Dear Exhibitor,

On behalf of EORTC, EANO and ESMO, we are pleased to provide you with the EEE-2015 Exhibitor Service Manual.

Enclosed you can find detailed information on key dates, contacts, order forms and various additional facilities and services for the organisation of your exhibition stand.

Thank you for observing the deadlines, rules and regulations in this manual.

Please share this information with staff in your company and third parties that may be involved with you in EEE-2015. This manual is also available online on www.ecco-org.eu

If you have any further questions, please do not hesitate to contact us.

We very much look forwards to seeing you in Istanbul and wish you a successful conference!

With kind regards,

On behalf of the EEE-2015 Team,

Allegra Roccato

Congress Coordinator

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KEY DATES and DEADLINES

24 February 2015 Deadline for complete list of exhibitor names for badges

27 February2015 Deadline to order Exhibition Services from K2

06 March 2015 Deadline for material to be received at Kristal

13 March 2015 Deadline for material to be received by local agent

26 March 2015 Construction of the table tops and stands from 14:30 to 18:00

27-28 March 2015 Exhibition opening hours

Friday 27 March 08:00–18:00

Saturday 28 March 08:00 – 13:30

28 March 2015 Dismantling of the stands and removal of the exhibits:

13:30-17:00

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CONTACT INFORMATION

Congress Secretariat

EORTC-EANO-ESMO Conference Congress Secretariat c/o ECCO – the European CanCer Organisation Avenue E. Mounier 83 1200 Brussels Belgium Telephone: +32 (0)2 775 02 01 Fax: +32 (0)2 775 02 00 E-mail: eortceanoesmo@ecco-org.eu

Contact Persons

Congress Operations Adline Lewuillon adline.lewuillon@ecco-org.eu

+32 (0)2 775 02 40 Allegra Roccato Allegra.roccato@ecco-org.eu

+32 (0)2 775 29 35 Registrations (groups & individuals) Emilie Fillod Emilie.fillod@ecco-org.eu +32 (0)2 775 02 47

Scientific programme Samira Essiaf Samira.essiaf@ecco-org.eu

+32 (0)2 775 02 49

Conference Venue

Hilton Istanbul Bosphorus & Hilton Istanbul Convention & Exhibition Centre Cumhuriyet Caddesi Harbiye 34367, Istanbul Turkey Tel: +90 212 315 6000 Fax: +90 212 240 4165 http://bit.ly/EEE2015venue

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Exhibition Services and Liaison with the Venue

Head Office Kosuyolu Mahallesi Ali Nazime Sokak No:45 Kosuyolu 34718 Kadikoy/Istanbul Tel : +90 (216) 428 95 51 Fax : +90 (216) 428 95 91 GSM : +90 (532) 286 71 36 www.k2-events.com

Project Manager Koray Kurutepe (Mr.)

Shipping, Forwarding and Customs

KRISTAL BVBA Brucargo Building 829a 1931 Zaventem Belgium Telephone: +32 2 751 46 80 www.kristal-logistics.com

Kristal has been appointed as the official freight forwarding partner for EEE-2015 and is offering a wide range of services (see freight forwarding further in the manual) Contact Person Mrs. Rita Breunig

rita.breunig@kristal-logistics.com T: +32 2 753 07 36 F: +32 2 751 47 20

Important: Deliveries to Kristal for the conference will only be accepted until 6 March 2015. Deliveries to Hilton Istanbul Bosphorus & Hilton Istanbul Convention & Exhibition Centre will be not be accepted.

Airfreight shipments are allowed to Kristal local agent EKOL: Ekol lojistik As. Hastane Mah. İstanbul Cad. No: 82 PK: 34555 Arnavutkoy Hadımkoy Anadolu Kurumlar Vergi Dairesi : 3300012602

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Cont.Person : Fatih Saydan Tel : 0090 216 564 3353 e-mail : fatih.saydan@ekol.com Or Barbaros Sunnetci Tel : 0090 216 564 3356 e-mail : barbaros.sunnetci@ekol.com Please find the shipment forms at the end of this file.

PLANS (EXHIBITION, ACCESS, GENERAL)

Exhibition Plan

The size of the exhibition at the EORTC-EANO-ESMO Conference will be limited due to the strong educational focus of the conference.

Due to the compact size of the exhibition, it was felt that all exhibition spots offered are equally attractive, none being in a more prominent or favourable position than the others. Therefore, the allocation of the exhibition spots amongst the exhibiting companies was decided by the organisers.

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For latest status, electronic exhibition floor plans are available for consultation on: www.ecco-org.eu

An updated exhibitor listing is also available on the Conference website.

Travel to Istanbul

By plane The easiest way to get to Istanbul is by plane of course. Turkish Airlines and many other world airlines have regular daily flights to Istanbul. Istanbul has two international airports; one on the European side (Ataturk Airport) and the other one on the Asian side (Sabiha Gokcen Airport). By land Istanbul is well connected to many European cities by highways. Some private Turkish bus companies run scheduled buses to Istanbul from Germany, Austria, Switzerland, France, Greece, Bulgaria, Saudi Arabia, Syria, Iran, Jordan, Russia, Georgia, and Romania. It is also possible to drive to Istanbul from any European country. By car, there are mainly two borders to get into Turkey: Kapikule in Edirne coming from Bulgaria, or Ipsala coming from Greece. By rail Turkish Railways Authority (TCDD) has regular train schedules from Istanbul to Budapest - Hungary, Bucharest - Romania, Kishinev - Moldova, Salonica - Greece and Sofia - Bulgaria in Europe, or to Damascus - Syria and Tehran - Iran in the Middle East. International trains arrive at Sirkeci station on the European side, or Haydarpasa station on the Asian side of Istanbul .

Access to the venue

23 km / 14.3 miles from Atatürk International Airport (40 minutes by taxi, cost approx. Euro 20 - YTL 55)

Public airport shuttle buses (HAVATAS) run between the airport and the city center (Taksim Square) from 7.00 a.m. to 12.00 p.m. every half hour for an approximate fee of Euro 5.- YTL12 - per person (to be paid on the bus in Turkish Lira). It takes about 30 min from airport to the city centre.

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From the airport by metro and tram, these routes should be followed.

• From Airport to Akasaray by metro • From Aksaray to Kabatas by tram • From Kabatas to Taksim by tram Hilton Istanbul Bosphorus & Hilton Istanbul Convention & Exhibition Centre is 500m from Taksim Metro Station linked to the city's new underground system

Parking

Hilton Istanbul Bosphorus & Hilton Istanbul Convention & Exhibition has a covered car parking area and vale service

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ACCOMMODATION

For EORTC-EANO-ESMO 2015, ECCO – the European CanCer Organisation has made an agreement with the Hilton Istanbul Bosphorus Hotel and Convention Centre in Istanbul.

We encourage you to book your accommodation in Istanbul via our local partner,

K2 conference and Event Management Co. Kosuyolu Mahallesi Ali Nazime Sokak No:45 Kosuyolu 34718 Kadikoy/Istanbul Email: eee2015@k2-events.com Tel : +90 (216) 428 95 51 Fax : +90 (216) 428 95 91

You can check the list of available hotels here and book directly online.

General

Rates listed are per room, per night, in EUR and include city tax and breakfast, unless otherwise mentioned.

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EXHIBITION

Opening Hours

Friday 27 March 08:00–18:00

Saturday 28 March 08:00 – 13:30

Conditions of Participation

Appointed representatives

If an exhibiting company wishes to appoint an agent/stand builder to conduct its affairs at EEE-2015, the agent should be identified on the application form or separately in writing by a person with the corresponding authority. Once appointed, the actions and communications of this agent/stand builder will be treated as though from the exhibiting company. Contractual responsibility remains with the exhibitor.

Congress and exhibition layout

ECCO reserves the right to deviate from the stand confirmation and to allocate a stand in a different location.

Stand moves

ECCO reserves the right to make changes in the layout of the exhibition, as well as in the stand assignment in the event that unforeseen circumstances make this necessary. Alterations to the agreement will only be made after mutual consultation. If in such cases the interests of the exhibitor are unreasonably impaired, the exhibitor may withdraw from the contract in writing within 1 week after receipt of notification of the type of alteration. ECCO accepts no responsibility for any damage which may result from such changes.

Security and insurance

Neither the organiser nor its contractors shall be responsible for the safety of any exhibit or other property of the exhibitor or any person. Neither the organiser nor its contractors shall be responsible for the loss, damage or destruction by any cause of the exhibits or other property, or for loss, damage or injury sustained by any exhibits or any other persons.

The exhibitor shall indemnify the organiser and its contractors to third persons, as a result of any act or omission of the exhibitor, staff, agent or personnel hired on a temporary basis to staff the exhibition stand. Since the organiser and its contractors will accept no responsibility for any of the foregoing matters, the exhibitor should take out insurance to cover any loss due to theft or negligence, damage, injury or liability. The exhibitor agrees not to pursue the organiser for any aforementioned risks.

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Exhibition Area

Exhibition space is located on Level 0 of Hotel Hilton Bosphorus convention center, the conference venue. The rental rate for exhibition space covers floor space only, with the exception of Table-Top spaces, which include 1 poster board, 1 table & 2 chairs (shell scheme not included). Power supply and wireless connection are available, free and will be supplied to your stand through an adequate supplier.

Exhibition Area Information

There are no pillars in the exhibition area

The exhibition hall floor is covered with carpet

The use of tape on the floor is forbidden

The floor bearing capacity (net load) is 250 kg/sqm

The maximum building height is 3 m Suspension of banners/signage from the ceiling is not allowed. Standard electric power provided to the booth free of charge. Voltage: 220V, 50 cycles/Hertz.

Regular European plugs. For other connection types, please order by electricity order form

Wireless connection is available free of charge during the entire duration of the conference. For extra band please refere to the Wi-FI order form.

It is only allowed to store small boxes of printed material on your stand and it should remain discreet (exhibitors who booked table top space can use the space under the table to store small goods.)

There will be a storage room available for exhibitors. This room will not be guarded nor locked. Neither the organiser, K2 nor the venue will be responsible in case of theft and/or damage to the goods stored in this room

Unused literature as well as any waste should be removed from the conference venue by the end of the conference.

In case of non-obligeance of these points, an additional cost will be charged to the exhibitor.

EXHIBITION SERVICES

Additional Stand Fittings and Furniture

Additional stand fittings as well as rental furniture could be provided or ordered through K2 Conference & Event Management.

(Please click to download the order forms which are below)

Catering Order Form Lunchbox Order Form Furniture Order Form A/V Order Form Stand Cleaning Form Stand Electricity Order Form Internet Order Form Part Time Staff Order Form Shell Scheme Order Form Order Payment Form

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Stand Activity and Promotion

Each exhibiting company will be listed in the Programme Book with the company name, stand number, contact person and Email address, as well as online at: www.ecco-org.eu.

Staffing on Stands

The space assigned to the exhibitor shall be staffed during the setup, coffee breaks, lunch and dismantling periods. The exhibitor shall make sure that either he/she or a person authorised by him/her is present at the site at all times during breaks of the session.

Unattended stands are a security risk to the exhibitor and during opening hours, are discourteous to delegates and fellow exhibitors.

Pharmaceutical Product Promotion

Exhibitors showcasing pharmaceutical (or pharma-dependent) products are advised to consult the Codes of Practice for the Promotion of Medicines presented by the European Federation of Pharmaceutical Industries and Associations and International Federation of Pharmaceutical Manufacturers Associations. In all cases, exhibitors are responsible for ensuring that their promotion during the Conference is legally and ethically acceptable in Switzerland.

Children

Children under the age of 16 are not permitted in the Congress areas. Exhibitors and their agents are advised that their staff must be over the age of 16 and legally employed within a European country.

Animals

Animals are not allowed in the Exhibition and should not be used on exhibits. Trained guide dogs for those with visual impairments are permitted but please advise a member of ECCO Staff upon entering the Congress Centre.

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STAND CONSTRUCTION

Companies renting a stand module from K2 should submit the package type, dimensions & non-standard items such as display screens and catering areas.

Companies with a table top space should submit the visual of their popup, if applicable.

This information must be sent to the EORTC-EANO-ESMO Congress Secretariat by email to allegra.roccato@ecco-org.eu before 13 March 2015

Shell Scheme Stands

Shell scheme stands provided by K2 will be uniform stands with uniform graphics, height and design. Partition walls will be 2.5 m high.

The maximum building height is 3 m

Positioning of the stand

Access to the doors, windows, fire alarms, hydrants, portable fire extinguishers, fuse boxes, line poles and circulation must be kept free from obstructions at all times.

Cleaning & Refuse

During the Exhibition opening times ECCO will arrange for the general cleaning of the venue and the aisles – that is, daily waste left by delegates. Exhibitors are responsible for cleaning their own stand and disposal of waste generated before, during and after the event. Failure to comply with this procedure shall render the exhibitor liable for the cost of clearance by ECCO or its contractor. Exhibitors should manage (contract and pay for) their waste removal through K2 Conference & Event Management. Please click to download the cleaning order form. ‘Wild tipping’ or disposing of bulk waste within fairground without payment will be considered a serious violation of these regulations. IMPORTANT: Unattended rubbish left in aisles during Exhibition opening hours will be removed at the exhibitor’s expense.

Fire and Safety Regulations

Any goods on stands will constitute part of the respective stands and will be subject to these regulations. Stand material and fittings must be of non-inflammable materials or impregnated with fire-retardant chemicals. As a general rule, easily inflammable synthetic substances, foam polyester, non-fireproof straw and reeds are prohibited. It is prohibited to cook in the stands.

General Materials

Stand construction, installation of materials and poster supporting structures should be sufficiently stable to ensure public safety. Exhibit cases and displays should be sanded down/finished to ensure that they will not inflict cuts. Clear glass elements should display warning signs at eye level.

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Smoking ban Smoking is prohibited in all public indoor areas, including privatised areas of exhibit space.

The storage and use of compressed gas and/ or liquid gas in the exhibition area or on the exhibition grounds is not allowed. Balloons filled with flammable gas are not permitted within area (the only authorised gas is helium). Welding and spraying work within the confines of the exhibition premises is prohibited. Only fireproof adhesives may be used for glue work within the exhibition premises.

Catering For Catering orders, please click to download the catering order form.

Exhibitors may not sell food or drink for consumption on the premises. All companies offering hospitality are reminded of their responsibilities for hygiene and food safety. Exhibitors are also encouraged to guarantee healthy and balanced catering service to their delegates. It is not allowed to serve alcoholic drinks.

Customs, taxes and duties The exhibitor will pay the various taxes and duties owed resulting from his/her participation in the exhibition.

Congress & Exhibition Layout ECCO reserves the right to deviate from the stand confirmation and to allocate a stand in a different location, to alter the size of the stand, to re-locate or close entrances and exits on the Exhibition grounds and/or in the Congress Centre and to carry out any other structural alterations providing it has a substantial interest in such measures.

Stand Moves ECCO reserves the right to make changes to the layout of the Exhibition and stand assignment should unforeseen circumstances require such action. Alterations to the agreement will only be made after mutual consultation. Should the interests of the exhibitor be unreasonably impaired; he/she may withdraw from the contract in writing within 1 week after receipt of notification of the type of alteration. ECCO accepts no responsibility for any damage which may result from such changes.

Exhibitors’ Registration Desk

An exhibitors’ desk located at the registration area will be available for the pick-up of working passes/bracelets and exhibitor passes.

Opening hours:

Thursday 26 March 14:30-18:00

Friday 27 March 07:00-18:00

Saturday 28 March: 07:30-13:00

Exhibitors’ List and Floor Plan

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An updated list of all exhibiting companies and floor plan can be consulted on: www.ecco-org.eu

Exhibitor Access (all badges)

Working Passes

Working passes are obliged for all staff/stand builders during build-up and dismantling. These passes should be ordered at the latest on 24 February 2015. Please send the list with all names and company name to allegra.roccato@ecco-org.eu . These passes can be collected from the building entrance as of Thursday 26 March as of 14:30.

Exhibitor Badges

Each exhibiting company is entitled to a reasonable number of exhibitor passes for staff working at the exhibition stand.

IMPORTANT: Exhibiting Company affiliated persons who are registered for the Congress, who need to be briefed to work on the company stand need to have a valid exhibitor badge to have access to the stand outside the conference hours!

Entitled number of exhibitor passes

The ratio is based on the size of reserved floor space:

6 to 9 sqm 1 exhibitor badge

9 sqm and above 2 exhibitor badges

Each person using an exhibitor badge must be employed by the exhibiting company or have a direct business affiliation. Exhibitor badges are valid for the duration of the conference. They will not be sent beforehand but they have to be collected from the exhibitors’ desk as of Wednesday 26 March as of 16:00.

Order deadline: 24 Febraury 2015

Exhibitor badges provide access to:

- exhibition area during opening times and one hour before and after the exhibition opening times

- lunch on Friday 26 March 2016

However, exhibitor badges do not give access to scientific sessions.

Badges must be worn at all times.

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Additional exhibitor passes

If the number of free exhibitor badges is insufficient, extra badges can be ordered. Please send an email to allegra.roccato@ecco-org.eu

Regulations

False certification of an individual as exhibitor representative and/or misuse of exhibitor badges will result in a penalty fee equal to the onsite full registration fee. Company staff who only attends the scientific sessions should purchase a regular registration. Registration can be done on www.ecco-org.eu.

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Exhibitor badges order form

Please complete and return to the EORTC-EANO-ESMO Secretariat at ECCO / E-mail :

allegra.roccato@ecco-org.eu

We would like to order the following exhibitor badges EEE-2015-9

........ Exhibitor badges "Company name" only

........ Exhibitor badges "Company name & Individual name" *

........ Extra exhibitor badges

*Upon receipt of your completed exhibitor badge order form, you’ll receive a personalised Excel-File to complete with your exhibitors’ names (not applicable for ‘company name’ only badges), company and profiling information. The deadline to return the completed file is 24 February 2015, via email to: emilie.fillod@ecco-org.eu

Exhibiting company: …………………………………………………………………………………………………………………… Invoicing Data:

Company/Organisation …………………………………......................VAT number .................................. Contact Person........................................................................................................................................ Full address..............................................................................................................................................

Email..................................................................................................

We accept the regulations as stipulated in the Exhibitor Manual and agree to observe and abide by them.

Signature ……………………….………………………… Date ………………………………

This application is legally binding on the company pending its acceptance in writing by the organiser.

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