefit of the exhibition, may modify general layout and booth allocations.
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GENERAL LIGHTING General lighting is evenly distributed throughout the hall. HOUSING Hotel rooms at special rates are being held for SIU 2016 Meeting participants. Reservations must be made through the Housing Bureau before August 29st in order to guarantee the rates negotiated for SIU 2016. For more information, please visit http://www.siu-urology.org/congress
Hotel Single
Occupancy Double
Occupancy Hilton Buenos Aires (HQ) 1 Queen Deluxe (4 night min) $ 295.00 $ 307.00 2 Double Beds Deluxe (4 night min) $ 307.00 $ 319.00 1 Queen Executive (4 night min) $ 349.00 $ 361.00
Sheraton Libertador $ 220.00 $ 230.00
Regal Pacific $ 200.00 $ 200.00
Holiday Inn Express (Puerto Madero)
Standard $ 175.00 $ 195.00 Executive $ 195.00 $ 215.00
NH Jousten $ 150.00 $ 160.00 NH Lancaster $ 150.00 $ 160.00
Plaza Hotel Buenos Aires $ 135.00 $ 155.00
NH Florida $ 130.00 $ 140.00
Rates are quoted in USD and include Breakfast and Internet. Rates DO NOT include taxes which are currently at 21%.
Requests for group reservations must be made through the Housing Bureau, via the SIU Housing Office to benefit from the special congress rates. INSPECTIONS OF LEASED PREMISES The SIU 2016 Exhibit Office will inspect the leased areas with a representative of the Hilton Buenos Aires Hotel. INSURANCE RESTRICTIONS The SIU and the Hilton Buenos Aires Hotel will not be responsible for the safety of articles of any kind brought onto the premises by delegates, exhibitors, their agents, contractors, visitors and/or any other persons. The SIU and the Hilton Buenos Aires strongly encourage Exhibitors to be covered with PUBLIC LIABILITY INSURANCE.
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The SIU 2016 Organizing Committee, Central Office and Exhibit Office, or its agents assume no responsibility for bodily loss of, or damage to, products, booths, equipment or decorations, due to fire, water, accident, theft or any other cause while they are not on the premises. Occupational risk insurance Occupational risk insurance is mandatory for all employees entering the exhibit hall and shall be taken out as follows:
-Employers shall be responsible for taking out their employees’ insurance coverage (workers’ compensation insurance — (ART, in Spanish) — which is included in social security contributions). In this case, the Organizer shall request an insurance coverage certificate issued by the employers’ insurance company, and verify whether the policy is valid.
- Non-employees shall take out Personal Accident Insurance coverage for an insured amount of Ar$500.000. - in case of death or total disability and Ar$25.000 - for medical expenses.
Occupational risk insurance can be ordered on GEXPO. Third Party insurance Exhibitors at SIU 2016 must take out and maintain third-party insurance coverage for their stands in accordance with the General Rules and Regulations. This is mandatory for all exhibitors. Entry to the exhibition hall will be denied to any exhibitor employee who do not hold valid insurance.
Accordingly, exhibitors shall take out Third-Party Insurance coverage against all the risks specified in the above-mentioned article. The amount shall not be lower than $ 5.200.000. - (Argentine Pesos five million, two hundred thousand).
If the Exhibitor’s firm already has Third-Party Insurance coverage with another Insurer, please attach a copy of the pertinent policy via the GExpo software.
Third party insurance can be ordered on GEXPO. INTERNET The Hilton Buenos Aires Hotel is the wired and WiFi internet connections provider. Internet can be ordered through Valeria Paniagua at [email protected] Complimentary general Wifi: Complimentary general use WiFi will be provided throughout the Hotel. General wiFi login details: Network: Hmeeting Password: SIU2016 LEAD RETRIEVAL Lead retrieval scanners can be rented for the duration of SIU 2016 at a cost of €150 each. The order form for this service is available at http://www.etouches.com/siu2016leads.
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LIABILITY The SIU, Hilton Buenos Aires, any suppliers, their employees or representatives, or any member of the SIU 2016 Congress Organizing Committee is not responsible for any injury that may occur to the Exhibitor or the Exhibitor’s employees or representatives, or for physical loss or damage of their property, including personal property, from any cause whatsoever. The Exhibitor expressly releases and holds harmless the above entities, associations, employees and members thereof from any and all claims arising from any cause whatsoever. Exhibitors are strongly advised to pack and remove from the exhibit hall all valuable items at the end of each day. The period of liability shall be deemed to run from the time the exhibitor or any of his agents, contractors first enter the exhibition site, and to continue until all his exhibits and property have been removed. LINE OF SIGHT SPECIFICATIONS Display materials should be arranged in such a manner so as not to obstruct sight lines
of neighboring exhibitors. All peninsula, corner and in-line booths must be separated from the neighboring
stand(s) by means of a separation wall. This separation wall must be 2.5m high (8’) and finished on all sides.
The maximum height for in-line booths is 2.5m (8’). Island booths are to be constructed to allow a contiguous five foot (5’) wide access path
into the booth from all sides (aisles). At least 70% of the sides facing the aisles must be open. Island booths are required to have a minimum of 25% open space from the height of
2.5m (8’) to the maximum booth height of 5m (16.4’). This maximum use of space maintains “transparency” or the openness of sight lines around and through the design so that the surrounding areas can be viewed through the booth and that neighboring booths are not inappropriately obstructed.
LOST PROPERTY Any lost and/or found items should be reported to the SIU 2016 Exhibit Office. MEETING ROOMS There is very limited space available for private meetings. Please contact the SIU Meeting Manger, Miranda Connon, at [email protected] to arrange a meeting space. Unfortunately, we will not be able to accommodate all requests. RIGGING Due to minimal rigging points available in the exhibit hall, rigging will not be permitted at SIU 2016. SECURITY The SIU Exhibit Office will take every reasonable precaution to secure the exhibit hall throughout the duration of the Congress. Exhibitors should take special care to ensure that their goods are safeguarded and should not leave their stands unattended during move-in, move-out, and during official congress hours. The Exhibit Office cannot be held responsible for any loss, damage or accidents that may occur to any exhibitor’s property or personnel. Exhibitors must arrange for full insurance cover.
The order form for additional security can be found on GEXPO.
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SMOKING Smoking is strictly prohibited in the Hilton Buenos Aires SOCIAL PROGRAMME The SIU Congress will have a variety of social activities planned throughout the congress. Tickets can be purchased via the registration form, or in the registration area on-site. For more information on these events as well as pre & post congress tours, please visit the Social activities section of the congress website: http://www.siu-urology.org/congress-2016/social-events SOLICITING AND PROMOTIONAL ACTIVITIES Not only commercial soliciting, but distribution of samples, souvenirs and promotional items are prohibited, except inside the exhibitor’s own booth. These activities are forbidden in the aisles, common areas, restaurants, and entrance halls. SOUND LEVEL Audio equipment sound must be set to a reasonable level so as not to cause interference with, nor annoyance to, other exhibitors. In the event of complaints from other exhibitors, the organizer reserves the right to determine the acceptable sound level and the exhibitor must adhere strictly throughout the exhibition period. SUBLETTING It is strictly forbidden to sublet a booth space without prior written permission of the SIU 2016 Exhibit Office. WASTE MANAGEMENT In order to reduce the volume of overall waste, we urge all Exhibitors/Contractors to maximize their efforts to re-use and recycle materials where possible. All effort should be made to minimize waste. A charge will be levied to those Exhibitors who leave bulky items or an excess of rubbish. VIRTUAL BOOTH ON SIU@U Registered exhibitors will be provided with a complimentary virtual booth that will be part of the Congress platform, SIU@U. An e-mail will be sent to you with setup details approximately 2 months prior to the start of the Congress.
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HOBBIT® WORLDWIDE LOGISTICS S.A. Alsina 1290, 5° B
Tel (54 11) 4382-8182 Fax (54 11) 4382- 8191 (1088) Buenos Aires -Argentina e.mail : [email protected]
Exhibition Name: 36th Congress of the Société Internationale
d’Urologie (SIU 2016)
Dates : October 20th – 23rd, 2016
Venue: Hilton Buenos Aires Hotel City: Buenos Aires Country: Argentina
Documents Deadlines (by e-mail): Temporary Cargo: 7 (seven) working days before shipping. Permanent Cargo: 13 (thirteen) working days before shipping.
Arrival Deadlines:
Air Freight consignments: Aeropuerto Internacional de Ezeiza - Ministro Pistarini
October 6th, 2016
Sea Freight consignments: Puerto de Buenos Aires
September 29th, 2016
International Truck Freight consignments
September 29th, 2016
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GENERAL SHIPPING INSTRUCTIONS
1. INTRODUCTION
The rules and regulations for importing goods into Argentina are very strict.
If you decide to ship your cargo through Hobbit® Worldwide Logistics S.A., we assumed that you have read and accepted the following shipping instructions.
Deadline dates and most important Customs Regulations are listed below.
2. DOCUMENT DEADLINES CARGO MUST NOT BE SHIPPED WITHOUT OUR PREVIOUS APPROVAL If you decide to ship before having our ”green light”, it will be on your own risk and being responsible for any additional cost it may occur. We must receive by e-mail, copy of shipping documents:
*** VERY IMPORTANT: For every permanent importation, it must be presented into Customs a Legal Statement (known as SIMI) informing the material the exhibitor intends to ship. Once this is filed and presented we need to wait for its authorization accordingly. For this reason, we need to receive copy of Commercial Invoice at least 20/15 days prior to when the exhibitor is willing to ship.
Note that once the information has been submitted it can’t be altered. PRE ALERT: send via e-mail
Copy of the AWB, B/L or CRT Copy of INVOICE & Packing List using Hobbit form
Please note: Shipments which are not addressed to Worldwide Logistics S.A can’t be accepted. Previous PRE ALERT is required in all cases.
3. SHIPPING DOCUMENTS
Temporary & Permanent shipments must be packed and documented separately.
For each shipment we need: Permanent Shipment.: Commercial Invoice & Packing List in Spanish completed
on Hobbit’s form (1 original and 1 copy by e-mail on excel file). In some cases (depending on the type of product or country of origin), Certificate of Origin may be required.
Temporary Shipment: Proforma Invoice & Packing List in Spanish completed on Hobbit’s form (1 original and 1 copy by e-mail on excel file).
Transport documents: o AWB: original by airline o CRT: original by Truck Company
Temporary 7 (seven) days for approval, before shipping the cargo.
Permanent*** 13 (thirteen) days for approval, before shipping the cargo.
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o B/L: 2 originals sent by courier + full set of documents. Sanitary documents (for food stuff, plants, animals. medical equipment), if
necessary. , by e-mail in advance and Original by courier. In all cases it must be issue according to the agreements between the origin country and Argentina Sanitary Department. Ask in your local Sanitary Department.
4. DEADLINES DATES FOR ARRIVAL IN BUENOS AIRES All exhibition goods must arrive in . Buenos Aires: (Deadlines for the show can be checked above, on page 1.)
10 working days before deilvery
Air Freight consignments Aeropuerto Internacional de Ezeiza - Ministro Pistarini
15 working days before deilvery
Sea Freight consignments Puerto de Buenos Aires
15 working days before deilvery
International Truck Freight consignments
These are the regular deadlines, however, the exhibitor must have in mind that their own deadlines will depend on the delivery date needed. For airfreight shipments the cargo should arrive to Buenos Aires Airport (EZE) 10 working days before the delivery date and for seafreight and roadfreight shipments the cargo should arrive to Buenos Aires Port 15 working days before the delivery date.
5. LATE ARRIVAL
HOBBIT® won’t accept shipments that arrive after deadline without a signed “Late arrival form” (Please find sample at ANNEX I). Late arrival surcharges after deadlines: 25% However, HOBBIT® will make all reasonable efforts to ensure delivery before the show opens; however, no guarantees can be given. The surcharge will apply regardless of delivery date to the show site.
6. TRANSPORT DOCUMENTS: INSTRUCTIONS & CONSIGMENT For individual direct Airwaybill, Bill of Lading or CRT: Consignee: WORLDWIDE LOGISTICS S.A./ “__________________” (Exhibitors´s name) CUIT: 33-70735073-9 Para: “The 36th Congress of the Société Internationale d’Urologie (SIU 2016) Stand #___ - Hall # ___ Alsina 1290, 5° B - Buenos Aires – Argentina Notify: WORLDWIDE LOGISTICS S.A. Tel: 4382-8182 Fax: 4382-8191
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For consolidated airfreight shipments: MAWB: Consignee: WORLDWIDE LOGISTICS S.A. CUIT: 33-70735073-9 Alsina 1290, 5° B Buenos Aires – Argentina Notify: WORLDWIDE LOGISTICS S.A. Tel: 4382-8182 Fax: 4382-8191 HAWB: Consignee: Same as individual direct air waybill
Airfreight shipment:
o We strongly recommend direct AWB for airfreight shipment. o For consolidated shipment a HAWB for each exhibitor and a consolidation
manifest must be issued and show in description “consolidated cargo as per attached manifest”.
o Consolidated shipments received through other forwarders may apply to a different “handling documents” tariff.
Seafreight shipment:
o If you are willing to ship temporary and permanent shipment on one FCL a
“part of” B/L must be issued to separate both cargoes. o Consolidated shipments (MB/L + HB/L) won’t be accepted. In this case the
shipper must send cargo LCL condition using NVOCC agent.
In every case:
o Freight value must be shown on air waybills. DO NOT DECLARE FREIGHT“AS AGREED”
o Temporary cargoes must be packed and shipped on a separate B/L, CRT or AWB (or HAWB) from permanent goods
o If you have to include NCM Code, please ask us before including them on the transportation documents.
NOTE: All exhibition goods must be sent “Freight Prepaid”
7. INVOICE INSTRUCTIONS Separate documentation and packing must be issued for permanent and temporary admission. Invoices and Packing lists should be consigned to: WORLDWIDE LOGISTICS S.A./ “__________________” (Exhibitor’s name) Para: “The 36th Congress of the Société Internationale d’Urologie (SIU 2016)
Alsina 1290, 5° B – Buenos Aires, Argentina
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INVOICE must be completed as follows:
on Hobbit’s form with Exhibitors Logo, in Spanish Language (translation from English to Spanish is available upon request.
Cost for this service will be quoted accordingly), with the inscription “Original Invoice”, Consignee - as detailed above, Invoice number, Place and Date of Dispatch, Full description of all items including brand, serial and part number and constituent
material if applies, State if goods are new (never been used) or used (maybe in other show or as demo), The Incoterm used must be FOB. Unit price: Every individual item, including give-away items and brochures, must
have a FOB value expressed in U.S. Dollars or Euros. According to the local Regulations, this value may be adjusted following Customs requirements.
Total price, Harmonized (Brussels) System code for each invoiced item, Gross & Net Weight / quantity of packages, The following declaration must be indicated for temporary admission:
“Mercadería únicamente para ser exhibida en “EXHIBITION’S NAME”, y retornará a origen después de la feria”. “Mercadería de Origen (Country of Origin - Country of manufacture)”
The following declaration must be indicated for permanent admission: “Valor solo a fines aduaneros”- “Mercadería únicamente para ser exhibida en “EXHIBITION’S NAME” – Mercadería Sin Valor Comercial. “Mercadería de Origen (Country of Origin – Country of manufacture)”
Please to assist with customs clearance, provide a descriptive brochure,
catalogue or internet site with photograph describing your material.
IMPORTANT NOTE: Please do not place any items in your boxes that are note declared on your commercial or proforma invoice/packing lists. Untrue information to the Custom Service will result on high fines and penalties for the shipper and even non delivery of goods on time for the show.
8. PACKING
Exhibitors will be responsible for the packing of its cargo. Empty cases, for temporary shipment, will be stored during the exhibition and
retrieve for the repacking at the end of the show. The exhibitor will also be responsible for the re-packing after the show. If the shipping company, requests a special packing or if we considered that the safety
of the cargo is compromised, we’ll proceed to repack and quote accordingly.
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9. CASE MARKING
All packages must be marked on at least two sides of each case, as follows:
Exhibitor Name: __________ For “The 36th Congress of the Société Internationale d’Urologie (SIU 2016)
Buenos Aires - ARGENTINA Hall Nº ____ - Stand Nº ___
Case Number (Nº1 / total and up- example 1/10,2/10 etc.) Gross Weight (Kg.)
Dimensions (m) TEMPORARY ADMISSION or DEFINITIVE ADMISSION (if applicable)
10. WOODEN CRATE / PALLET
Be informed that, in our country, the entry of shipments packing in wooden crates and pallets, require fumigation process in origin. This procedure must be done before the shipment and the corresponding Official Certificate must be included in the documentation.
If packing material is not wood, a Certificate of Non-wooden Packing Material issued by the Shipper / Exporter is required to be included with the documentation.
11. INSURANCE
It is the responsibility of each exhibitor to arrange Insurance covering during the exhibition. One original copy of the Insurance Policy is required to be sent with documentation.
12. ONSITE HANDLING Our quotation includes the first movement and delivery to stand or nearby.
Secondary movements as lifting/repositioning will be quoted and charges separately. Packing and unpacking is not included. Important: If you are exhibiting bulky/heavy equipment that requires special
handling to place it in position on your stand, we kindly ask you to supply us with a scale layout drawing and a brochure describing the product so that the items can be positioned early during the build-up period.
13. TEMPORARY ADMISSION SHIPMENT The venue in Buenos Aires is not a customs bonded area and temporary imports will
require a guarantee in order to avoid payment of duty. Hobbit ® Worldwide Logistics will submit necessary temporary import bonds on behalf of exhibitors, but these are only valid for two months from date of Customs Clearance.
14. RETURN OF EXHIBITS
Approximately three weeks are required for the previous warehouse verification and preparation of all documents for re-export of exhibits and the obligatory Customs inspection. If you need your exhibits to be forwarded to another exhibition, and/or on a
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shorter deadline, please send detailed instructions when you request your quotation.
All products imported under temporary admission in Argentina must be either returned to the origin or to another country sold to a licensed Argentine Importer. Goods CANNOT be sold or given during the show.
Every good must be given back to Hobbit ® after the show. If during the dismantling
we don’t receive the goods that were imported under temporary basis, we’ll have to issue a police and customs report for the missing goods. This will carry the payment of duties and taxes + very high penalties due to the wrongful removal of these goods from customs control.
Hobbit® Worldwide Logistics S.A. doesn’t handle the shipments to other
freight forwarders due to the responsibility we have as the cargo’s importer. Hobbit® will always offer the exhibitor freight competitive market rates.
15. PERMANENT ADMISSION SHIPMENT All trade advertising, giveaways, promotional literature and expendable items must be
shipped only as PERMANENT ADMISSION. Duty rates in Argentina are very high. Average rate is 85 % on CIF value. Be sure to declare the correct prices, as Customs may not agree with the declared
value, causing delay and significant penalties. An Official Price List may be required. Be careful with your permanent shipment. If you are planning to send
any of the following items, please contact us to check if they can be imported or if any certification is required.
Bags
CDs & DVDs
Food and beverages
Toys
Brochures and printed material
Batteries
Fabrics
Electrical and Gas Equipment
16. DELIVERY INFORMATION Hobbit® must be informed show contact details, date and time to receive the goods 5
(five) working days before delivery time. Note : exhibitor must be at the booth to receive the goods, if not Hobbit® will leave
the goods with the Show Official Security Service and will invoice this service to the exhibitor.
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17. COURIER SHIPMENTS Courier services have special Customs regulations and “door-to-door service” doesn’t
apply in most cases. If anyway, you decide to use this way to ship, PLEASE ask for our special instructions.
Handling and delivery charges will apply for couriers consigned to us. NOTE: We won’t accept any charges from your courier company and therefore will refuse the shipment!
18. TERMS OF PAYMENT
In order to start the corresponding Customs procedures and operations, total amount of expenses previously quoted, must be credited on our Bank. Remitting Bank charges are for exhibitor’s account. We will inform our bank details on time.
However our total handling charges will be confirmed after customs clearance. The balance between your deposit and our invoice will be informed at time of the
delivery to stand.
19. USEFUL CONTACTS – FAIRS & EXHIBITION DIVISION
Mrs. Silvia Muzzupappa [email protected] Import Manager
Ms. Angeles Tombeur [email protected] Senior Project Executive
Mr. Diego Sita [email protected] Director
Mrs. Miriam Ruppi [email protected] Account Department
In case you have any inquiries or want to know about specific points not fully covered, please do not hesitate to contact us without delay. We wish you success with the exhibition and offer you all assistance you may need. Yours faithfully, HOBBIT ® WORLDWIDE LOGISTICS FAIRS & EXHIBITIONS & CUSTOMS BROKER INTERNATIONAL FREIGHT FORWARDERS [email protected] Alsina 1290, 5° B (1088) Buenos Aires – Argentina Phone: (54 11) 4382-8182 / Fax: (54 11) 4382-8191
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ANNEX 1
LATE ARRIVAL FORM
ISSUED IN CUSTOMER FORM
The undersigned representative of ___________________________ has been advised by (Shipper/Company) HOBBIT® WORLDWIDE LOGISTICS S.A. that due to excessive time constraints, their shipment from __________________ to _______________ may not clear customs in time Origin Destination for delivery at the requested time and place as indicated on the International Shipping Order. __________________________ has instructed HOBBIT® WORLDWIDE LOGISTICS S.A. The undersigned and its authorized agents to ship their freight despite time constraints, releasing HOBBIT® WORLDWIDE LOGISTICS S.A. and authorized agent from any responsability for late arrival and accepts all financial obligations for the shipment to the above destination. Signed: .................................................... Date: ................................................................ Name and Title :....................................... Company: .......................................................... AS AGENT : Signed …………………………………….. Date……………………………………………. Name………………………………………. Title…………………………………
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Shipper: Consignee: Nbr:WORLDWIDE LOGISTICS S.A.Alsina 1290 - 5° B
City: Buenos Aires
TAX ID Nr. Country: ARGENTINA
Show
Venue:
Hall Nbr:
Stand Nbr:
(If applicable include:) Brand /Mark Model Serial Number
Total Crates/Cases: Total Value: $
Total Cubic Meter:
Total Weight Kgs:The material described above are to be given away at the Show and any surplus goods after closing of the exhibition will be disposed of. The materials described above are of_________________ origin unless otherwise indicated and the values listed represent the fair market value.
"Value Only for Customs Purposes""Samples without Commercial Value"
Piece Number
L x W x H (inches/centim.)
Weight Kgs.
QtyUnit Value US
DollarsTotal Value US
Dollars
Detailed Description of Contents
Commercial Invoice / Packing ListYOUR LOGO
Harmonize Code Nbr.
Date:
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PLEASE SEND US THIS INFORMATION IN EXCEL FILE BY E-MAIL
Shipper: Consignee: Nbr:WORLDWIDE LOGISTICS S.A.Alsina 1290 - 5° B
City: Buenos Aires
TAX ID Nr. Country: ARGENTINA
Show
Venue:
Hall Nbr:
Stand Nbr:
(If applicable include:) Brand /Mark Model Serial Number Origin New or Used?
Total Crates/Cases: Total Value: $
Total Cubic Meter:
Total Weight Kgs:The following declaration must be indicated for temporary admission: “Mercaderia unicamente para ser exhibida en la feria “………………..” , y retornará a origen después de la feria.“Mercadería de Origen (Country of Origin)”
Harmonize Code Nbr.
Unit Value US Dollars
Total Value US Dollars
Proforma Invoice / Packing ListYOUR LOGO
"Value Only for Customs Purposes""Samples without Commercial Value"
Piece Number
L x W x H (inches/centim.)
Weight Kgs.
QtyDetailed Description of Contents
Date:
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F&B Services for Booths
36th Congress Of The SIU 2016
• Salty Snacks
Gruyere muffins, dried tomatoes and black olives
cheese with basil oil brochette
Crispy toast with goat cheese and black olive jam
Mini Bagel salmon and cream cheese
Breaded chicken brochette with barbecue sauce
Minimum 5 trays per day Price for tray of 25 snacks: USD 75 + VAT
** Paper napkins included**
• Sweet Snacks
Homemade Croissant
Muffins
Brownies
Chocolate bread
Vanilla and chocolate cookies
Minimum 5 trays per day Price for tray of 25 snacks: USD 55 + VAT
** Paper napkins included**
• Beverage Options
- Nespresso Experience – Espresso style Coffee
• Fee for machine’s setup USD 100 + VAT/day
• Capsules - Minimum 50 capsules per day. USD 4,50 + VAT/each.
If extra capsules are required, the minimum will be 10 units.
**sugar, sweetener, powdered milk sachets mixer and cups included**
- Soft drink (can)
Minimum 30 cans Price per unit: USD 4,5 + VAT
- Mineral Water Bottle Minimum 30 bottles Price per unit: USD 4 + VAT
- Thermo Coffee 3.8 lt. Minimum 5 thermos. Price per unit: USD 32 + IVA
- Thermo Milk 2 lt. Minimum 3 thermos. Price per unit: USD 26 + IVA
- Thermo Tea 2 lt. Minimum 3 thermos. Price per unit: USD 28 + IVA
- Orange Juice 2 l. Minimum 5 pitchers. Price per unit: USD 28 + IVA
Service notes:
• All services will be delivered to the indicated stand.
• Service will be set with disposable cups
• Sugar, sweetener, powdered milk sachets mixer and cups included
_________________________________________________________________________________________________________________________
Services should be confirmed no later than October 1st 2016 Contact: Valeria Paniagua - Sales Coordinator
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Code $USSimple 540$
WALL SYSTEM
Opaque panel made in Octanorm System with white laminate plates and bright anodized aluminumWidth 100 cm h: 250 cm Front fascia Cenefa h: 241 mm
GRAPHIC
Booth number and exhibitor name
LIGHTING
Prism shaped spot with led lampPower socket up to 1000 WMain box
Code Description Width Depth High $US5.1 Display podium, white panels 0,70 0,70 0,9 71$ 5.3 Showcase octanorm newline glass between, white panels 1,00 0,50 0,93 144$ 5.8 White octanorm counter 1,00 0,50 0,93 97$ 5.11 Octanorm cabinet 1,00 0,50 0,73 78$
Código Descripción Width Depth High $US4.5 Octanorm desk 1,00 0,70 0,73 87$ 4.8 Cube desk, wood melamine finishing 1,50 0,75 0,73 107$ 4.11 Square table, central base 0,70 0,70 0,73 67$ 4.13 Round table, central base 0,80 - 0,73 91$ 5.5 Brochure Rack 0,35 0,35 1,5 100$ 6.1 Upholstered Hille chair, stockable - - - 15$ 6.22 Upholstered Futura armchair, stockable - - - 26$ 6.3 Upholstered bar stool, steel base - - - 26$ 6.4 Upholstered Hille bar stool, swivel base - - - 52$ 6.20 Upholstered arm chair, gray color - - - 112$ 6.72 White upholstered puff - - - 25$ 7.7 Fiberglass pot with plants 0,40 0,40 62$ 7.12 Black waste paper basket - - - 7$
Contact: Margarita Perkins Phone Number: 54 11 4322 5707 ext. 226E-mail: [email protected]
Basic BoothDescription
Simple Booth 3x3 (9m2)
6.4 6.20 6.72 7.12
Mobiliarario
CABINETS AND SHOWCASES
5.2 5.3 5.8 5.11
4.5 4.8 4.11 4.13
5.5 6.1 6.22 6.3
5.2 5.3 5.8 5.11 5.2 5.3 5.8 5.11
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