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
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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.
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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
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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.
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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