exhibitor manual - ecss.de manual_2018.pdfexhibitor manual. 2 ... 50858 cologne, germany phone: +49...
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1European College of Sport ScienceFeldblumenweg 26, 50858 Cologne, GermanyPhone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: [email protected]/2018
23RD ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCESPORT SCIENCE AT THE CUTTING EDGE
4-7 July 2018Hosted by University College Dublin & Ulster University
ecss-congress.eu/2018
23rd Annual Congress of the European Col lege of Sport Science
4-7 July 2018 | Dubl in, Ireland
Exhibitor Manual
2European College of Sport ScienceFeldblumenweg 26, 50858 Cologne, GermanyPhone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: [email protected]/2018
23RD ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCESPORT SCIENCE AT THE CUTTING EDGE
4-7 July 2018Hosted by University College Dublin & Ulster University
Contents 1. Important Deadlines 3
1.1 Terms of payment for exhibition space and sponsorship items ................................................ 3 1.2 Company logo in vector format Deadline: 1 June 2018 ........................................................... 3 1.3 AdvertisementinfinalprogrammeDeadline: 1 June 2018 ...................................................... 3 1.4 Exhibitor registration and badges Deadline: 15 June 2018 ...................................................... 3 1.5 Congress bag inserts (3,000 copies) Deadline: 29 June 2018 .................................................. 4 1.6 Obexpo – Exhibitor Service Order deadline: 23 May 2018 ....................................................... 4
2. Exhibition Services 5
2.1 Electricity/Lighting ............................................................................................................... 5 2.2 Booth walls ......................................................................................................................... 5 2.3 Signage .............................................................................................................................. 5 2.4 Shell schemes ..................................................................................................................... 5 2.5 Furniture ............................................................................................................................ 5 2.6 Audio/Visual ....................................................................................................................... 5 2.7 Flooring .............................................................................................................................. 5 2.8 Stand cleaning .................................................................................................................... 5 2.9 Internet/WIFI ..................................................................................................................... 5 2.10 Delivery and storage of goods at the venue .......................................................................... 6 2.11 Pick-up of goods after exhibition .......................................................................................... 6 2.12 Catering ............................................................................................................................. 6 2.13 Payment options for your orders .......................................................................................... 7 2.14 On-site procedure ............................................................................................................... 7 2.15 Guidelines for planning your stand ....................................................................................... 7
3. General Information 8
3.1 Set-up and construction of stands: Tuesday, 3 July 2018 | 7:30-22:00 .................................... 8 3.1.1 Opening hours of the exhibition ........................................................................................... 8 3.1.2 Dismantling of stands: Friday, 6 July 2018 | 18:00-22:00 ....................................................... 8 3.2 Accessibility ........................................................................................................................ 8 3.3 Demarcation lines ............................................................................................................... 8 3.4 Gangway access ................................................................................................................. 8 3.5 Liability .............................................................................................................................. 8 3.6 On-site parking facilities ...................................................................................................... 9 3.7 Accommodation and travel ................................................................................................... 9
4. A Green Meeting 10
4.1 Obligatory guidelines ......................................................................................................... 10 4.2 Further recommendations .................................................................................................. 10
5. Contact Details 11
3European College of Sport ScienceFeldblumenweg 26, 50858 Cologne, GermanyPhone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: [email protected]/2018
23RD ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCESPORT SCIENCE AT THE CUTTING EDGE
4-7 July 2018Hosted by University College Dublin & Ulster University
1. Important Deadlines
1.1 Terms of payment for exhibition space and sponsorship itemsYour exhibition space/sponsorship item(s) invoice must be paid in full by the date stated on the invoice. Ifpaymentsarenotfulfilledintime,theorganisersreservetherighttocanceltheexhibitionspaceandsponsorship item(s).
1.2 Company logo in vector format Deadline: 1 June 2018Forprintedcongressmaterial,e.g.finalprogramme,pleasesendavectorformatfile,preferablyEPSformat,of your company’s logo to [email protected].
1.3 AdvertisementinfinalprogrammeDeadline: 1 June 2018Ifyouhavebookedanadvertisementinthefinalprogramme,pleasesendyourcolourartworkto [email protected] by 1 June 2018. Specs for the artwork:
Ý LANDSCAPE format Ý A4 (297mm by 210mm) Ý Minimum resolution: 300dpi Ý No bleed Ý No crop marks Ý PDF format
1.4 Exhibitor registration and badges Deadline: 15 June 2018As an exhibitor at ECSS Dubin 2018, you qualify for a minimum of two free registrations, which give you access to all functions, coffee breaks and lunches. If you have purchased an exhibition space biggerthan >12m² you qualify for one additional free registration per each additional 6m². This means three free registrations for 18m², four free registrations for 24m², and so on.
To secure your free registrations, each company representative needs to create an ECSS account at www.ecss.de/ASP/MOBI/MobiLogin.asp or log in to their existing account from previous ECSS congresses. Please report account IDs of your delegates to [email protected] by 15 June 2018 so that ECSS can register them for the congress in time.
If you need to increase your number of free registrations, you can register a maximum of four additional representatives at a reduced registration fee of €150. The additional delegate from your company must
When
Congress 4-7 July
Set-up 3 July
Dismantle 6 July
Where
The Convention Centre DublinSpencer DockNorth Wall QuayDublin 1D01 T1W6Ireland
Book now!
Phone: +49 (0) 221 9626 2776
Fax: +49 (0) 221 9626 2779
4European College of Sport ScienceFeldblumenweg 26, 50858 Cologne, GermanyPhone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: [email protected]/2018
23RD ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCESPORT SCIENCE AT THE CUTTING EDGE
4-7 July 2018Hosted by University College Dublin & Ulster University
undergo the same process (as described above) by 15 June 2018. Lunches and coffees are included. However, accesstoscientificsessionsandsocialevents(exceptopeningreception)isnotgranted.Please note, badges will NOT be mailed in advance. Please collect your congress badge onWednesday, 4 July 2018 at the registration desk.
1.5 Congress bag inserts (3,000 copies) Deadline: 29 June 2018Wewillcontactyouwellinadvanceofthecongressif3,000copiesisnolongersufficient.AllcongressbagmaterialsshouldbedeliveredtoInterflowLogisticsLtd.(fulladdressbelow),from24Juneandnolaterthan29 June 2018.
Delivery address:
InterflowLogisticsLtd.C/O ECSS 2018Unit 1, Ace WarehouseBlakescross, Co. Dublin, K45 WY42, DublinAttn: Vivian Brodigan +353 1 6853845
Please label your packages as follows:
Please download templates here.
Packages that are not clearly labelled or are delivered after the deadline will not be considered.
1.6 Obexpo - Exhibitor Service Order deadline: 23 May 2018If you have booked your exhibition space at ECSS Dublin 2018, please note, your exhibition space only includesspacerentalandboothmark-outonthefloor.It does NOT include stand set-up, booth walls (no back walls nor divider walls), furniture, power supply, electrics and other services. You may bring your own construction or order a stand package, furniture, decoration etc., through O’Brien Expo Service order forms, which are provided in Section 2 Exhibition Services.
Please note, any orders submitted after the order deadline will incur a 25% mark up on all prices. All orders must be submitted with payment details – either bank transfer or credit card.
RUSH RUSHB BBag Inserts Bag Inserts
TO: European College of Sport Science - Steffen Neubert TO: European College of Sport Science - Steffen Neubert
ECSS 2018 ECSS 2018
(Name) (Name)
C/O: Interflow Logistics LtdUnit 1, Ace Warehouse
BlakescrossLusk, Co. Dublin K45 WY42
C/O: Interflow Logistics LtdUnit 1, Ace Warehouse
BlakescrossLusk, Co. Dublin K45 WY42
SPONSOR: ________________ SPONSOR: _______________
CARRIER _____________________ #______ OF _______CARRIER _____________________ #______ OF _______
5European College of Sport ScienceFeldblumenweg 26, 50858 Cologne, GermanyPhone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: [email protected]/2018
23RD ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCESPORT SCIENCE AT THE CUTTING EDGE
4-7 July 2018Hosted by University College Dublin & Ulster University
2. Exhibition Services
2.1 Electricity/LightingElectricity needs to be ordered separately. There is no power supplied with your booth. As power supply canonlybesuppliedviatheunderfloorgridinthehallfloor,itmustbenotedthatifanexhibitorhas no stand structure or shell scheme in place, it may not be possible to provide power on-site.Electrics cannot be supplied without some form of stand structure being in place!Please order here.
2.2 Booth walls Exhibition stands do not have any back walls at any location in the exhibition area. Please note, electrics cannot be supplied without some form of stand wall in place. We recommend ordering booth walls for your stand. Please order booth walls here.
2.3 Signage Company signage may also be ordered. Please order company signage here.
2.4 Shell schemesObexpo offers different shell schemes for different needs. Please order shell schemes here.
2.5 FurnitureObexpo provides a wide variety of seating, tables, shelves, and other furniture. Please order furniture here.
2.6 Audio/VisualObexpo can provide audio and visual equipment for your stand. Please order audio and visual here.
2.7 FlooringPlease orderflooringhere.
2.8 Stand cleaningExhibitors are responsible for their own stand cleaning and tidying during the exhibition. If you wish to arrange additional stand cleaning, please order this here.
2.9 Internet/WIFIThe CCD provides WIFI internet for basic needs. If you plan to use the internet for heavy downloading or presentations of demos/videos, we advise you to use a wired connection (LAN). Please order this here.
6European College of Sport ScienceFeldblumenweg 26, 50858 Cologne, GermanyPhone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: [email protected]/2018
23RD ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCESPORT SCIENCE AT THE CUTTING EDGE
4-7 July 2018Hosted by University College Dublin & Ulster University
2.10 Delivery and storage of goods at the venueWeadviseyoutocontacttheofficiallogisticspartneroftheConventionCentreDublin(CCD),‘InterflowLogistics Ltd.’ for the planning and shipping of your goods, such as full stand construction and/or stand equipment.InterflowLogisticsLtd.willstoreyouritemsintheirwarehouseandtransportthemtothevenueon 3 July 2018. Pricing and information can be found on the Forwarding & Handling Tariff. Please download your labels for your delivery here.
Ifyourequireaforkliftforunloadingandloading,pleasecontactInterflowLogisticsLtd.Youwillbeinvoicedfortheforkliftandthetransporttotheexhibitionarea.Pleasefindfurtherinformationhere.
2.11 Pick-up of goods after exhibitiona) Pick-up is on 6 July 2018 during the allocated dismantle time. The pick-up address at the venue is:
ECSS 2018Convention Centre DublinNorth Quays. Dublin 1, IrelandBooth name & numberAttn:Interflow+353 1 6853845
b)Pick-upatInterflowLogisticsLtd.ison8 July 2018. The pick-up address is:
InterflowLogisticsLtd.C/O ECSS 2018Unit 1, Ace WarehouseBlakescross, Co. Dublin, K45 WY42, IrelandAttn: Vivian Brodigan +353 1 6853845
2.12 CateringECSS works with an in-house catering company of the CCD to manage all catering. If you wish to order catering for your stand or for a reception, please make direct contact with:
The Convention Centre DublinNoel ManningPhone +353 1 8560000Email [email protected]/organising/event-hospitality
7European College of Sport ScienceFeldblumenweg 26, 50858 Cologne, GermanyPhone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: [email protected]/2018
23RD ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCESPORT SCIENCE AT THE CUTTING EDGE
4-7 July 2018Hosted by University College Dublin & Ulster University
2.13 Payment options for your ordersAn invoice will be sent upon receipt of your order.
2.14 On-site procedure During set-up and congress it is possible to place last minute orders at the event desk, which is situated in the expohallatthe‘ObexpoServicesCounter’.
Please note, a 25% mark-up will be applied to all prices. Services ordered on-site will either be invoiced or a credit card payment is possible. However, please be aware that on-site orders for electrics are not always possible due to the nature of the power supply.
2.15 Guidelines for planning your stand Ý Please carefully read the rules and regulations, and exhibitor information provided by the CCD and
ensure that you adhere. This will also avoid disappointments on-site. Ý If you have appointed a contractor to set-up your stand, please ensure they have the details of the set-upanddismantlingtimesandmakesuretheybringvalididentificationtoidentifythemselvestothe Hall Chief. Please inform Obexpo if this is the case, prior to the set-up. Please do not forget to order electricity mains power supply using this order form.
Ý The stand structure cannot exceed 3.99 metres in height. If you have a special request in this regard, please contact the congress venue.
Ý Exhibitors are advised to make their own insurance arrangements. Ý Please display the name of your company and stand number at the front of your stand and at every
other open area. This will enable visitors to easily identify your stand. Ý We advise you to have a reasonable amount of light on your stand, either to highlight your products
or simply to make the stand more inviting to passing visitors. Ý It is recommended not to have ceilings/stand coverings, in order not to affect the Fire Safety Strategy
of the CCD. Ý Ifastandwallexceedstheheightofanadjoiningstand,theexhibitorofthatspecificwallis
responsible for making sure that back walls facing other exhibitors and open areas are to be clad and finishedwithwhitepaintorcloth.Thebacksofthesewallscannotcarryanyadvertising,companynames or company logos. ECSS Dublin 2018 reserves the right to have advertising, company names and logos removed or restored at the cost of the respective exhibitor.
Ý It is prohibited for any part of your stand or exhibition to project onto the gangways or onto an adjacent stand.
Ý At any given time exhibitors are advised to keep their noise level to a minimum to not disturb other exhibitors. Ý During exhibition opening hours, exhibitors are obliged to attend and man their stand. Ý The exhibitor is responsible for all of its valuables at any time. The exhibition will be situated in the
Convention Centre Dublin (CCD) and the area is directly accessible. Outside of opening hours we recommend that you take all of your valuables off-site.
Ý Please adhere to all regulations for the set-up and dismantling of your stand, available in this manual. Ý Please make sure to take care of the following or it will be invoiced to you:
a) The collection and removal of waste materials produced by working demonstrations of exhibits forming parts of the exhibition.b)Theremovalanddisposalofpackingcasesandstandfittingmaterialsassociatedwithanexhibition.c) The removal of any waste that requires special handling to ensure its safe disposal.
8European College of Sport ScienceFeldblumenweg 26, 50858 Cologne, GermanyPhone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: [email protected]/2018
23RD ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCESPORT SCIENCE AT THE CUTTING EDGE
4-7 July 2018Hosted by University College Dublin & Ulster University
3. General Information
3.1 Set-up and construction of stands: Tuesday, 3 July 2018 | 7:30-22:00
3.1.1 Opening hours of the exhibition
Ý Wednesday 4 July 9:00-18:00 Ý Wednesday 4 July 20:00-21:00 Opening reception in exhibition area (optional) Ý Thursday 5 July 9:00-18:00 Ý Friday 6 July 9:00-18:00
Please note, stands are NOTallowedtobeset-upordismantledoutsidetheofficialhourspublished in this manual. The stand must remain open with items on display during exhibition opening hours. Please frequently check here for updates.
3.1.2 Dismantling of stands: Friday, 6 July 2018 | 18:00-23:00
The stand must remain open with items on display during exhibition opening hours. Please note, stands are NOTallowedtobeset-upordismantledoutsidetheofficialhourspublishedinthismanual.Pleasefrequentlycheck here for updates.
3.2 Accessibility Due to security reasons, any person entering the congress venue during the congress hours must wear a name badge. Please collect your congress badge from congress registration. The registration is open from Wednesday to Friday, 8:00 to 18:00.
3.3 Demarcation lines Allexhibitorsmustshowstrictobservanceofthedemarcationlinesoftheexhibitionarea,markedonthehallfloor.It is strictly forbidden to display any information outside your booth area without the explicit approval from ECSS.
3.4 Gangway access It is imperative that exhibitors and contractors keep all gangways adjacent to their booth/stand clear during set-up and dismantling. This is to allow for access in the case of an emergency, and to enable other exhibitors access to their stands.
3.5 Liability By renting exhibition space, the exhibitor becomes liable for harm to staff and equipment. Exhibiting companies agree that neither the hosting venue, the Convention Centre Dublin, nor the ECSS, assume any liability whatsoever. Exhibiting companies are requested to make their own arrangements in respect of insurance for their stand and staff members.
9European College of Sport ScienceFeldblumenweg 26, 50858 Cologne, GermanyPhone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: [email protected]/2018
23RD ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCESPORT SCIENCE AT THE CUTTING EDGE
4-7 July 2018Hosted by University College Dublin & Ulster University
3.6 On-site parking facilities The venue provides no parking within the approach/driveway to the exhibition hall. Parking options are available at the CCD’s underground car park and at numerous car parking facilities within walking distance of the venue. Please see further information here.
3.7 Accommodation and travelDublin will be extremely busy at the time of the congress. Make sure to book your accommodation as soon early as possible.
The ECSS has negotiated a large number of hotel rooms at attractive rates in several categories of hotels, rangingfrombudgetto4stars.Theseratesareonlyavailablethroughthecongresswebsite.Youwillfindthatall of these hotels offer quality lodging, including breakfast. Most hotels have parking facilities. The majority of these hotels are within walking distance of the congress venue.
Dublin will be extremely busy during the congress. Please try to book your accommodation as early as possible. Please follow the link below for details: http://ecss-congress.eu/2018/18/index.php?option=com_content&view=article&id=96&Itemid=661
Dublin is easily accessible from all around the world. The international airport in Dublin handles over 25 million passengers a year and offers many services on-site. It will take you approximately 15 minutes through a port tunnel to reach the congress venue, the Convention Centre Dublin, from Dublin Airport (DUB).TofindoutmoreabouttravellingtoDublin,pleasevisit:http://ecss-congress.eu/2018/18/index.php?option=com_content&view=article&id=97&Itemid=658
Ý If you have any further questions, please do not hesitate to get in touch with the respective contacts listed under contact details.
10European College of Sport ScienceFeldblumenweg 26, 50858 Cologne, GermanyPhone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: [email protected]/2018
23RD ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCESPORT SCIENCE AT THE CUTTING EDGE
4-7 July 2018Hosted by University College Dublin & Ulster University
4. A Green Meeting
ECSS aims to support green values when organising its annual congress. In 2018, the ECSS wants to build on what has been achieved at previous congresses.
4.1 Obligatory guidelines
Ý Only reusable dishes are allowed. Ý Waste produced at the congress venue must be disposed of according to the waste management
system. Ý All materials used at the responsibility of the exhibitor (stand, roll-up, decoration etc.) are reusable
and will be reused. Ý No cans and only reusable bottles as give-aways. Ý Decrease of give-aways at the booth and use of products without extra packaging.
4.2 Further recommendations Ý Distribution of giveaways should be made from ecologically accepted material and/or with a
quality label. Ý Reduction of printed material. Ý Usageofrefillablepackaging. Ý Utilisation of reusable materials for the booth construction wherever possible. Ý Avoidance of coffee machines with a capsule system, cans, and plastic bottles.
We very much appreciate your contribution, your support and your efforts to make ECSS Dublin 2018 a green congress!
For further details, please see our green meeting webpage on the congress website.
11European College of Sport ScienceFeldblumenweg 26, 50858 Cologne, GermanyPhone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: [email protected]/2018
23RD ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCESPORT SCIENCE AT THE CUTTING EDGE
4-7 July 2018Hosted by University College Dublin & Ulster University
5. Contact Details
ECSS Exhibition Management Phone: +49 221 9626 2776 Fax: +49 221 9626 2779 Email: [email protected]
On-site Exhibition Service O’Brien Expo ServicesTony O’Brien, [email protected], +353 87 2449 2489 The Coach HouseRear of 1 Warwick TerraceAppian WayRanelagh, Dublin 6Ireland
Shipping address for packages and large goods (delivery and pick-up) InterflowLogisticsLtd.C/O ECSS 2018Unit 1, Ace WarehouseBlakescross, Co. Dublin, K45 WY42, IrelandVivian Brodigan, [email protected], +353 87 7643970 Congress venue The Convention Centre DublinAudrey Baker, [email protected], +353 1 818 4523Spencer DockNorth Wall QuayDublin 1D01 T1W6Ireland
sport-science.org
European College of Sport ScienceFeldblumenweg 26, 50858 Cologne, Germany
Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: [email protected]