Exhibitor Manual - 23rd Annual Congress of the European College of Sport Science

23RD ANNUAL CONGRESS OF

                                        EUROPEAN COLLEGE OF SPORT SCIENCE
                                        SPORT SCIENCE AT THE CUTTING EDGE
                                                   4-7 July 2018
                                         Hosted by University College Dublin & Ulster University




                        Exhibitor Manual
    23 rd Annual Congress of th e Europ ean Col leg e of Sp ort S cie nce
                                    4-7 July 2018 | Du b lin , Irelan d




                                                                                                   ecss-congress.eu/2018



    European College of Sport Science
1   Feldblumenweg 26, 50858 Cologne, Germany
    Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
    ecss-congress.eu/2018
23RD ANNUAL CONGRESS OF

                                              EUROPEAN COLLEGE OF SPORT SCIENCE
                                              SPORT SCIENCE AT THE CUTTING EDGE
                                                         4-7 July 2018
                                                Hosted 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     Advertisement in final programme Deadline: 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




    European College of Sport Science
2   Feldblumenweg 26, 50858 Cologne, Germany
    Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
    ecss-congress.eu/2018
23RD ANNUAL CONGRESS OF

                                        EUROPEAN COLLEGE OF SPORT SCIENCE
                                        SPORT SCIENCE AT THE CUTTING EDGE
                                                   4-7 July 2018
                                         Hosted by University College Dublin & Ulster University




                1. Important Deadlines

       When                                  Where                                           Book now!
       Congress           4-7 July           The Convention Centre Dublin                    sales@sport-science.org
                                             Spencer Dock
       Set-up 		          3 July                                                             Phone: +49 (0) 221 9626 2776
                                             North Wall Quay
       Dismantle          6 July             Dublin 1                                        Fax: +49 (0) 221 9626 2779
                                             D01 T1W6
                                             Ireland


    1.1 Terms of payment for exhibition space and sponsorship items
    Your exhibition space/sponsorship item(s) invoice must be paid in full by the date stated on the invoice.
    If payments are not fulfilled in time, the organisers reserve the right to cancel the exhibition space and
    sponsorship item(s).


    1.2 Company logo in vector format Deadline: 1 June 2018
    For printed congress material, e.g. final programme, please send a vector format file, preferably EPS format,
    of your company’s logo to sales@sport-science.org.


    1.3 Advertisement in final programme Deadline: 1 June 2018
    If you have booked an advertisement in the final programme, please send your colour artwork to
    sales@sport-science.org by 1 June 2018. Specs for the artwork:

           ÝÝLANDSCAPE format
           ÝÝA4 (297mm by 210mm)
           ÝÝMinimum resolution: 300dpi
           ÝÝNo bleed
           ÝÝNo crop marks
           ÝÝPDF format


    1.4 Exhibitor registration and badges Deadline: 15 June 2018
    As 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 bigger
    than >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 sales@sport-science.org 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



    European College of Sport Science
3   Feldblumenweg 26, 50858 Cologne, Germany
    Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
    ecss-congress.eu/2018
23RD ANNUAL CONGRESS OF

                                                                                    EUROPEAN COLLEGE OF SPORT SCIENCE
                                                                                    SPORT SCIENCE AT THE CUTTING EDGE
                                                                                               4-7 July 2018
                                                                                        Hosted by University College Dublin & Ulster University



    undergo the same process (as described above) by 15 June 2018. Lunches and coffees are included. However,
    access to scientific sessions and social events (except opening reception) is not granted.
    Please note, badges will NOT be mailed in advance. Please collect your congress badge on
    Wednesday, 4 July 2018 at the registration desk.


    1.5 Congress bag inserts (3,000 copies) Deadline: 29 June 2018
    We will contact you well in advance of the congress if 3,000 copies is no longer sufficient. All congress bag
    materials should be delivered to Interflow Logistics Ltd. (full address below), from 24 June and no later than
    29 June 2018.

    Delivery address:

                 Interflow Logistics Ltd.
                 C/O ECSS 2018
                 Unit 1, Ace Warehouse
                 Blakescross, Co. Dublin,
                 K45 WY42, Dublin
                 Attn: Vivian Brodigan
                 +353 1 6853845


    Please label your packages as follows:

            B RUSH
          Bag Inserts
                                                                     B RUSH
                                                                    Bag Inserts




         TO:European College of Sport Science - Steffen Neubert   TO: European College of Sport Science - Steffen Neubert
                                  (Name)                                                   (Name) 




                 C/O: Interflow Logistics Ltd                          C/O: Interflow Logistics Ltd
                   Unit 1, Ace Warehouse                                 Unit 1, Ace Warehouse
                         Blakescross                                           Blakescross
                 Lusk, Co. Dublin K45 WY42                             Lusk, Co. Dublin K45 WY42

                                ECSS 2018                                               ECSS 2018
                         SPONSOR: ________________                                SPONSOR: _______________

         CARRIER _____________________ #______ OF _______         CARRIER _____________________ #______ OF _______




    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 2018
    If you have booked your exhibition space at ECSS Dublin 2018, please note, your exhibition space only
    includes space rental and booth mark-out on the floor. 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.




    European College of Sport Science
4   Feldblumenweg 26, 50858 Cologne, Germany
    Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
    ecss-congress.eu/2018
23RD ANNUAL CONGRESS OF

                                        EUROPEAN COLLEGE OF SPORT SCIENCE
                                        SPORT SCIENCE AT THE CUTTING EDGE
                                                   4-7 July 2018
                                         Hosted by University College Dublin & Ulster University




                2. Exhibition Services

    2.1 Electricity/Lighting
    Electricity needs to be ordered separately. There is no power supplied with your booth. As power supply
    can only be supplied via the underfloor grid in the hall floor, it must be noted that if an exhibitor
    has 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 schemes
    Obexpo offers different shell schemes for different needs. Please order shell schemes here.


    2.5 Furniture
    Obexpo provides a wide variety of seating, tables, shelves, and other furniture. Please order furniture here.

    2.6 Audio/Visual
    Obexpo can provide audio and visual equipment for your stand. Please order audio and visual here.


    2.7 Flooring
    Please order flooring here.


    2.8 Stand cleaning
    Exhibitors 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/WIFI
    The 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.




    European College of Sport Science
5   Feldblumenweg 26, 50858 Cologne, Germany
    Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
    ecss-congress.eu/2018
23RD ANNUAL CONGRESS OF

                                        EUROPEAN COLLEGE OF SPORT SCIENCE
                                        SPORT SCIENCE AT THE CUTTING EDGE
                                                   4-7 July 2018
                                         Hosted by University College Dublin & Ulster University



    2.10 Delivery and storage of goods at the venue
    We advise you to contact the official logistics partner of the Convention Centre Dublin (CCD), ‘Interflow
    Logistics Ltd.’ for the planning and shipping of your goods, such as full stand construction and/or stand
    equipment. Interflow Logistics Ltd. will store your items in their warehouse and transport them to the venue
    on 3 July 2018. Pricing and information can be found on the Forwarding & Handling Tariff. Please download
    your labels for your delivery here.

    If you require a forklift for unloading and loading, please contact Interflow Logistics Ltd. You will be invoiced
    for the forklift and the transport to the exhibition area. Please find further information here.



    2.11 Pick-up of goods after exhibition
    a) Pick-up is on 6 July 2018 during the allocated dismantle time. The pick-up address at the venue is:

            ECSS 2018
            Convention Centre Dublin
            North Quays. Dublin 1, Ireland
            Booth name & number
            Attn: Interflow
            +353 1 6853845



    b) Pick-up at Interflow Logistics Ltd. is on 8 July 2018. The pick-up address is:

            Interflow Logistics Ltd.
            C/O ECSS 2018
            Unit 1, Ace Warehouse
            Blakescross, Co. Dublin, K45 WY42, Ireland
            Attn: Vivian Brodigan
            +353 1 6853845



    2.12		 Catering
    ECSS 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 Dublin
            Noel Manning
            Phone +353 1 8560000
            Email noel.manning@theccd.ie
            www.theccd.ie/organising/event-hospitality




    European College of Sport Science
6   Feldblumenweg 26, 50858 Cologne, Germany
    Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
    ecss-congress.eu/2018
23RD ANNUAL CONGRESS OF

                                        EUROPEAN COLLEGE OF SPORT SCIENCE
                                        SPORT SCIENCE AT THE CUTTING EDGE
                                                   4-7 July 2018
                                         Hosted by University College Dublin & Ulster University



    2.13		 Payment options for your orders
    An 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
    expo hall at the ‘Obexpo Services Counter’.

    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
          ÝÝ 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.
          ÝÝ If you have appointed a contractor to set-up your stand, please ensure they have the details of the
             set-up and dismantling times and make sure they bring valid identification to identify themselves to
             the 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.
          ÝÝ The stand structure cannot exceed 3.99 metres in height. If you have a special request in this regard,
             please contact the congress venue.
          ÝÝ Exhibitors are advised to make their own insurance arrangements.
          ÝÝ 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.
          ÝÝ 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.
          ÝÝ It is recommended not to have ceilings/stand coverings, in order not to affect the Fire Safety Strategy
             of the CCD.
          ÝÝ If a stand wall exceeds the height of an adjoining stand, the exhibitor of that specific wall is
             responsible for making sure that back walls facing other exhibitors and open areas are to be clad and
             finished with white paint or cloth. The backs of these walls cannot carry any advertising, company
             names 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.
          ÝÝ It is prohibited for any part of your stand or exhibition to project onto the gangways or onto an
             adjacent stand.
          ÝÝ At any given time exhibitors are advised to keep their noise level to a minimum to not disturb other exhibitors.
          ÝÝ During exhibition opening hours, exhibitors are obliged to attend and man their stand.
          ÝÝ 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.
          ÝÝ Please adhere to all regulations for the set-up and dismantling of your stand, available in this manual.
          ÝÝ 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) The removal and disposal of packing cases and stand fitting materials associated with an exhibition.
             c) The removal of any waste that requires special handling to ensure its safe disposal.



    European College of Sport Science
7   Feldblumenweg 26, 50858 Cologne, Germany
    Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
    ecss-congress.eu/2018
23RD ANNUAL CONGRESS OF

                                        EUROPEAN COLLEGE OF SPORT SCIENCE
                                        SPORT SCIENCE AT THE CUTTING EDGE
                                                   4-7 July 2018
                                         Hosted 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
           ÝÝWednesday 4 July             9:00-18:00
           ÝÝWednesday 4 July             20:00-21:00 Opening reception in exhibition area (optional)
           ÝÝThursday 5 July              9:00-18:00
           ÝÝFriday 6 July                9:00-18:00

    Please note, stands are NOT allowed to be set-up or dismantled outside the official hours
    published 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
    NOT allowed to be set-up or dismantled outside the official hours published in this manual. Please frequently
    check 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
    All exhibitors must show strict observance of the demarcation lines of the exhibition area, marked on the hall floor.
    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.




    European College of Sport Science
8   Feldblumenweg 26, 50858 Cologne, Germany
    Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
    ecss-congress.eu/2018
23RD ANNUAL CONGRESS OF

                                        EUROPEAN COLLEGE OF SPORT SCIENCE
                                        SPORT SCIENCE AT THE CUTTING EDGE
                                                   4-7 July 2018
                                         Hosted 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 travel
    Dublin 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,
    ranging from budget to 4 stars. These rates are only available through the congress website. You will find that
    all 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).
    To find out more about travelling to Dublin, please visit:
    http://ecss-congress.eu/2018/18/index.php?option=com_content&view=article&id=97&Itemid=658

          ÝÝ If you have any further questions, please do not hesitate to get in touch with the respective
             contacts listed under contact details.




    European College of Sport Science
9   Feldblumenweg 26, 50858 Cologne, Germany
    Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
    ecss-congress.eu/2018
23RD ANNUAL CONGRESS OF

                                         EUROPEAN COLLEGE OF SPORT SCIENCE
                                         SPORT SCIENCE AT THE CUTTING EDGE
                                                    4-7 July 2018
                                          Hosted 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
           ÝÝ Only reusable dishes are allowed.
           ÝÝ Waste produced at the congress venue must be disposed of according to the waste management
              system.
           ÝÝ All materials used at the responsibility of the exhibitor (stand, roll-up, decoration etc.) are reusable
              and will be reused.
           ÝÝ No cans and only reusable bottles as give-aways.
           ÝÝ Decrease of give-aways at the booth and use of products without extra packaging.


     4.2 Further recommendations
           ÝÝ Distribution of giveaways should be made from ecologically accepted material and/or with a
              quality label.
           ÝÝ Reduction of printed material.
           ÝÝ Usage of refillable packaging.
           ÝÝ Utilisation of reusable materials for the booth construction wherever possible.
           ÝÝ 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.




     European College of Sport Science
10   Feldblumenweg 26, 50858 Cologne, Germany
     Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
     ecss-congress.eu/2018
23RD ANNUAL CONGRESS OF

                                         EUROPEAN COLLEGE OF SPORT SCIENCE
                                         SPORT SCIENCE AT THE CUTTING EDGE
                                                    4-7 July 2018
                                          Hosted by University College Dublin & Ulster University




                 5. Contact Details

     ECSS Exhibition Management
     Phone: +49 221 9626 2776
     Fax: +49 221 9626 2779
     Email: sales@sport-science.org

     On-site Exhibition Service
     O’Brien Expo Services
     Tony O’Brien, obexpo@mac.com, +353 87 2449 2489
     The Coach House
     Rear of 1 Warwick Terrace
     Appian Way
     Ranelagh, Dublin 6
     Ireland

     Shipping address for packages and large goods (delivery and pick-up)
     Interflow Logistics Ltd.
     C/O ECSS 2018
     Unit 1, Ace Warehouse
     Blakescross, Co. Dublin,
     K45 WY42, Ireland
     Vivian Brodigan, vivian.brodigan@interflow.ie, +353 87 7643970

     Congress venue
     The Convention Centre Dublin
     Audrey Baker, Audrey.Baker@theccd.ie, +353 1 818 4523
     Spencer Dock
     North Wall Quay
     Dublin 1
     D01 T1W6
     Ireland




     European College of Sport Science
11   Feldblumenweg 26, 50858 Cologne, Germany
     Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
     ecss-congress.eu/2018
European College of Sport Science
                      Feldblumenweg 26, 50858 Cologne, Germany
Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org


                              sport-science.org
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