Dear Industry Partner, This Exhibitor Manual contains all relevant information regarding your participation at the commercial exhibition of EPC 2016, such as important dates, deadlines, and contacts. In case of any missing information or for any other requests, please feel free to contact the Congress Organization K.I.T. Group or our service partner TEM. Our aim is to make your participation at EPC 2016 and your stay in Mainz as pleasant and worthwhile as possible. We wish you a very successful congress! Best regards, EPC 2016 Congress Organization K.I.T. Group Content page General Information .............................................................................................................................. 3 Dates and Deadlines .............................................................................................................................. 3 Exhibition time schedule ..................................................................................... 3 Important Deadlines ............................................................................................. 4 Travel and Directions ............................................................................................................................ 4 … by plane ........................................................................................................... 4 … by car .............................................................................................................. 4 … by public transportation .................................................................................. 4 Exhibition and booth space ................................................................................................................... 6 General information and safety rules ................................................................... 6 Description of furniture for exhibition package “booth included” ...................... 7 Information for exhibition package “space only” ................................................ 7 Furniture and equipment orders ............................................................................................................ 7 Delivery of materials in advance ............................................................................................................ 8 Registration and accommodation .......................................................................................................... 8 Registration .......................................................................................................... 8 EPC Party............................................................................................................. 8 Accommodation ................................................................................................... 8 Advertisement in the conference programme ........................................................................................ 8 Appendix -2- General Information Title of the event European Population Conference 2016 Demographic Change and Policy Implications Date 31 Aug – 3 Sep 2016 Venue Johannes Gutenberg University Mainz Jakob-Welder-Weg 18 55099 Mainz, Germany Participants about 1000 delegates from Europe and abroad President of the Congress Prof. Norbert F. Schneider National Executive Committee Prof. Norbert F. Schneider, President Dr. Christian Fiedler, Conference Coordinator Dr. Tim Aevermann Nicole Zender Congress Secretariat/ K.I.T. Group GmbH Dresden Exhibition Management Mandy Kühler Münzgasse 2 01067 Dresden, Germany Phone: +49 351 / 4842975 Fax: +49 351 / 4956 116 Email: service@epc2016.de URL: www.kit-group.org Contact person on-site Exhibitors may contact the organizers on-site either personally at the registration desk (foyer in front of hall P1) or via phone number +49 351 4842 975. Opening hours registration desk: WED (August 31, 2016): 12:00 - 21:00 THU (September 1, 2016): 07:00 - 19:00 FRI (September 2, 2016): 07:00 - 19:30 SAT (September 3, 2016): 07:00 - 14:30 Conference Website www.epc2016.de // Online Programme epc2016.princeton.edu. Dates and Deadlines Exhibition time schedule Set-up Wednesday, August 31, 2016: 15h00 – 19h00 Opening hours Wednesday, August 31, 2016: Thursday, September 1, 2016: Friday, September 2, 2016: Saturday, September 3, 2016: 19h00 – 21h30 09h00 – 19h00 09h00 – 19h30 09h30 – 12h30 Dismantling Saturday, September 3, 2016: 12h30 – 14h00 Please note that times might be slightly changed due to organizational requirements. -3- Important Deadlines Submission of printing files for ads: June 15, 2016 Submission of “Space Only” booth plan: August 2, 2016 Furniture and equipment orders: August 2, 2016 Registration booth personnel: August 21, 2016 Travel and Directions … by plane The closest international airport to Mainz is the airport Frankfurt/Main (FRA). As one of the most important airports in Germany, it offers a wide range of connections to important national and international airports. Please consult the airport's webpage for further information on destinations and timetables. Several trains and the S-Bahn line S8 transit from the airport to Mainz main station. Please consult the webpage of the Deutsche Bahn (www.bahn.de/en) for detailed information on prices and connections. (Duration: 30-40 minutes, Ticket price: €4-8 depending on the train) … by car Access to and parking on campus is available only with special permission. Please display the entry permit (see appendix) clearly visible behind your windscreen. Please see the campus map below for parking in the nearest vicinity of the campus. … by public transportation The City of Mainz is an important railway junction within the ICE and EC/IC networks of the Deutsche Bahn (DB). Several services run daily to all major German cities. All EC/IC/ICE trains stop at the central railway station "Mainz Hauptbahnhof". Please consult the webpage of the Deutsche Bahn (www.bahn.de/en) for detailed information on prices and connections. -4- -5- Exhibition and booth space The industry exhibition of the EPC 2016 will be positioned in the foyer on the ground floor of the Philosophicum building, where most of the session rooms are located. For information on positioning and number of your booth, please see the document exhibition floor plan on the conference webpage www.epc2016.de. General information and safety rules The maximum construction height is 2.8 m. Booth constructions and its furniture are not allowed to exceed the allocated booth area. Lighting fixtures and signage must not extend beyond the booth space. It is not allowed to fix anything to columns or walls of the Philosophicum or its furnishing in any case. Promotional material may only be handed out at the ordered and contracted booth space in the exhibition area. Kindly note that it is not permitted to distribute flyers, leaflets etc. throughout the venue without prior agreement of the organizer. The general lighting at the Philosophicum might not be sufficient to effectively illuminate every single booth. The exhibitor has to take care of individual lighting of his booth in order to secure best visibility. In general, we recommend the installation of additional lights at the booth. In the foyer of the Philosophicum, the flooring is made of flagstones. Carpets and other floor coverings must be laid with due regard to safety regulations and may not protrude beyond the stand area. All materials used must be removable without trace. All residues not removed by the exhibitors or their subcontractors shall be exposed by the organizer at the exhibitors' expense. The conference organizer will provide wireless internet access for all delegates which will be available throughout the conference venue. Please note that it is not possible to store material and equipment during the congress. All escape routes need to be kept clear at any time. Emergency exits, fire extinguishers, wall hydrants and manual call points as well as their signposting shall not be blocked, covered or be made irrecognisable or inaccessible by any means. When laying power cables, they need to be covered by carpets / mats or fixed with certified tape. Cables must not run through escapes routes or fire doors. All materials used by the exhibitors need to comply with current government regulations or laws in their currently valid version. The exhibitor can be held liable for any damage caused by him or his vicarious agents. Neither the organizer nor the University Mainz take any responsibility or liability for damages or losses at the booths or of the exhibits. All exhibitors are advised to arrange appropriate insurances for their exhibits. During the conference hours, no security service will be provided by the organizer. Exhibitors are asked to keep their booths occupied permanently and to particularly protect goods, which are at risk of theft. Outside of the conference hours - especially during night time - a general security service will be provided by the organizer, who will overlook the whole exhibition area. However, the organizer does not assume any liability for loss or damage of goods. -6- Description of furniture for exhibition package “booth included” Please find below the list of items / services that will be placed at your disposal at the booth if you have booked the exhibition space including booth construction: Both construction system with white walls fascia board with company name (black color, max. 20 characters) 1 table and 2 chairs (please note: table is not equipped with table cloths) 2 spotlights 1 standard electrical connection (230 V – 3kW, NO multiple socket or power distribution) for illustration only (brochure rack and waste basket not included) Information for exhibition package “space only” When having booked the exhibition space without booth construction, no furnishing will be provided by the organizer. Any furniture required needs to be supplied by the exhibitor / his contractors or has to be requested on extra costs via the furniture and equipment order form (see “Furniture and equipment orders” for detailed information). 1 standard electrical connection (230 V – 3kW, NO multiple socket or power distribution) is included. Exhibitors having booked the “space only” package have to send a set-up plan or a layout of the planned booth to the Exhibition Manager (E-Mail: service@epc2016.de) before August 2, 2016. If you are contracting a booth construction company, please inform the Exhibition Manager on the contact details of the contractor. Furniture and equipment orders Our service partner TEM Festival GmbH offers a comprehensive service package to make your presentation at EPC 2016 as successful as possible. The provided services include among others: audio-visual and electric equipment, furniture, carpet, additional decoration, signs, etc. Orders with TEM can be placed by using the furniture and equipment order form (see Appendix). Deadline furniture orders: August 2, 2016 Afterwards, a surplus of at least 30 % will be charged on all prices. In case of questions related to the booth and/or extra furniture, please contact: TEM Festival GmbH Kienhorststr. 48 13403 Berlin Germany Phone: +49 30 5770212 0 Fax: +49 30 5770212 99 Email: epc2016@t-e-m.de -7- Delivery of materials in advance It is not possible to send materials via regular courier or mail services to the conference venue. We recommend you to bring the required materials with you when travelling to Mainz. However, if you or your sub-contractors would like to arrange delivery of shipments to the venue, please contact our logistics partner DB Schenker using the Schenker Order Form (see appendix). Schenker will collect all shipments and will deliver them just in time to the conference venue. Kindly note that using Schenker’s services will involve further costs. Please also arrange the delivery of congress bag inserts with Schenker. Registration and accommodation Registration According to the exhibition contract, every exhibitor receives two free registrations. Two more registrations are available for each exhibitor at a reduced rate of EUR 100. Further registrations are charged according to the general table of conference fees (see conference webpage). Both booth staff and scientific participants have to be registered by name. Please send the names for all exhibitor registrations to service@epc2016.de by August 21, 2016. All registered participants are granted access to the scientific program AND the exhibition area. There is NO “exhibition only” ticket. The exhibition can only be visited by registered delegates. All conference participants - including the exhibitors - will be provided with refreshments during coffee breaks. No catering will be provided during lunch breaks. A food guide will be included in the program booklet to inform participants on snack bars and restaurants close to the conference venue. The exhibitor badges must be picked up at the registration desk upon arrival at the conference venue. The booth staff is obliged to wear the badge during the whole conference/exhibition opening hours. EPC Party The EPC Party will take place on September 02, 2016, starting at 8 p.m. at the Citrus Restaurant. Please kindly note that due to limited capacity; tickets are sold out at the moment. If you would like to attend the EPC Party, please kindly ask on-site at the registration desk, if places are available again. Entrance to the EPC Party will only be permitted for delegates with a valid ticket. Accommodation For all delegates who will need accommodation in Mainz during the EPC 2016, the Congress Secretariat has agreed special conditions in cooperation with the service provider “HRS”. By means of an online reservation link, participants can reserve and book directly their preferred hotel in a flexible and secure way. Please use the reservation tool provided at: http://www.hrs.de/web3/?clientId=ZW5fX2VwY2tpdA,1 Advertisement in the conference programme If you have booked an advertisement in the program booklet, please send your advert by June 15, 2016 as printable PDF (Format DIN A5, width 148 mm x height 210 mm, plus 3 mm bleed) to service@epc2016.de. Advertisements delivered after this date will not be included in the program booklet. -8- Einfahrtsgenehmigung gültig von 30.08. bis 03.09.2016 auf dem Campus-Gelände der Johannes Gutenberg-Universität im Rahmen der „European Polulation Conference“ (Ort: Philosophicum) Entry permit valid from 30 Aug to 3 Sep on the campus of the Johannes Gutenberg-University Mainz regarding the „European Polulation Conference“ (venue: Philosophicum) Johannes Gutenberg University Mainz Philosophicum Jakob-Welder-Weg 18 55099 Mainz Germany Please send this form to: TEM Festival GmbH Tel.: +49 30 5770212 0 Kienhorststr. 48 Fax.: +49 30 5770212 99 D – 13403 Berlin Email: epc2016@t-e-m.de Company: Address: Phone + Fax: Email: VAT No.: Contact Person: Order Form for additional Booth Equipment (Please add 19% VAT to all prices) We are ordering: Basic Equipment € Extension cord (Schuko) Multi socket (Schuko) 6 outlets Carpet 10,00 € 10,00 € light grey dark grey red blue green black different colour: carpet per m² - on double-faced adhesive tape Options for Company Name Board Coloured labelling Digital print - Logo Additional Lighting for System Booth Light rails Spot for light rail Arm light, wall mounted Storage Compartment for Exhibiton Booth Storage compartment with door (for shell scheme only) Single partition wall Technical Equipment TFT screen 55,88cm, (22“), 16:10, 1680x1050 px LCD flat screen 81cm 32“, Full HD LCD flat screen 106cm 42“, Full HD LCD flat screen 122/127cm 48“/50“, Full HD Floor stand for flat screen 50“, 42“ or 32" Notebook, 39cm 15,4“, >2,5GHz, >4GB RAM, DVD Digital Prints Digital print, per sqm directly printed on wall panel Prints for Counter, lockable and with glasstop 15,00 € 15,00 € 15,00 € 15,00 € 15,00 € 15,00 € on request colour code (HKS or Pantone) Please send EPS- or PDF-file 28,00 € 120,00 € for max. 5 spots 50W – Halogen 50W – Halogen 25,00 € 25,00 € 25,00 € 1x1 m² 1x2 m² 1x3 m² Aluminium frame, white wall panel 145,00 € 180,00 € 215,00 € 45,00 € with table stand with table stand with table stand with table stand only for ordered flat screens Incl. mouse, safety lock 105,00 € 325,00 € 380,00 € 420,00 € 205,00 € 300,00 € Please specify requirements and we will send you a quotation. 59,00 € Front 59,00 € Side 47,00 € Top 53,00 € Additional equipment on request. Date/Stamp/Singage Ordering deadline: 02.08.2016 Any orders after the deadline will be subject to a surcharge of at least 30%. Delivery upon payment of invoice. The customer will be responsible for any loss or damage of the rented equipment. Amount Johannes Gutenberg University Mainz Philosophicum Jakob-Welder-Weg 18 55099 Mainz Germany Please send this form to: TEM Festival GmbH Tel.: +49 30 5770212 0 Kienhorststr. 48 Fax.: +49 30 5770212 99 D – 13403 Berlin Email: epc2016@t-e-m.de Company: Address: Phone + Fax: Email: VAT No.: Contact Person: Order Form for Furniture I (Please add 19% VAT to all prices) We are ordering: Description Image Colour, Size (width, depth, height cm) € black 12,00 € white 12,00 € chrome – black 20,00 € wood - black 23,50 € wood - white 23,50 € wood – brown 23,50 € leather imitation - black 95,00 € leather imitation - beige 105,00 € chrome – white 28,00 € chrome - black 28,00 € chrome – white 33,00 € chrome - black 33,00 € chrome – white, 80cm x 80cm, h 74cm 27,50 € chrome – white, 80cm x 120cm, h 74cm 27,50 € chrome – white, 40cm x 120cm, h 74cm 27,50 € chrome - white Ø 80cm 45,00 € chrome – beech Ø 80cm 45,00 € chrome - white Ø 80cm 40,00 € chrome – beech Ø 80cm 50,00 € Counter, lockable aluminium – white, 100cm x 50cm x 110cm 110,00 € Counter with glas top, lockable aluminium – white 100cm x 52cm x 106cm 235,00 € Folding chair Cantilever chair Design chair Club chair Bar chair „Z“ Bar stool Table, square or rectangular Table, round, h 74cm High table, round, h 110cm Additional equipment on request. Date/Stamp/Singage Ordering deadline: 02.08.2016 Any orders after the deadline will be subject to a surcharge of at least 30%. Delivery upon payment of invoice. The customer will be responsible for any loss or damage of the rented equipment. Amount Johannes Gutenberg University Mainz Philosophicum Jakob-Welder-Weg 18 55099 Mainz Germany Please send this form to: TEM Festival GmbH Tel.: +49 30 5770212 0 Kienhorststr. 48 Fax.: +49 30 5770212 99 D – 13403 Berlin Email: epc2016@t-e-m.de Company: Address: Phone + Fax: Email: VAT No.: Contact Person: Order Form for Furniture II (Please add 19% VAT to all prices) We are ordering: Description Image Colour, Size (width, depth, height cm) € Display cabinet, small, with light 50cm x 50cm x 200cm 198,00 € Brochure holder, round aluminium, h 170cm 85,00 € Brochure holder Zig-Zag aluminium-glas 71,00 € Brochure holder Expo Fly aluminium 71,00 € Brochure holder, for exhibiton booth type I or II w 100cmr 45,00 € white, 100cm x 30cm, max. load 15 kg 25,00 € 125l 100,00 € Shelf for exhibiton booth type I or II Refridgerator Additional equipment on request. Date/Stamp/Singage Ordering deadline: 02.08.2016 Any orders after the deadline will be subject to a surcharge of at least 30%. Delivery upon payment of invoice. The customer will be responsible for any loss or damage of the rented equipment. Amount Johannes Gutenberg University Mainz Philosophicum Jakob-Welder-Weg 18 55099 Mainz Germany Comments, requests: Date/Stamp/Singage Ordering deadline: 02.08.2016 Any orders after the deadline will be subject to a surcharge of at least 30%. Delivery upon payment of invoice. The customer will be responsible for any loss or damage of the rented equipment. Logistics Contact person: Uwe Schmidt fairs.dresden@dbschenker.com Schenker Deutschland AG DB SCHENKERfairs Potthoffstraße 5 01159 Dresden GERMANY Phone: + 49 351 48203-64 Fax : + 49 351 48203-88 order quotation “EPC 2016” | 31st Aug. – 3rd Sept. 2016 | MAINZ, Germany Company: (Stamp) contact person: phone: fax: Exhibition area: foyer of the Philosophicum booth number: 1. Transportation to the conference venue 2. Repatriation from the venue We want Schenker to deliver our booth material to the conference venue. Material should be available at the Philosophicum on August 31, 2016 at 8:00 a.m. We want Schenker to pick up our booth material from the conference venue. Material should be collected at the Philosophicum on September 3, 2016 at 2:00 p.m. We will send our materials using regular courier / mail services to the Schenker warehouse in Dresden between 22-28 August. Materials should be returned to following address: Schenker should pick up the matrials at the following address:on ______________ (date between 22-28 August) Specifications of the Colli(s) / Shipment(s): weight __________ kg (gross), Dimensions ________ cm x ________ cm x ________ cm weight __________ kg (gross), Dimensions ________ cm x ________ cm x ________ cm weight __________ kg (gross), Dimensions ________ cm x ________ cm x ________ cm Schenker Deutschland AG Sitz Frankfurt am Main Amtsgericht Frankfurt am Main HRB-Nr. 51 435 USt-IdNr.: DE 811 228366 Vorsitzender des Aufsichtsrates: Jochen Thewes Vorstand: Dr. Hansjörg Rodi (Vors.) Dr. Thomas Böger Thomas Hauck Jochen Müller Lothar Rosenkranz Frithjof Schäfer Marcel Vogler Wir arbeiten ausschließlich auf Grundlage der Allgemeinen Deutschen Spediteurbedingungen(ADSp) und, soweit diese für logistische Leistungen nicht gelten, nach den Logistik-AGB, jeweils neuester Fassung. Diese beschränken in Ziffer 23 ADSp die gesetzliche Haftung für Güterschäden nach § 431 HGB für Schäden im speditionellen Gewahrsam auf 5,00 Euro/kg, bei multimodalen Transporten unter Einschluss einer Seebeförderung auf 2 SZR/kg sowie ferner je Schadenfall bzw. -ereignis auf 1 Mio. bzw. 2 Mio. Euro oder 2 SZR/kg, je nachdem, welcher Betrag höher ist. Ergänzend wird vereinbart, dass (1) Ziffer 27 ADSp weder die Haftung des Spediteurs noch die Zurechnung des Verschuldens von Leuten und sonstigen Dritten abweichend von gesetzlichen Vorschriften wie § 507 HGB, Art. 25 MÜ, Art. 36 CIM, Art. 20, 21 CMNI zu Gunsten des Auftraggebers erweitert, (2) der Spediteur als Verfrachter in den in § 512 Abs. 2 Nr.1 HGB aufgeführten Fällen des nautischen Verschulden oder Feuer an Bord nur für eigenes Verschulden haftet und (3) der Spediteur als Frachtführer im Sinne der CMNI unter den in Art. 25 Abs. 2 CMNI genannten Voraussetzungen nicht für nautisches Verschulden, Feuer an Bord oder Mängel des Schiffes haftet. Für Schwertransporte und Kranarbeiten sowie bei Grobmontagen als Bestandteil des Kran- oder Transportleistung, haften wir jedoch nach den Allgemeinen Geschäftsbedingungen der Bundesfachgruppe Schwertransport und Kranarbeiten (AGB-BSK), neuste Fassung. Ergänzend gelten die Messetransportbestimmungen und das Messe-Speditions-Leistungsverzeichnis. RevisionUSCHM 04_16