Exhibitor Service Manual - 3-5 July 2019 | Prague, Czech Republic 24th Annual Congress of the European College of Sport Science - ECSS Congress

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Exhibitor Service Manual
24th Annual Congress of the European College of Sport Science

         3-5 July 2019 | Prague, Czech Republic

                                          ecss-congress.eu/2019
24TH ANNUAL CONGRESS OF

                                              EUROPEAN COLLEGE OF SPORT SCIENCE
                                              Uniting the World through Sport Science
                                                           3-5 July 2019
                                                           Hosted by Charles University, Prague

    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 2019............................................................ 3
           1.3     Advertisement in final programme Deadline: 1 June 2019....................................................... 3
           1.4     Exhibitor registration and badges Deadline: 15 June 2019....................................................... 3
           1.5     Congress bag inserts (3,000 copies) Deadline: 29 June 2019................................................... 4
           1.6     ExpoSale – Exhibitor Service Order deadline: 24 May 2019...................................................... 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 Order deadline: 24 June 2019............................... 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, 2 July 2019 | 8:00-23:00..................................... 8
           3.1.1   Opening hours of the exhibition............................................................................................ 8
           3.1.2   Dismantling of stands: Friday, 5 July 2019 | 17:00-22:00........................................................ 8
           3.2     Accessibility......................................................................................................................... 8
           3.3     Demarcation lines................................................................................................................ 8
           3.4     Gangway access.................................................................................................................. 8
           3.5     Liability............................................................................................................................... 8
           3.6     Travel and on-site parking facilities........................................................................................ 9
           3.7     Accommodation................................................................................................................... 9

       4. A Green Meeting                                                                                                                                10

           4.1     Obligatory guidelines.......................................................................................................... 10
           4.2     Further recommendations................................................................................................... 10

       5. Contact Details                                                                                                                                11

                                                                                                                                   as of 12 April 2019

    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/2019
24TH ANNUAL CONGRESS OF

                                        EUROPEAN COLLEGE OF SPORT SCIENCE
                                        Uniting the World through Sport Science
                                                     3-5 July 2019
                                                  Hosted by Charles University, Prague

                1. Important Deadlines

       When                                  Where                                       Book now!
       Congress           3-6 July           Charles University                          sales@sport-science.org
       Set-up 		          2 July             Prague                                      Phone: +49 (0) 221 9626 2776
       Dismantle          5 July                                                         Fax: +49 (0) 221 9626 2779

    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 2019
    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 2019
    If you have booked an advertisement in the final programme, please send your colour artwork to
    sales@sport-science.org by 1 June 2019. Specs for the artwork:

           ÎÎLANDSCAPE format
           ÎÎA4 (297mm by 210mm)
           ÎÎMinimum resolution: 300dpi
           ÎÎNo bleed
           ÎÎNo crop marks
           ÎÎPDF format

    1.4 Exhibitor registration and badges Deadline: 15 June 2019
    As an exhibitor at ECSS Dubin 2019, 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 2019 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/2019
24TH ANNUAL CONGRESS OF

                                        EUROPEAN COLLEGE OF SPORT SCIENCE
                                        Uniting the World through Sport Science
                                                     3-5 July 2019
                                                  Hosted by Charles University, Prague

    undergo the same process (as described above) by 15 June 2019. 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, 3 July 2019 at the registration desk.

    1.5 Congress bag inserts (3,000 copies) Deadline: 29 June 2019
    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 2019.

    Delivery address:

            BECKSPEDITION
            C/O ECSS 2019
            Kongresové centrum Praha
            5.května 65
            140 00 Praha 4, Czech Republic
            Attn: Pavel Beck, +420 602 311,
            Monika Vesela +420 724 328 380

    Please use BECKSPEDITION templates to label your packages. Please download here.

    Packages that are not clearly labelled or are delivered after the deadline will not be considered.

    1.6 ExpoSale - Exhibitor Service Order deadline: 24 May 2019
    If you have booked your exhibition space at ECSS Prague 2019, 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 ExpoSale 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/2019
24TH ANNUAL CONGRESS OF

                                        EUROPEAN COLLEGE OF SPORT SCIENCE
                                        Uniting the World through Sport Science
                                                     3-5 July 2019
                                                  Hosted by Charles University, Prague

                2. Exhibition Services

    2.1 Electricity/Lighting
    Electricity needs to be ordered separately. There is no power supplied with your booth.
    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 PCC 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/2019
24TH ANNUAL CONGRESS OF

                                        EUROPEAN COLLEGE OF SPORT SCIENCE
                                        Uniting the World through Sport Science
                                                     3-5 July 2019
                                                  Hosted by Charles University, Prague

    2.10 Delivery and storage of goods at the venue
    We advise you to contact the official logistics partner of the Prague Congress Centre (PCC), ‘BECKSPEDITION’
    for the planning and shipping of your goods, such as full stand construction and/or stand equipment.
    BECKSPEDITION will store your items in their warehouse at PCC and will bring them to the exhibition area
    on 2 July 2019. Pricing and information can be found on the Forwarding & Handling Tariff and Transport &
    Handling order form. Please download your labels for your delivery here.

    If you require a forklift for unloading and loading, please contact BECKSPEDITION. You will be invoiced for the
    forklift and the transport to the exhibition area.

    Please note, order deadline is 24.06.2019

    2.11 Pick-up of goods after exhibition
    On 5 and 6 July in Czech Republic there are bank holidays, which means your goods won’t be able to be
    picked up before Monday, 8 July.
    a) Pick-up is on 5 July 2019 during the allocated dismantle time. The pick-up address at the venue is:

            BECKSPEDITION
            C/O ECSS 2019
            Kongresové centrum Praha
            5.května 65
            140 00 Praha 4, Czech Republic
            Attn: Pavel Beck, +420 602 311;
            Monika Vesela +420 724 328 380

    b) Pick-up at BECKSPEDITION is on 8 July 2019. The pick-up address is:

            BECKSPEDITION
            C/O ECSS 2019
            Kongresové centrum Praha
            5.května 65
            140 00 Praha 4, Czech Republic
            Attn: Pavel Beck, +420 602 311;
            Monika Vesela +420 724 328 380

    2.12		 Catering
    ECSS works with an in-house catering company of the PCC to manage all catering. If you wish to order
    catering for your stand or for a reception, please make direct contact with:

            Zátiší Catering
            Linda Gerold Reitingerová
            Phone: +420 731 156 614
            Email: linda.reitingerova@zatisigroup.cz
            www.zatisicatering.cz

    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/2019
24TH ANNUAL CONGRESS OF

                                        EUROPEAN COLLEGE OF SPORT SCIENCE
                                        Uniting the World through Sport Science
                                                     3-5 July 2019
                                                  Hosted by Charles University, Prague

            2.13		                        Payment options for your orders
    An invoice will be sent upon receipt of your order. Payments need to be received before the start of the set-up.

    2.14 On-site procedure
    During set-up it is possible to place last minute orders at the ‘ExpoSale Services Counter’, which is situated in
    the exhibition area.

    Please note, a 50% mark-up will be applied to all prices. Only Credit Card Payment will be
    accepted on services ordered on-site. However, please be aware that on-site orders may not
    always be possible.

    2.15		 Guidelines for planning your stand
          ÎÎ Please carefully read the general exhibitor information including rules and regulations,
             provided by the PCD and ensure that you adhere. This will also avoid disappointments on-site.
          ÎÎ 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 ExpoSale if this is the case, prior to the set-up and provide ExpoSale
             with a risk assessment, method statement and a stand sketch. Please do not forget to order a power
             supply using this order form.
          ÎÎ The stand structure cannot exceed 2.7 meters in height. If you have a special request in this regard,
             please contact the ExpoSale.
          ÎÎ Exhibitors are advised to make their own insurance arrangements.
          ÎÎ 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.
          ÎÎ We advise you to have a reasonable amount of light on your stand, to highlight your products and/or
             simply to make the stand more inviting to passing visitors.
          ÎÎ It is recommended not to have ceilings/stand coverings, in order not to affect the Fire Safety Strategy
             of the PCC. Also, any hangings from the ceiling are prohibited.
          ÎÎ 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 Prague 2019 reserves the right to have advertising, company names
             and logos removed or restored at the cost of the respective exhibitor.
          ÎÎ It is prohibited for any part of your stand or exhibition to project onto the gangways or onto an adjacent stand.
          ÎÎ At any given time exhibitors are advised to keep their noise level to a minimum to not disturb other exhibitors.
          ÎÎ During exhibition opening hours, exhibitors are obliged to attend and man their stand.
          ÎÎ The exhibitor is responsible for all of its valuables at any time. The exhibition will be situated in the
             Prague Convention Centre (PCC) and the area is directly accessible. Outside of opening hours we
             recommend that you take all of your valuables off-site.
          ÎÎ Please adhere to all regulations for the set-up and dismantling of your stand, available in this manual.
          ÎÎ 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/2019
24TH ANNUAL CONGRESS OF

                                        EUROPEAN COLLEGE OF SPORT SCIENCE
                                        Uniting the World through Sport Science
                                                     3-5 July 2019
                                                  Hosted by Charles University, Prague

                3. General Information

    3.1 Set-up and construction of stands: Tuesday, 2 July 2019 | 6:00-23:00

    3.1.1 Opening hours of the exhibition
           ÎÎWednesday 3 July             9:00-17:00
           ÎÎWednesday 3 July             20:00-21:00 Opening reception in exhibition area (optional)
           ÎÎThursday 4 July              9:00-17:00
           ÎÎFriday 5 July                9:00-17:00

    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, 5 July 2019 | 17:00-23:00
    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 Prague Congress Centre, 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/2019
24TH ANNUAL CONGRESS OF

                                        EUROPEAN COLLEGE OF SPORT SCIENCE
                                        Uniting the World through Sport Science
                                                     3-5 July 2019
                                                  Hosted by Charles University, Prague

    3.6 Travel and on-site parking facilities
    Parking options are available at the PCC’s underground car park and at numerous car parking facilities within
    walking distance of the venue. Please see read How to get to Prague and the PCC + PCC guidelines for
    further information.

    3.7 Accommodation
    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.

    ECSS Accomodation website available from 15 Dec. 2018.
         ÝÝIf 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/2019
24TH ANNUAL CONGRESS OF

                                         EUROPEAN COLLEGE OF SPORT SCIENCE
                                         Uniting the World through Sport Science
                                                      3-5 July 2019
                                                   Hosted by Charles University, Prague

                 4. A Green Meeting

     ECSS aims to support green values when organising its annual congress. In 2019, the ECSS wants to build on
     what has been achieved at previous congresses.

     4.1 Obligatory guidelines
           ÎÎ Only reusable dishes are allowed.
           ÎÎ Waste produced at the congress venue must be disposed of according to the waste management
              system.
           ÎÎ All materials used at the responsibility of the exhibitor (stand, roll-up, decoration etc.) are reusable
              and will be reused.
           ÎÎ No cans and only reusable bottles as give-aways.
           ÎÎ Decrease of give-aways at the booth and use of products without extra packaging.

     4.2 Further recommendations
           ÎÎ Distribution of giveaways should be made from ecologically accepted material and/or with a quality
              label.
           ÎÎ Reduction of printed material.
           ÎÎ Usage of refillable packaging.
           ÎÎ Utilisation of reusable materials for the booth construction wherever possible.
           ÎÎ 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 Prague
     2019 a green congress!

     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/2019
24TH ANNUAL CONGRESS OF

                                         EUROPEAN COLLEGE OF SPORT SCIENCE
                                         Uniting the World through Sport Science
                                                      3-5 July 2019
                                                   Hosted by Charles University, Prague

                 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
     EXPOSALE-CZ, Ltd.
     Linda Škarková, Linda.Skarkova@exposale.cz, +420 777 725 129
     Školská 33/3
     Šestajovice
     Praha –východ 250 92
     Czech Republic
     www.exposale.eu

     Shipping address for packages and large goods (delivery and pick-up)
     BECKSPEDITION
     C/O ECSS 2019
     Pavel Beck, beck.pavel@volny.cz, +420 602 311;
     Monika Veselá, monik.vesela@seznam.cz, +420 724 328 380
     Kongresové centrum Praha
     5.května 65
     140 00 Praha 4,
     Czech Republic

     Congress venue
     Prague Congress Centre
     Tereza Kahánková, tereza.kahankova@praguecc.cz, +420 261 172 225
     5. kvetna 1640/ 65,
     140 00 Prague 4 - Nusle
     Czech Republic
     www.praguecc.cz

     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/2019
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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