EXHIBITION TECHNICAL MANUAL - INS 2019
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EXHIBITION TECHNICAL
MANUAL
Dear Exhibitor, We are happy to present to you the INS 2019 Exhibition Manual. The Exhibition will be held in conjunction with the International Neuromodulation Society's 14th World Congress, #INS19, which will take place on 25-30 May 2019 at the International Convention Centre Sydney (ICC Sydney), in Sydney, Australia. We trust that you will find it helpful and suggest that you read all the information presented. It will take you very little time now and could save you a great deal of time later. Please forward this manual to everyone who is working on this project, including your stand builder, as it contains useful information about the Congress. Please do not hesitate to contact us for further information or assistance. We look forward to welcoming you in Sydney and wish you a successful Congress and Exhibition. Kind regards, Petya Valkova Exhibition Manager
TABLE OF CONTENTS
SECTION 1: GENERAL INFORMATION
• Congress dates and Congress Website
• Congress organizer
• Exhibition Manager/onsite exhibition manager desk
• Sponsorship and Exhibition Sales Contact
• Registration
• Hotel Accommodation / group reservations
• Venue Address
• Exhibition related table
SECTION 2: EXHIBITION SCHEDULE, EXHIBITION FLOOR PLAN & LIST OF EXHIBITORS
• Exhibition Timetable at-a-glance
• Off Exhibition Information
• List of Exhibitors
• Exhibition Floor Plan
SECTION 3: EXHIBITION SERVICES
• Exhibitors’ Badges
• Exhibitor’s portal
• Lead Retrieval Wireless Barcode Reader
• Access to the Exhibition Hall During Set-up and Dismantling
• Service passes
• Loading dock
• Parking
• Catering
• Security
SECTION 4: TECHNICAL INFORMATION
• Shell Scheme Booths
• Fascia Sign
• Technical Information and Regulations for Shell Schemes Booths
• Space Only Booths
• Floor
• Raised floor/Platform
• Build-Up Height,
• Ceiling Rigging
• Pillars
• Electricity and Electrical Installations
• Internet & Wi-Fi
• Booth Cleaning
• Waste Removal, Storage
SECTION 5: OFFICIAL CONTRACTORS
• Booth construction \ Additional Booth Fittings \ Electricity \ Furniture Rental \ Graphics and
signage
• Catering Services
• Freight Handling & Customs Clearance Agent
SECTION 6: RULES AND REGULATIONS
• ICC Sydney Exhibitor Manual
• General rules and regulations
SECTION 7: ORDER FORMS
SECTION 8: DELIVERY REGULATIONS & INSTRUCTIONS
• Delivery and Logistic Services
• Insurance of Goods
• Exhibition Goods, bag inserts and display Materials
SECTION 1: GENERAL INFORMATION CONGRESS DATES: Saturday 25 MAY to Thursday 30 MAY 2019 CONGRESS WEBSITE You are welcome to visit the Congress website for updated information regarding the INS Congress and Exhibition. CONGRESS ORGANIZER Kenes Group Rue François-Versonnex 7 1207 Geneva, Switzerland Tel: +41 22 908 0488 Email: ins19@kenes.com EXHIBITION MANAGER Ms. Petya Valkova Email: pvalkova@kenes.com ONSITE EXHIBITION MANAGER DESK The Exhibition Manager Desk will be open throughout the Exhibition set-up, opening and dismantling period. The desk will be located within the Exhibition Area. Prior to this time, if you have any queries regarding your participation at INS 2019, please feel free to contact Ms. Petya Valkova, Email: pvalkova@kenes.com SPONSORSHIP AND EXHIBITION SALES Ms. Victoria Eskenazi Tel: + 41 22 908 0488 ext. 986 Email: veskenaz@kenes.com REGISTRATION Ms. Netta Dafne Tel: + 41 22 908 0488 Ext: 576 Email: ndafne@kenes.com ACCOMODATION Kenes Group offers a wide variety of hotels with special rates for conference participants. Information, pictures, location and rates are available on the hotel accommodation page click here. For group registration (10 participants and more) hotel reservations can be made via the congress website, please click here. You may also contact: Ms. Irina Sapir Tel: +41 22 908 0488 Ext: 998 E-mail: isapir@kenes.com INTERNATIONAL CONVENTION CENTRE (ICC SYDNEY) Ms. Brooke Campbell Tel.: +61 2 9215 7100 Email: bcampbell@iccsydney.com
EXHIBITION RELATED TABLE
ACTION ITEM DEADLINE CONTACT
Hotel Reservation for Staff As soon as possible booking@kenes.com
Company profile As soon as possible
Designed stand approval
Text for Fascia Wednesday, 1 May 2019
(Shell Scheme stands only)
Lead Retrieval Via Kenes Exhibitor’s Portal
Wireless Barcode Reader https://exhibitorportal.kenes.com
Badge Order
Available only after submitting company Friday, 10 May 2019
profile
WI-FI, wired booth connection
Furniture rental EXPONET - Mr. David Molden
Wednesday, 1 May 2019
Shell Scheme Extras Email: david@exponet.com.au
Please fill the
Stand builds approval Wednesday, 1 May 2019
Custom Stand Permit Form.
Graphics/Signage EXPONET Tel: +61 2 9645 7000
Friday, 10 May 2019
Electricity Email: esd@exponet.com.au
Brooke Campbell Email:
Catering Friday, 10 May 2019
bcampbell@iccsydney.com
Rigging Exhibitor Services, ICC Sydney
Phone: +61 2 9215 7373
Friday, 10 May 2019
Email:
Stand Cleaning and Parking exhibitionservices@iccsydney.com
Mr. Mike Perchig
Audio Visual Equipment TBA
E-mail: nest@nest-av.com
online booking
Hostesses TBA
https://www.event-crew.com.au/
Jodie McGregor Flowers
Flower decoration Monday, 13 May 2019
email: flowers@jodie.com.au
DELIVERY Deadline
Documents - 3 working days prior
departure of aircraft at origin airport
Airfreights shipments Ms. Zehavit Akerman
Airfreight - 8 days prior to requested
delivery date [at airport] Tel: +49 6173 966 95 28
Mobile: +972 52 5114982
Courier shipment Please contact for instructions Email: akerman@merkur-expo.com
Exhibition goods - Web site: www.hermes-
Saturday, May 25, 2019 07:00-10:00 exhibitions.com
Direct Deliveries to venue
Move out Wednesday, May 29, 2019 17:30 – 00:00SECTION 2: EXHIBITION SCHEDULE, EXHIBITION FLOOR PLAN & LIST OF EXHIBITORS
Exhibition Timetable
The timetable is subject to possible changes in accordance to the scientific program.
Updates to follow up in due time.
Move in Saturday, May 25, 2019 07:00-10:00
Saturday, May 25, 2019 10:00-20:00 /space only/
Exhibition Set-Up
08:00-15:00 / All stands/
Sunday, May 26, 2019
15:00-17:00 /DECORATION ONLY all stands/
Sunday, May 26, 2019 18:00 - 19:30 /Opening Reception/
Exhibition Monday, May 27, 2019 07:30-16:30
Opening hours
Tuesday, May 28, 2019 07:30-16:30
Wednesday, May 29, 2019 07:30-16:30
Dismantling Wednesday, May 29, 2019 17:30 – 00:00
Opening Reception
You are cordially invited to the Opening reception which will be held in the Exhibition area from
18:00 on 26 May.
Dismantling of the stands before the official hour is not permitted.
All exhibitors should be in their Booth 30 minutes before the official opening hour.
Please Note:
• Empty crates and packaging material must be removed after set-up and no later than
Sunday, May 26 at 15:00.
• All aisles must be clear of exhibits and packaging materials to enable cleaning.
• The Organizers will arrange general cleaning of the exhibition hall (excluding exhibits and displays) prior
to the opening of Exhibition and daily prior to opening thereafter. For ordering daily stand cleaning, please
refer to the order form at the end of the manual.
• Waste Removal - Exhibitors are responsible for the removal of all refuse/waste from the Exhibition area.
Any discarded waste, including promotional material, left behind will be removed by the Organizers at the
expense of the exhibitor concerned. For ordering waste removal, please refer to the order form at the
end of the manual.
• On the last day electricity will be switched off, for safety reasons, one hour after the exhibition has
officially closed.• It is the exhibitor’s responsibility to dispose of all materials after dismantling.
• Any equipment displays aid or other material left behind after Wednesday, May 29, 2019 at 23:55 will be
considered discarded and abandoned. Any charges incurred for waste removal will be sent to the
exhibitor.
Off Exhibition Information
Please note that participants will be walking through the Exhibition area to reach the Posters area and other
Congress activities which will be active before and after the Exhibition Opening Hours. Therefore, you may
either man your Booth during those times or consider hiring extra security for your valuables.
List of Exhibitors (as of March 2019)
For updates please visit the INS web page:
List of Exhibitors (as of March 2019)
Company name booth number type size
Abbott 2 Space 72
Algotec 14 Shell 9
Avanos 11 Shell 18
Bioness 5 Space 18
Boston Scientific 1 Space 72
Concordia International/Advanz 30 Shell 9
Diros Technology 16 Shell 9
Heraeus 9 Shell 9
Karuna labs 31 Space 9
LifeHealthcare 17 Shell 9
LMT Surgical 37 Shell 18
Mainstay Medical 10 Space 25
Medtronic 3 Space 30
Medtronic 39-44 Shell 54
Nalu Medical 29 Shell 9
National Manufacturing Co. 8 Shell 9
Nevro 03A Space 36
Nimbus Concepts 32 Space 18
Nuvectra 12 Space 9
Saluda Medical 19 Space 9
Stimwaves Technologies 4 Space 36
Velentium 13 Shell 9Exhibition Floor Plan The exhibition floor plan has been designed to maximize the exhibitor’s exposure to the delegates. For the most updated exhibition floorplan and list of exhibitors please click here.
SECTION 3: EXHIBITION SERVICES
Exhibitors’ Badges
All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name. Two
exhibitor badges will be given for the first 9 sqm booked and 3 additional badges for each 9 sqm after. Any
additional exhibitors’ badges for pre-advanced orders will be charged an exhibitor registration fee of $750 USD. The
Exhibitor’s badge gives free access to the exhibition area, Lunch bags and Welcome Reception.
Companies can purchase a maximum number of exhibitor registrations as follows:
• Stands of up to 60sqm - 15 exhibitor registrations
• Stands larger than 60sqm - 25 exhibitor registrations
Deadline: Friday, 10 May 2019
Additional Exhibitor badges can be ordered online via the Exhibitor's Portal:
https://exhibitorportal.kenes.com
Please make sure that your Company Profile has been submitted before placing an order
Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.
All personnel are required to wear badges to access the Exhibition. Company representatives not wearing their
badges will not be allowed to access the Exhibition. Company name badges are for the use of company personnel
for Booth manning purposes and should not be used by companies to bring visitors to the Exhibition. Exhibitor badges
will not be mailed in advance and may be collected from the onsite registration desk.
Exhibitor’s Portal
Each exhibitor will receive a separate e-mail containing instructions on how the orders should be placed as well
as an individual login and password.
The portal enables Sponsors and Exhibitors to:
• Submit Company profile and logo for inclusion in the Conference publications
• Order additional exhibitor badges
• Submit stand drawing (for "Space Only” stands)
• Order Lead retrieval application/scanner
• Submission of other deliverables as per contract
Kindly note that only by submission of your company profile and logo, you will be permitted access to the other
optional services available for you. Therefore, please make sure that your company profile has been submitted via
the Exhibitor’s Portal before placing an order.Lead Retrieval Wireless Barcode Reader
Lead Retrieval Wireless Barcode Readers are a helpful tool for receiving contact information about participants who
visit your Booth or attend your symposium, enabling exhibitors to enhance their database by securing valuable
leads for further marketing and communication.
Barcode readers may be rented in advance for the duration of the meeting.
K-Lead Application (no device is included).
Lead Retrieval Wireless Barcode Readers can be a helpful tool for receiving contact information about participants
who attend your symposium. Barcode readers may be rented in advance no later than Friday, 10 May 2019.
The Application should be installed on your personal device. The advantages of the new application:
• Effortless process using registration badge barcode.
• Ability to insert exhibitor's comments for each lead.
• Immediate information retrieval online.
• Application is available for download from Apple store or Google play: "Kenes K-Lead App".
• Cost per unit - $470.00 + 4% CC charges
Please Note:
In light of the new data protection regulation recently enacted in Europe, Kenes Group has updated its privacy
policy. You can view our updated privacy notice here
Kenes will not share delegate’s personal data with third parties without their consent.
Please note that similarly to sharing a business card, presenting delegate badge for scanning at exhibition booths
or industry symposia constitutes an expression of consent to share their personal details with the company that
is scanning their badge so that it may contact them in the future.
Barcodes on delegate’s badges contain contact information as supplied by the delegate or the agency responsible
for the registration process of the delegate. We regret that in some cases, as when group registration is
completed by a company, we may not be in possession of the full contact details.
In addition, please note that neither Kenes Group, the INS nor the Organizing Committee is responsible for the
content of the information.
Please Note:
Barcodes on participants' badges contain contact information as supplied by the registrant or the agency
responsible for the registration process of that participant. We regret that in some cases, as when group
registration is completed by a company, we may not be in possession of the full contact details.
In addition, please note that neither Kenes Group, the INS nor the Organizing Committee is responsible for the
content of the information.
Furthermore, in some cases, the participant does not give their permission to transfer their contact details to any
other party. Therefore, although participant visited your Booth and name badge was scanned by your barcode
reader, we are unable to forward you their contact details.
To order K-Lead please refer to the online Exhibitor's Portal
https://exhibitorportal.kenes.com
Deadline: Friday, 10 May 2019Access to Exhibition Hall during set up and dismantling ICC Sydney provides loading dock marshals to facilitate the smooth flow of exhibitor vehicles and minimize delays during move in and move out. The marshals are in contact with the loading dock gate controller to ensure the efficient use of the loading facilities. A gate controller supervises entry to the loading dock. Access is only allowed to vehicles arriving at the scheduled time set with the official Freight Handling & Onsite Logistic Agent - MERKUR Expo Logistics. Service passes Booth contractors and staff must wear service passes during the entire set-up and dismantling period. Service Passes are free of charge and may be collected from the Exhibition Manager Desk on-site. Loading dock When moving and positioning heavy items within the venue, it is important to consider the floor loading of the area and the path available to that area. The exhibition halls and event deck slab (open air area) have a floor loading capacity of 20kpa (2000kg/sqm). For all other areas of ICC Sydney, the floor loading capacity is 5kpa (500kg/sqm). For access to the goods/lorry entrance ICC Sydney manages its own loading docks. To assist with traffic management planning, move in/move out delivery schedules, must be programmed using the Loading Dock Management System. Please complete the form no later than Friday, 10 May 2019. The use of this system will identify expected traffic peak periods during each day, and details of contractors and exhibitors requiring loading dock access. In contradiction with the time table managed by MERKUR Expo Logistics. Parking All traffic is to enter via the southbound lane of Darling Drive. Movement of vehicles on the loading dock is strictly one way. Vehicles may remain on the loading dock for only 20 minutes unless prior arrangements have been made with the ICC Sydney event planner. Vehicles exceeding the allotted unload time may be towed from site at the owners’ expense if they are hindering access to the loading area. Charges will apply. The loading docks are NO PARKING zones. Booth Catering The catering in International Convention Centre Sydney is Exclusive. Exhibitors who wish to order food and beverages for their Exhibition Booths, may put their orders online. Menu can be found here. Menus for delegate catering can be found here (also includes Sponsor cocktail functions outside Exhibition Hall Culinary Collection. Security Neither the organizers nor the venue can accept responsibility for security of the stands and their contents or damage to and theft of any goods. Exhibitors are responsible for the security of their Booth and equipment. Individual Booth security may be ordered. Please refer to SECTION 8 – order forms.
SECTION 4: TECHNICAL INFORMATION
The exhibition will be held in Hall 1.
Shell Scheme Booths
To ensure the smooth and efficient installation and dismantling of your Booth, an official INS Booth Contractor has
been appointed (See SECTION 5: official contractors).
SHELL SCHEME
Package which have been pre-booked with Kenes includes the following:
• STRUCTURE: 2.5mH Octa norm structure with White Melamine panels
• SIGNAGE: Polished aluminum fascia, 300mm deep. All open aisle
frontages will have a print fascia sign consisting of one company name,
stand number.
• LIGHTNING: 2x Track spotlights per 9sqm.
Lights fixed to the inside of front fascia.
• POWER: 1x 4amp power outlet per stand
• DIMENTION OPTIONS: 3x3 meters, 3x4 meters
• Carpet
• Visible panel size: 970mm Wide x 2360mm High
• Electricity
For illustration only
Please note: Corner stands are provided with two open sides.
Shell scheme package does NOT include:
• Booth cleaning
• Furniture
Special offer: you may book at the reduced price $150+VAT a furniture package including:
• 1 table with a table cloth
• 2 chairs
• trash bin
Please contact the Exhibition Manager:
Ms. Petya Valkova
Email: pvalkova@kenes.com
For additional furniture or special electricity needs and other services for your stand, please contact:
EXPONET
Tel: +61 2 9645 7000
Email: esd@exponet.com.auFascia Sign
30 characters, including spaces.
You can submit your design/Facia on the Exhibitors’ Portal: https://exhibitorportal.kenes.com
Please submit your fascia order by Wednesday, 1 May 2019.
Please note:
If text for your fascia is not received by this date, we will provide you with a fascia title as per your application form.
If you wish to print your logo on the board, instead of the name or in addition to the name, this can be ordered
at additional cost via the official contractor.
Technical Information and Regulations for Shell Schemes Booths
• All shell scheme Booths will be designed and built by the Official Booth Contractor, EXPONET.
• Exhibitors are not allowed to make any alterations to the structure of the Booths or remove any integral
parts from the Booths. Exhibitors wishing to remove or change the location of any standard equipment (e.g.
spotlights) within the Booth should indicate clearly on the location plan and forward it together with clear
instructions to EXPONET.
• No shell scheme Booth-fitting or display(s) may exceed a height of 2.5M or extend beyond the boundaries of
the site allocated. This includes company names, advertising materials and logos provided by the exhibitor.
• No painting is allowed; no usage of nails or screws.
• Double sided tape can be used to affix lightweight items. Velcro can be used as well (male & female).
• No tape, nail or fixture of any kind is allowed to be affixed to the partitions, floor, ceiling or fascia.
• Exhibitors are liable to any damage caused to their Booth fixtures, fittings at the fair.Space Only Booths
Exhibitors using independent contractors are required to submit the following for the organizer approval:
1. A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed Booth to be built.
2. Utility connections: electrical, gas, air, water and drainage - a list of all appliances
3. The name and contact details of their construction company.
Please submit the files through the Kenes Exhibitor’s Portal:
https://exhibitorportal.kenes.com
Exhibitor must also complete a Custom Stand Plans Permit form available HERE
Deadline for submission the booth layout - Friday, 19 April 2019.
Custom stand builds require approval.
Please click here for the Custom Stand Permit Form.
All permits are required to be submitted to the Exhibition Manage no later than Wednesday, 1 May 2019.
• All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining stands, or damaging the premises.
• Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding
exhibits.
• Construction finish must be perfect in all the stand’s visible areas, including rear sides.
• Advertising on the boundary with other stands is prohibited.
• Multilevel structures are subject to authorization by the venue
• The maximum building height for the top of all elements in the stands is 5 meters.
• Any part facing neighboring stands that is above 2.50 m in height needs to be designed with neutral
surfaces (white or grey).
• All primary rigging for events is coordinated and installed by ICC Sydney.
• The Organizers will not approve stands that do not comply with the accepted standards until the necessary
changes have been made.
FloorFloor bolts or other methods of fixing to the fabric of the venue are strictly prohibited. When moving and positioning heavy items within the venue, it is important to consider the floor loading of the area and the path available to that area. The Exhibition Centre halls and event deck slab (open air area) have a floor loading capacity is 5kpa (500kg/sqm). If unsure about floor loading capacity for the intended use, please consult ICC Sydney in advance of the event or activity. The floor in the Exhibition Hall is cement. To protect floor surfaces, please ensure that any adhesive tape used on exhibition hall floors is removed without causing damage. Charge will be incurred in the event of damage or if additional cleaning is required to remove floor markings. No adhesive stickers and fixtures of any kind are allowed on the floor therefore, it is recommended to place a carpet or other floor covering. There are no water connection /sewage facilities within the Exhibition Hall. Raised floor/Platform Ensure all raised floors with a height of less than 115mm have a clearly distinguishable ramped edge. To prevent trip hazards on standard 32mm high raised floors, ramped edging with a gradient no less than 1:3 is generally acceptable in the exhibition industry; however, please note that a 1:3 ramped edge does not constitute a disabled access ramp. For raised floors above 32mm and below 115mm it is recommended that the gradient of the ramped edging be decreased to 1:8. Ensure all ramped edges are contained within the contracted space. Build-Up Height The maximum building height for the top of all elements in the stands is 5 meters, however any custom build does require completion of the Custom Stand Permit. Exhibitors who will have stands higher than the maximum permitted height will not be allowed to set-up their stands. Ceiling Rigging All primary (top point) rigging, including banner points within the exhibition hall, are exclusively coordinated and installed by ICC Sydney. Rigging quotes will depend on a variety of factors, such as where your stand is located on the exhibition floor as well as the specifications of the banner. Please complete the rigging order via the online form and provide all available information, including stand number, banner dimensions in millimeters, banner weight and desired drop height (from floor level) in the note section. Once your information is received, a member of our team will be in touch to discuss further and provide a quote. Please note not all stands will be positioned under rigging points. Pillars
There are several pillars in the Exhibition Hall (please refer to the above picture). No adhesive stickers and fixtures of any kind are allowed on the pillars. If there is a pillar within your Booth space only, you can incorporate this into the Booth design and build a structure around it to hold all branding etc. The diameter of the pillars is 1.5m. Electricity and Electrical Installations According to the regulations, the electrical installations for the exhibition will only be connected to the power supply after being checked and approved by the official contractor. Only the official contractor is authorized to provide the electrical switchboard for the power points. Thus, Exhibitors can order an electrical switchboard from the official booth contractor EXPONET and are required to pay for the electrical consumption according to his power needs. If you require electricity for your stand, please refer to INS Official booth Contractor, EXPONET. You will need to book Power directly through our Customer Service dept. via the link or directly via esd@exponet.com.au Internet & Wi-Fi A free Wi-Fi access will be provided to all visitors, suitable for basic web browsing. However, this is a public connection and is unsuitable if you will have any internet-based feature such as connecting to a server. Should you require an internet connection for any product demonstrations on your Booth, we recommend ordering a wireless or wired connection, at an extra cost, to guarantee a high-quality service inclusive of technical support. Exhibitors who wish to order internet connection to their Booth please contact: Petya Valkova pvalkova@kenes.com . Please note: Creating your own private Wi-Fi network in your Booth is not allowed. The Venue and the Organizer reserve the rights to discontinue any activity which interfere with the hall WI-FI coverage. Booth Cleaning The Organizers will arrange for general cleaning of the Exhibition aisles (excluding exhibits and displays) prior to the opening of Exhibition and daily prior to opening thereafter. For ordering daily Booth cleaning, please refer to the online order forms
Waste Removal Exhibitors are responsible for the removal of all refuse/waste from the Exhibition area. Any discarded waste, including promotional material, left behind will be removed by the organizers at the expense of the exhibitor concerned. Storage Storage at the venue is limited. It is the responsibility of the exhibitor to ensure that its contracted freight forwarder removes unnecessary freight such as crates and empty boxes from the venue. Equipment/plant storage will be handled on an event by event basis and will be subject to activity within the facility. The venue accepts no responsibility for any item stored or left on site.
SECTION 5: OFFICIAL CONTRACTORS Additional Booth fittings \ Electricity\ Booth construction\ Furniture Rental EXPONET Tel: +61 2 9645 7000 Email: esd@exponet.com.au Catering Services The catering in International Convention Centre Sydney is exclusive. Exhibitors who wish to order food and beverages for their Exhibition Booths may contact: ICC Sydney Exhibitior Services Email: exhibitionservices@iccsydney.com Freight Handling & Customs Clearance Agent FREIGHT HANDLING & ONSITE LOGISTIC AGENT MERKUR Expo Logistics GMBH Ms. Zehavit Akerman Tel: +49 6173 966 95 28 Mobile: +972 52 5114982 Email: akerman@merkur-expo.com Web site: www.hermes-exhibitions.com
SECTION 6: RULES AND REGULATIONS - Binding for all exhibitors and their subcontractors We highly recommend reading the ICC Sydney Exhibitor Manual Children/Animals No person under the age of 15 years can be admitted to the Exhibition, either during Build-Up, Open Days or Breakdown. This rule also applies to Exhibitors’ children and must be rigidly enforced to comply with the safety regulations of the exhibition. It is also not permitted to bring animals into Venue. Build-Up & Dismantling Period During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in - the working area as well as to perform work under the influence of alcohol and drugs. The Exhibitors and contractors are required to wear the necessary personal protective equipment such as safety footwear, protective helmets, eye protection, and hand protection required by the specific work activity. High visibility vests and enclosed shoes – preferably safety boots, especially when operating machinery –are to be worn during the move in, exhibition build and move out of events. No high heels or open toed shoes are allowed during these times. Damage to the building Exhibitors are liable for all damage caused to floors, walls, and pillars during the installation, Exhibition, and dismantling periods. No adhesive stickers and fixtures of any kind are allowed on floors, walls, and pillars. Disposal of Material It is obligatory to collect and dispose of all material during the build-up or dismantling of the event. When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind. Any costs incurred by the venue in removing this property will be charged to the exhibitor. Fire Regulations Booth material and fittings must be non-flammable or impregnated with fire-retardant chemicals. As a rule, easily inflammable synthetic substances, foam polyester, and no fireproof straw and reeds are prohibited. Fire Insurance (compulsory) Exhibitors must be insured against fire. Health & Safety It is the responsibility of the Booth holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event. It is recommended that the Booth holders appoint a supervisor for the stand, with the specific responsibility for ensuring the health & safety of their staff and Booth builders. It is advisable that a Risk Assessment is completed for the Booth and submitted to the Organizer ICC Sydney Safety Guidelines
Insurance (compulsory) While every reasonable precaution will be taken to protect the exhibitors’ property while on display at the Exhibition, it must be clearly understood that the organizers, the management of the venue and the official contractors can accept NO liability for any loss or damage sustained. You are also responsible for insuring against any legal liability incurred with respect to injury or damage to property belonging to third parties. In addition to this, you should protect your expenditure against Abandonment and Cancellation or curtailment of the event due to reasons beyond our control. Medical display or demonstration Medical activities including demonstrations using human cadavers, animals or specimens require ICC Sydney authorization and the relevant government authority’s permission. See Medical Activities Permit Form. Liability Companies are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organizers against all claims and expenses arising from any damages. If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organizers find it necessary to change the dates of the Exhibition, the organizers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition. The organizers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the venue or any part thereof in any manner whatsoever. Promotional Activities All demonstrations or instructional activities must be confined to the limits of the Exhibition stand. Advertising material and signs may not be distributed or displayed outside the exhibitor’s stands. Sound equipment must be regulated and directed into the Booth so that it does not disturb neighboring exhibits. Exhibition Management reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable. Special Effects Special effects lighting, live music, smoke and laser projection may not be used in the stands. No permission will be given for projection in the aisles or on the walls of the hall. Smoking Policy The International Convention Centre Sydney operates NO SMOKING policy in ALL halls. Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.
SECTION 7: ORDER FORMS The following orders are to be filled and submitted through the Kenes Exhibitors’ Portal: https://exhibitorportal.kenes.com Each exhibitor will be contacted with login details to access the Kenes Exhibitor’s Portal. • Company Profile • Exhibitor Badges • Fascia for Shell Scheme Booth only • Lead Retrieval Wireless Barcode Reader (K-Lead App) Deadline: Wednesday, 1 May 2019 If you require any additional services which do not appear in this manual, please contact: Ms. Petya Valkova Email: pvalkova@kenes.com The following orders are to be completed and submitted through the ICC SYDNEY: here • Rigging orders • Cleaning Services • Security • Stand catering • Utilities
SECTION 8: DELIVERY REGULATIONS AND INSTRUCTIONS Delivery & Logistic Services MERKUR Expo Logistics has been appointed the official forwarding agent and clearance agent for this congress, and offers the following services: customs clearance, delivery to the stand, freight forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates, transportation to and from the Exhibition hall. You may find the MERKUR Expo Logistics GMBH’s Shipping Instructions, Tariffs, Material Handling Forms, Labels at the end of this manual. Insurance of Goods All cargo should be insured from point of origin. For security, insurance, and efficiency reasons, MERKUR Expo Logistics is the sole official agent to handle cargo inside the venue. Booth builders are prohibited from using trolleys during set-up and dismantling periods. Kindly note that the official agent is the exclusive agent for move in and move out of the venue. Exhibitors and Booth builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with the official logistics agent. In order to coordinate your shipment, please contact: FREIGHT HANDLING & ONSITE LOGISTIC AGENT MERKUR Expo Logistics GMBH Ms. Zehavit Akerman Tel: +49 6173 966 95 28 Mobile: +972 52 5114982 Email: akerman@merkur-expo.com Web site: www.hermes-exhibitions.com Exhibition Goods, bag inserts, display Materials Please note that all materials entering the venue incur a handling charge. This includes display materials.
INSERTS
INS Congress Sydney 2019
Schenker Australia Pty Ltd. c/o Merkur
Shipper details
Stand/Booth No. (if relevant)
Contact Person
Mobile Phone
Weight in Kg
Origin
Destination
Box No. _______ of _______Marketing/Promotional Material
INS Congress Sydney 2019
Schenker Australia Pty Ltd. c/o Merkur
Shipper details
Stand/Booth No. (if relevant)
Contact Person
Mobile Phone
Weight in Kg
Origin
Destination
Box No. _______ of _______EXHIBITION GOODS
INS Congress Sydney 2019
Schenker Australia Pty Ltd. c/o Merkur
Shipper details
Stand/Booth No. (if relevant)
Contact Person
Mobile Phone
Weight in Kg
Origin
Destination
Box No. _______ of _______Dear Exhibitor/Stand Builder,
Merkur is the official handling agent for KENES congresses in 2019. We are a full door to door service company, and sole on site
logistics contractor. As such, we are pleased to update you regarding the services and guidance as how we dispatch shipments to
the event.
Onsite Handling
Due to security, insurance and organizer policy, Merkur is the exclusive handler inside the venue. No other company is permitted
to handle cargo within the venue.
Please note that companies, stand builders & PR companies may make their own arrangements to deliver and retrieve goods
directly to the warehouse/venue entrance.
Contact Details
Merkur Expologistics
Contact: Ms. Zehavit Akerman
Mobile: +972 52 511 4982
E-mail: akerman@merkur-expo.com
Please note these important dates:
Service Deadline
Airfreight Shipments Documents
3 working days prior departure of aircraft at origin airport
Airfreight
8 days prior to requested delivery date [at airport]
Please contact for instructions
Courier shipment
Saturday, May 25, 2019 07:00-10:00
Exhibition goods - Direct Deliveries to Congress Venue
Wednesday, May 29, 2019 17:30 – 00:00
Move outPlease note our special deadlines for permit applications and their requirements
PERMITS
One or more of the below permits may be required for the following goods:
Firearms, handguns & weapons, Ammunition & Magazines, Imitation Firearms/Models/Mock-ups, Paintball Markers, Soft Air
Firearms, Antiques & Muzzle Loading, Bladed Weapons, Martial Arts Weapons, Sporting Weapons, Law Enforcement &
Military
Equipment (incl. Tanks and other Military Vehicles, Body Armour & Helmets, Tasers) Anti Personal Weapons (e.g. Capsicum
Spray), Dual Use Goods, Parts & Accessories for all of the stated before
Type Issued by Purpose Processing time Requirements
Import permit Australian To import controlled At least 15 Police permit and Export
Customs and goods into Australia Working days permit must be granted at
Border for the purpose of time of application
Protection displaying them at
Service shows/events in Application form can be
Australia provided upon request
Police permit To bring controlled At least 6 Application form can be
goods into weeks provided upon request
Australian state for
the purpose of
displaying them at
shows/events in
Australia
NOTE: Every
state/territory in
Australia is covered
by a slightly
different Police
jurisdiction. If the
items are required
to travel to several
states a Police
permit will be
required for every
state that the items
are travelling to and
through!
Export permit Defence Export To export controlled At least 15 Application form can be
Control goods from Working days provided upon request
Office/DECO) Australia after
displaying them at NOTE: Must be applied for prior
shows/events in to import permit!
AustraliaShipment Categories
Shipment Categories
All shipments must be packed, labeled and sent according to the appropriate category (see below). Please use only the attached
labels. Please do not mix different types of shipments in one box.
Categories:
(1) Insert-for participant bags
(2) Marketing and display
(3) Exhibition goods-for exhibition stand only
Services, Delivery Address and Shipping Instructions
1. Door to Door Shipment
We offer companies consolidated trucking services from starting point to venue as part of consolidated international shipments
for the congress. This will assist in reducing costs and ensuring timely delivery.
2. Air freight shipment
Consignment Instruction
MAWB / OBL HAWB / HBL
Destination Consignee Notify Consignee Notify
SYDNEY Schenker Australia Pty MSchenker Australia Pty Ltd. c/o [Exhibitor / Client name] [Same as
(SYD / Ltd. Merkur c/o [Event name] [Hall MAWB / OBL]
AUSYD) Fairs & Exhibitions c/o [Event name] Attn.: no. / Stand no.] [On-site
72-80 Bourke Road Steven Yin Ph.: +61 2 9333 contact / Mobile no.]
Alexandria, NSW 2015 0353
AUSTRALIA steven.yin@dbschenker.com
Final Airway Bill
Commercial Invoice/Packing List
1 set of original Health Certificate or Certificate of Free Sales issued by the related Government
authority of the country of origin (for importation medical equipment’s)
** Other certificate may be required for importation of some items, we will confirm after receiving & checking the
invoice** We will confirm after receiving & checking the invoice
1 set of Product catalogues & price list (optional)
1 original ATA Carnet & 1 Original of Power of Attorney (if shipment under ATA Carnet)
1 copy of Insurance Policy (if insured)
Color packaging label of each item in English (for alcohol item)
Note:- All shipping documents must be sent to us for checking before the above deadline one month to prevent any
mistakes/problems or delay.
All exhibition goods by AIRFREIGHT, must be sent “Freight Prepaid” to:
Re-export
The client is to indicate clearly on the commercial invoice/packing list the items that will be
• Re-exported after the event
• Disposed of or consumed
• Given away
This document will form the basis to match re-export items with originally imported items for customs purposes. For any
discrepancies between import and export, duties/taxes and other charges may be applicable.
Important for re-export via Airfreight:
Due to stringent enforcement of existing Air Cargo Security Regulations all shipments from „unknown“ shippers have to be held
at our Schenker depot for at least 7 days prior to uplift. ( In order to be classified as a known shipper the exhibitor needs to
have sent at least 3 airfreight shipments with Schenker Australia in the last 12 months).
Please notify us as early as possible if you have a rush return-shipment. We may be able to establish an alternative solution to
‚secure the shipment and allow uplift without previously stated waiting period through strip searches, screening etc.
3. Courier shipments
Please consult with us prior of shipping
Please note that all shipment sent via Courier would be cleared on permanent basis. To ensure that there will be no delay
& the shipment can be delivered on time, don’t consign any shipment to the exhibition hall, the venue, yourself and we will cannot
be responsible for any courier shipment since it is not under our control. All courier shipments along with copy of documents
should be sent to:
All courier shipments are totally beyond our control so we cannot be responsible for any delay / problem if they cannot be
released from the customs and / or are delay in delivery.
4. Congress Venue
The Sydney Convention and Exhibition Centre (ICC Sydney)
Address: 14 Darling Dr, Sydney NSW 2000, Australia
Tel: +61 2 9215 71005. Customs clearance
ATA Carnet
Australia is a subscriber of the ATA Carnet System. Exhibitors participating in International trade fairs / exhibitions in Australia can
use ATA Carnet for temporary admission of their exhibition goods
Temporary importation
Consignments that are imported into Australia on temporary import basis will be subject to a temporary import guarantee fee
(non-refundable) based on the CIF value of the consignment
Final importation
BROCHURES AND GIVEAWAY ITEMS
Please note that import duties will be calculated based on the declared value or customs assessed value, whichever is the greater.
Fumigation
According to the quarantine requirements regarding fumigated of exporting wooden packaging or/and returning wooden
packaging to some European & Asian Countries after the exhibition ends, those wooden packing will be automatically fumigated.
A fumigation fee will be charged to your account. (if required)
Dangerous Cargo
Exhibitors need to complete a special form for dangerous goods. These forms will be provided upon request and the completed
forms should reach us before shipment is dispatched. There will be surcharge of 100% for handling this kind of shipment.
Insurance
All goods must be fully insured with all risk coverage. Insurance can be provided upon request. We regret that we can take no
responsibility for goods after delivery to the exhibitors stand regardless if the exhibitor is present or not.
Heavy & Oversized Shipments
A heavy and oversized shipment applies to any single exhibit in excess of 1000 kg and 5 CBM that requires the use of a forklift
mobile crane for installation.
Exhibitors with heavy and oversized exhibits must inform us at least seven days prior to delivery. A detailed layout should also be
provided to better assist our onsite operations.
Payment Terms
In order to ensure move in/out of your shipment/s, please complete and sign the attached Material Handling form/payment
confirmation and return it to our attention.
Please note that your signature will be used as payment guarantee based on the general tariff.
Please notify “ Merkur” immediately about any requirements relating to invoices. All invoices must be settled by
exhibitors/contractors and agents in advance of the congress. In case of non-payment of invoices, shipments will be held in storage
until the invoices are paid in full.
Any services not outlined in the attached tariff will be quoted on an individual basis.
Merkur wishes you a successful experienceAppendix 4
FORM B
COMPANY LETTERHEAD
Date …………………………………
Subject : Application of temporary import license for importation of food / beverage
Attn : To whom it may concern
We ……………………………(company name) are an exhibitor who will be participating at CHEST World Congress
2019 during 2810 - 12 April 2019 at QSNCC
We would like to inform you that we have appointed Agility Co., Ltd. to act as the consignee for importation of our
shipment and as our broker for application of temporary import license for importation of our products. Our products
will be for tasting during the exhibition and we / Agility Co., Ltd. will destroy and will not sell any remains/leftovers to
anyone.
We realize that it is illegality to perform anything against the Laws of the Kingdom of Thailand, and hereby confirm that
our products are not danger to human consumption and we will be responsible for the quality & standard of our
products and our shipped products will be according to the invoice & packing lists submitted for application of import
license.
Your approval and issuing of temporary import license would be greatly appreciated.
Sincerely yours,
……….………….………………(stamp & signature)
(………………….………………)Name in block letter
................................PositionTariff Basis
All work and services supplied by Schenker Australia Pty Ltd are strictly in accordance with the Trading Conditions of Schenker
Australia Pty Ltd and the liability limitations contained therein. And Merkur Germany
Rates quoted for transportation are based on current terms and conditions of carriers choice and in the event of any alteration,
we reserve the right to adjust our rates accordingly.
Basis - Rates general
•Rates are based on normal working hours, Mon to Fri, 0800-1700 hours
•All rates are based on normal, non-hazardous cargo with normal cargo weights and
•Dimensions (max. 120 cms length x 120 cms width x 155 cms height)
•Rates are based on the following arrival/departure ports/airports only
•Sydney
•For any other arrival/departure ports/airports or venues within Australia, please ask for separate quotation
•Airfreight rates are based on per kg or 6000 cubic centimetres, whichever is greater
Tariff Exclusions
General surcharges:
• Overtime/Saturday/Sunday/public holiday surcharges
• Late arrival surcharges (after set deadline)
• For goods arriving 1 day prior to the requested delivery date, a surcharge of 50% on all charges applies
• For goods arriving 3 days prior to the requested delivery date, a surcharge of 25% on all charges applies
• Surcharges for waiting times
• Surcharges for special equipment
Other surcharges:
• Duties, taxes, statutory permits associated with medical items, food items, firearms, etc. and any other governmental
fees
• Charges in relation to setting up a Carnet (eg. State Chamber of Commerce fees, bond fees)
• Charges for outlays to third parties (eg. customs/quarantine officer’s attendance fees, packing / packaging material,
strapping)
• Charges related to quarantine treatment requirements (fumigation, radiation, heat treatment, steam cleaning, wash
bay) and any transports related to/from facilities as required/ordered
• Charges for hazardous, valuable or perishable cargo, and associated requirements/documents
• Charges for storage (eg. warehouse/port/airport storage, demurrage/detention fees, etc.)
• Charges for special services (eg. carnage, heavy haulage, sorting, labelling, palletising, strapping, shrink-wrapping)
• Charges for non-confirming documentation (incl. potential translation where applicable/ possible)
• Insurance
• GST (Goods & Services Tax)
• Any other services not specified within this tariffTariff 2019 – AIRFREIGHT - INBOUND
All charges in AUD [Australian Dollars]
Service Includes Rate Per Minimum
-Break-bulk fee
-International terminal fee (ITF) 0.95
Airport + Airline Fee -Airline terminal fee (ATF) Kg chargeable weight 337.00
-Air cargo automation fee (ACA)
-Airport distribution fee (ADF)
-Customs process lodgment fee applies on option A + B
Under $1000 AUD N/A
$1,000-$9,000 AUD 67.50 Based on Value 67.50
$10,000 and higher 205.00 Based on Value 205.00
Plus
Option A:
Commercial invoice/packing list
Final import
- Customs clearance (up to 3 customs entry lines) 202.00 Per Entry 202.00
- Additional entry lines 1.00 Per Line item 1.00
- Duties/taxes/GST and other governmental fees As per outlay
Customs Clearance - Customs inspection, if required As per outlay + 10%
Note: Option B
Each HAWB will require Commercial invoice/packing list
Separate Customs and Temporary import under bond 202.00
Quarantine Entry - Customs clearance (up to 3 customs entry lines) 202.00 Per Entry 1.00
- Additional entry lines 1.00 Per line item
- Bond fee, non-refundable
o Below AUD 100,000 1.5% Of CIF Value 337.00
o AUD 100,000-250,000 1.2% Of CIF Value
o Above AUD 250,000 1.0% Of CIF Value
- Customs inspection, if required As per outlay +10%
Option C:
Carnet ATA
Temporary import under Carnet
- Customs clearance
- Customs inspection, if required 202.00 Per Entry 202.00
As per outlay +10%
Import Permits (if required) for prohibited items, please refer to
freight manual
- Per application 337.00
- Courier fees 129.00
Quarantine clearance 162.00 Entry 162.00
Quarantine clearance Quarantine inspection, if required As per outlay + 10%
Quarantine and related fees Depending on AQIS
directions
Cartage (to city venues) 51.0 kg – 200.0 kg $ 337.00 Shipment $ 337.00
for Up to 500.0 kg $ 2.60 Kg chargeable
import clearance 501.0 – 1,000.0 kg $ 2.30 Kg chargeable
Ex Schenker depot to venue Over 1,000.0 kg $ 1.36 Kg chargeable
dock
Ex dock to location within Fuel surcharge on all above, subject to fluctuation, however 12.35%
venue currently at
Shipment Processing Fee Per Shipment 115.00 Per Shipment 115.00Tariff 2019 – AIRFREIGHT - OUTBOUND
Airfreight: Please ask for quotation to your required destination. We will provide you with airlines, airfreight rates, airline fuel surcharges, airline
Security surcharges, upon request.
All charges in AUD [Australian Dollars]
Service Includes Rate Per Minimum
51.0 kg – 200.0 kg $ 295.00 Shipment $ 295.00
Ex location within venue to Up to 500.0 kg $ 2.60 Kg chargeable
dock 501.0 – 1,000.0 kg $ 2.30 Kg chargeable
Ex venue dock to Schenker Over 1,000.0 kg
depot for export clearance $ 1.36 Kg chargeable
Ex Schenker depot to Airport Fuel surcharge on all above, subject to fluctuation, however 12.35%
currently at
- AWB fee 75.00 AWB 75.00
- Airline documentation fee 95.00 AWB AWB 95.00
Airport + airline fees - Airport terminal handling fee 43.00 Kg chargeable weight 43.00
- Airport terminal security fee 0.33 40.00
- CMR – Australian Customs compliance fee 44.00 Per Entry 44.00
- Customs process lodgment fee applies on option A 27.00 Per Entry 27.00
plus
Option A:
Export Customs clearance Commercial invoice/packing list
Finalisation of temporary import under bond 202.00 Entry 202.00
- Re-export customs clearance As per outlay +10%
- Customs inspection, if required
Option B:
Carnet ATA
Finalisation of temporary import under Carnet 202.00 Entry 202.00
- Re-export customs clearance As per outlay +10%
- Customs inspection, if required
Export Permits (if required) for prohibited items, please refer to
freight manual 335.00
- Per application 95.00
- Courier fees
Please ask for quotation to your required destination.
Airfreight We will provide you with airlines, airfreight rates, airlines fuel surcharges, airline security charges, upon request.
Shipment Processing Fee Per Shipment 115.00 Per ShipmentTariff 2019 – Transport from Warehouse to ICC (Advanced Warehouse)
Various Services
All charges in AUD [Australian Dollars]
Service Includes Rate Per Minimum
Transport from Schenker depot 1 cbm (inclusive of fuel) $250.00 Per shipment $150.00
with delivery to ICC Venue only
Transport from Schenker depot 1 – 5 cbm (inclusive of fuel) $250.00 Per shipment $250.00
with delivery to ICC Venue only
Transport from Schenker depot 5 cbm + (inclusive of fuel) Request rate from Per shipment Request rate
with delivery to ICC Venue only Schenker from Schenker
Storage pre event Warehouse storage pre event per cbm per week $12.50 Per cbm $12.50
Storage post event Warehouse storage post event per cbm per week (1st $12.50 Per cbm $12.50
2 free workings days, free of charge)
After 7:00pm workdays 25 % On actual
service rate
Saturdays 25 % On actual
service rate
Surcharges (applies to all
transport movements from After 10:00pm workdays 55 % On actual
Schenker depot to ICC including service rate
international shipments)
Sundays 55 % On actual
service rate
Public holidays 100% On actual
service rate
Other Crane and any other specialized equipment rates will be provided upon
GST / VAT GST / VAT of 10% is applicable on all domestic services outside of the international transport legCompany Letterhead
(MUST be issued by the packer or supplier of the goods and MUST include the company’s name AND address)
PACKING DECLARATION
Vessel Name:……………………………………… Voyage Number:………………………………..
Consignment identifier or numerical link………(Please enter HBL no.)…………
PROHIBITED PACKAGING MATERIAL STATEMENT
(Prohibited packaging material such as straw, bamboo, peat, hay, chaff, used fruit & vegetable cartons)
Have prohibited packaging materials or bamboo products been used as packaging or dunnage i
Q1
consignment covered by this document?
A1 YES NO
TIMBER PACKAGING/DUNNAGE STATEMENT
(Timber packaging/dunnage includes: crates, cases, pallets, skids, and any other timber used as a shipping aid.)
Q2a Has solid timber packaging/dunnage been used in consignments covered by this document?
A2a YES NO
TREATMENT CERTIFICATION (ONLY IF TIMBER/DUNNAGE IS DECLARED IN QUESTION 2)
Q3 All timber packaging/dunnage used in the consignment has been (Please Indicate below)
Treated and Marked in compliance with ISPM 15
Or
Treated in compliance with DAFF Treatment
Requirements
(With accompanying Treatment Certificate)
Or
Not Treated
CONTAINER CLEANLINESS STATEMENT (for FCL/X consignments only - statement to be removed from document when not
relevant)
The container(s) covered by this document has/have been cleaned and is/are free from material of animal and/or plant origin and soil.
Signed: ............................................................ Printed name:..............................................
(Company Representative)
Date of issue:..........................................
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