Exhibition Manual

Exhibition Manual
Table of Contents
SECTION 1 – GENERAL INFORMATION
3
SECTION 2 – EXHIBITION SCHEDULE AND FLOOR PLAN
4
SECTION 3 – GENERAL EXHIBITON INFORMATION
5
SECTION 4 – REGISTRATION AND ACCOMMODATION
7
SECTION 5 – SHIPMENT INFORMATION
8
SECTION 6 – FORMS
9
This manual contains all of the information and instructions needed to
successfully participate as an Exhibitor during the ISPE FDA-CGMP Conference &
Global Pharmaceutical Quality Week. All required order forms are an added
attachment to this manual.
2|Page
Section 1 – General Information
CONFERENCE INFORMATION
ISPE FDA-CGMP Conference | ISPE Global Pharmaceutical Quality Week
EVENT SALES CONTACT
Alisa Pachella, Account Manager
ISPE
600 N. Westshore Blvd., Ste. 900
Tampa, Florida 33609 USA
Tel: +1-813-739-2274 Ι Fax: +1-813-739-2274
Email: apachella@ispe.org
ONSITE CONTACT
John Phillips, International Sales Director
Tel: 1+ 813-992-7509
Email: jphillips@ispe.org
CONFERENCE VENUE
Hilton Baltimore
401 W. Pratt Street
Baltimore, MD 21201
Tel: 1-888-243-9694 or +1-443-573-8700
3|Page
Section 2 – Exhibition Schedule and Floor plan
EXHIBITION SCHEDULE: Please note that the below times are subject to change.
Set-Up
Date
Time
Monday,
2 June
08.00 – 11.00
Exhibitor Set Up
12.00 – 19.00
Exhibit Hall Open
12.00 – 13.00
Lunch in Exhibit Hall
14.15– 15.00
Networking Break
17.30 – 19.00
Reception
10.00 – 15.30
Exhibit Hall Open
10.30 – 11.15
Networking Break
12.00 – 13.00
Lunch
15.00 – 15.30
Networking Break
Monday,
2 June
Exhibition
Tuesday,
3 June
Breakdown
Tuesday, 3 June
15.30
Activity
Exhibition Dismantle
4|Page
Section 3 – General Exhibition Information
TABLE TOP RESTRICTIONS
Your Table Top package includes a standard table (6’ x 2’) and chair. All tables have skirting, waste
paper basket and a 7” x 44” one-line identification sign.
Please review the following restrictions and guidelines carefully.
These restrictions will be enforced in a very strict manner by the ISPE staff in order to secure equal
opportunities and consistent Table Top Exhibits throughout.
1. Only one Exhibiting Company per table will be authorised. Each individual company must have a
separate table. Subletting of space will not be allowed.
2. Exhibits must be staffed at all times during Exhibition hours. Exhibits may be staffed by a maximum
of two (2) representatives at a time from each company. Exhibitors may not take down displays
before closing hours.
3. Exhibits should be as simple as possible and must conform to the following:
•
The entire Exhibit must be confined to the top of the table only (nothing will be allowed to hang
off, be located underneath, behind, in front or alongside of the table).
•
The maximum heights including lights, signs, etc. of any display shall be 60 inches (152.40 cm)
from the top of the table.
•
The maximum width of any display shall be 28.5 inches (72 cm) (banqueting table). Displays
must not overhang the top of the table.
•
Only static displays are acceptable. No operating machinery of any type will be allowed
(excluding computer terminals and video monitors).
4. ISPE reserves the rights to restrict Table Top Exhibits which are objectionable because of size, noise,
glaring or flashing lights, method of operation, or any other reason and, therefore, to prohibit or
evict any Exhibitor who, in the opinion of ISPE, may detract from the overall good of the Exhibit. This
reservation includes person, conduct, printed matter or anything ISPE judges to be objectionable.
Any failure to comply with the above restrictions shall result in exclusion from participation in futures
ISPE table top events.
LIABILITY AND COMPLIANCE
ISPE, the Conference Venue and their agents and/or employees shall not be responsible for any loss,
theft or damage to the property of the Exhibitor, his/her employees and/or representatives. The
Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of
Exhibitor’s activities at the Conference Venue premises and will indemnify, defend and hold harmless
the Conference Venue, its agents, servants and employees from any and all such losses, damages and
claims. Exhibitors are advised to carry special insurance against injury to the persons and property of
others. The Exhibitor assumes all responsibility for compliance with all pertinent regulations and codes
of duly authorised governing bodies concerning fire, safety and health together with the rules and
regulations of the operators and/or owners of the conference venue.
5|Page
Section 3 – General Exhibition Information (continued)
CANCELLATION POLICY
A fifty percent (50%) refund will be given up to 10 weeks prior to the Conference. No refunds are given
thereafter.
TECHNICAL SPECIFICATIONS
Floor material: Carpet
It is prohibited to put anything with tape or blue tack, etc. on the pillars and walls at the Hotel, both in
the public areas and in the Exhibition Area.
Wireless access will be provided.
SECURITY
While every precaution is taken, neither ISPE nor the Hotel can accept any responsibility for the security
of the Exhibit stands and contents. Exhibitors are fully responsible for the security of their own stands
and equipment; any loss or damage that may befall the person or the property of the exhibitor is his/her
sole responsibility.
ISPE advises you to observe the following suggestions:
•
We recommend that you carry adequate insurance to cover your property.
•
Bring your valuable goods and materials, including all personal property, into the building as late
as possible and do not leave these unguarded. If you wish to leave your valuables in the
Exhibition Area, please contact the Hotel in order to rent a secure storage facility.
•
Always keep your personal property locked away. Please do not leave handbags, briefcases,
mobile phones, laptops, etc., at your stand unattended.
•
Do not leave your stand unattended until the last visitor has left the Exhibition Area.
INSURANCE
Exhibitors are required to make their own insurance arrangements. All property is the sole responsibility
of the Exhibitor or the person to whom it belongs. A full and comprehensive insurance against risks such
as loss, damage, injury to goods and persons and in particular theft is strongly recommended. The Hotel
does not take any responsibility in case anything is lost. Any person bringing items into the venue that
may directly or indirectly cause injury to anyone or damage to the venue will be held responsible for
that injury or damage.
PHOTOGRAPHY
No photographer will be permitted to work in the venue without permission from ISPE prior to the
conference.
ELECTRICAL AND AUDIO VISUAL ORDERS
The PSAV at the Hilton will be handling all electrical and A/V needs with the appropriate form.
Completed order forms should be submitted directly to the service provider listed on the form.
Electrical & A/V: Courtney Houser Tel: +1-443-683-8556
Fax: +1-443-683-8560
6|Page
Section 4 – Registration and Accommodation
NAME BADGES
Only registered Delegates and Exhibition Personnel holding an official badge will be permitted access
into the Exhibition Area. Exhibitors must pick up their name badges at the Registration Desk
immediately upon arrival at the Hotel.
CONFERENCE REGISTRATION
Each Exhibiting Company is entitled to register two (2) Table Top Personnel to man the table. These two
Exhibitors have access to the exhibition area. Should they wish to attend any of the Sessions, they are
welcome to sit in on any Education if space is available however they will not receive any
documentation. Another option would be to register for Education and receive a discount of 15% on the
Education registration fee (member and non-member pricing applies). Please note: Additional Table
Top Personnel above the two will be charged a fee of $300 member/$350 non-member per individual.
Table Top Personnel may pick up their name badges at the ISPE Registration Desk upon arrival at the
Hotel. The desk will be open during the following times:
ISPE Registration Desk Open: Monday, 2 June: 7.00 – 17.30
EXHIBITOR DIRECTORY
Each exhibit Table Top package includes a listing in our online Exhibitor Directory. The information
submitted will also be included in our printed Event Guide if you register and submit before 2 May,
2014. Submissions after 2 May will only be included in our online listing. Premium Table Top
Exhibitors can upload their company logo in either .ai or .eps format at this time. The printed Event
Guide will be distributed at registration to all event attendees.
To register your exhibiting personnel, please visit CGMP Badge Registration and use the pdf form that is
available there.
Badge Cancellations/Substitutions: Cancellations must be made in writing. If you are unable to attend,
substitutions will be accepted and will result in a $25 per person change fee. Payment for the change
fee is due at the time the change is requested and is non-refundable. If cancellations are received by 10
February, a full refund, minus a 10% handling fee (maximum of $100), will be issued. No refunds will be
granted thereafter.
CONFERENCE ACCOMMODATION
Rate is US$199.00 single or double (+tax).
Call 1-888-243-9694 or +1-443-573-8700 or make your reservation online.
When making your reservation by phone, mention ISPE for the discounted rate of $199 single/double.
This rate is good until 9 May 2014, or until the room block is full, whichever comes first. Please contact
the hotel as early as possible to make your reservations to ensure you are in the headquarters hotel. We
thank you for staying at the Hilton Baltimore as this enables ISPE to meet contract requirements.
CONTACT INFORMATION
Event Sales: Alisa Pachella, Account Manager: apachella@ispe.org or Tel: +1-813-739-2274
Contact person onsite: John Phillips, jphillips@ispe.org or Tel: +1- 813-992-7509
7|Page
Section 5 – Shipment Information
SHIPMENT INSTRUCTIONS
To guarantee smooth handling of your shipments at the Hotel, please clearly label your packages with
the following information:
The Hilton will begin accepting shipments on 30 May, 2014.
Name (person who will be on-site)
Exhibiting Company Name
C/O Hilton Baltimore
401 West Pratt Street
Baltimore, MD 21201
Attn: UPS/Package Room
Hold for Guest Arrival
Deliver Date & Destination
Incoming & Outgoing Materials:
• Parcels are accepted 3 days prior to arrival
• The hotel package room will not accept or store crates.
• The package room management reserves the right to not accept boxes which are damaged
during shipping, unsafe or too large.
• Official convention movement of packages will be posted for those who request package
delivery and you will be responsible for any charges.
Please reference this chart for all package handling and fees.
Package Handling
Inbound and Outbound
Security fee per day, per item after first 3
days plus (+) handling fee
Letter over 1 oz.
1-10 lbs.
11-30 lbs.
31-50 lbs.
51-75 lbs.
76-100 lbs.
101+ lbs.
Pallets
$5.00
$3.00
$5.00
$10.00
$20.00
$40.00
$60.00
$100.00
$250.00
*The UPS Store handles all inbound and outbound
packages for individuals. Please call us or stop by to
pick-up or drop-off your packages and items.
8|Page
Section 5 – Shipment Information Continued
Packing:
Neither ISPE, nor the Hotel can be held responsible for any return shipment from the Hotel to your
company. If you need any assistance with your return shipment you may contact the UPS/Package Room
of the Hotel or alternatively contact a shipping company directly to arrange a pick up. Shipping supplies
such as boxes, packing tape and bubble wrap may be purchased in the UPS/Package Room. Full service
packing is also available and fees are assessed per item.
Neither ISPE nor the Hotel will be responsible for delivery fees and will not be arranging any shipping.
Any shipments of equipment/large pallets must be prearranged and delivered to a specific area directed
by the Hotel. The Hotel cannot be responsible for moving equipment and/or pallets. For valuable goods
such as computers, a secured storage space can be rented at the Hotel.
9|Page
ISPE 2014 CGMP | Pharma Quality Week
2 - 4 June 2014; Hilton Baltimore; Baltimore, MD 21201
Exhibitor Badge Registration Form Please type or print clearly.
Exhibitor badges include: refreshment breaks and lunches. Hotel accommodations and hotel fees are separate from registration fees. For room
reservations at the Conference venue, Hilton Baltimore, call tel: +1-443-573-8700. When making your reservation by phone, mention ISPE for a
discounted rate of $199 (plus tax) single/double.
Primary Contact for Confirmations
Email
Exhibiting Company
Business Tel
Two Free Exhibitor Badges – Included with Table Top package (please list individual’s business address; badges are processed under ISPE ID #)
Name
Name
ISPE #
Title
ISPE #
Title
Address
Address
City/State/Zip
City/State/Zip
Email
Email
Special Lunch Requirements:
Special Lunch Requirements:
Vegetarian
Kosher
Gluten-Free
I wish to keep my data confidential and it is given only for use by
ISPE and its local Chapters & Affiliates. (This will exclude you from the
conference Attendee Listing, Membership Directory and Exhibitor List.)
Vegetarian
Kosher
Gluten-Free
I wish to keep my data confidential and it is given only for use by
ISPE and its local Chapters & Affiliates. (This will exclude you from the
conference Attendee Listing, Membership Directory and Exhibitor List.)
Additional Exhibitor Badge / Badge Change Fee
PAYMENT METHOD Registrations require payment attached
ISPE Member $300
Nonmember $350
Substitution $25 Substituting for ___________________
Check enclosed payable to ISPE # ___________ in the
amount of $ ____________ (Must be drawn on a US bank)
Name
Bill credit card (circle type): VISA MC AMEX
ISPE #
Title
__________________________________ _________
Card Number
Exp. Date
Address
____________________________________
City/State/Zip
Cardholders Name (as it appears on card)
Email
____________________________________________
Special Lunch Requirements:
Cardholders signature
Vegetarian
Kosher
Gluten-Free
FEIN #59-2009272
I wish to keep my data confidential and it is given only for use by ISPE and its
local Chapters and Affiliates. (This will exclude you from the conference Attendee
Listing, Membership Directory and Exhibitor List.)
Return no later than 19 May to: Diane Munda
ISPE 600 N. Westshore Blvd., Suite 900, Tampa, Florida 33609 USA
Tel: +1-813-960-2105, Ext. 399 • Email: dmunda@ispe.org • Fax: +1-813-739-2288
Badge Cancellations/Substitutions - Cancellations must be made in writing. If cancellations are received by 12 May 2014, a full refund, minus a 10%
handling fee (maximum of $100), will be issued. After that time, no refunds will be granted. If you are unable to attend, substitutions will be accepted and
will result in a $25 per person change fee. Payment for the change fee is due at the time the change is requested and is non-refundable. ISPE is not
responsible for lost airfare due to cancellations.
EXHIBITOR AUDIO VISUAL EQUIPMENT ORDER FORM
at the Hilton Baltimore Convention Center Hotel
Qty
Equipment Rentals
DAILY RATE
Advanced
DVD Player
Days
Total
Ordering Instructions
On Site Used
$85.00
$125.00
19" Flat Screen LCD Monitor
$150.00
$225.00
The total charge per item is determined by multiplying
46" LCD Monitor (Includes Monitor Stand)***
$525.00
$675.00
the quantity by the daily rate by the number of days to
55" LCD Monitor (Includes Monitor Stand)***
$710.00
$875.00
be used.
60" LCD Monitor (Includes Monitor Stand)***
$825.00 $1,000.00
Please include applicable Sales Tax on equipment
1 rental. TAX EXEMPT STATUS - If you are exempt
70" LED LCD Monitor (Includes Monitor Stand)***
$2,000.00
n/a
80" LED LCD Monitor (Includes Monitor Stand)***
$2,500.00
n/a
from payment of sales tax, we require you to forward
90" LED LCD Monitor (Includes Monitor Stand)***
$4,000.00
n/a
an exemption certificate for the state in which the
$85.00
$100.00
Tripod Screen
services are to be provided.
To guarantee equipment availability and advanced rate,
this order should reach us 14 days prior to delivery.
*** We do not supply labor for mounting Plasma Monitors to your hard sets***
Speaker package (includes speaker, stand, patch cables, etc)
Cable TV Hookup for Monitor or Projector
$105.00
$225.00
Qty
Computer Rentals
Operator labor, if requested, is subject to the prevailing
Days
DAILY RATE
Advanced
On Site Used
$250.00
Laptop Computer w CD/DVD Drive
Please Note Specific Software/Hardware Needs Below:
$150.00
$300.00
Total
CANCELLATIONS:
$350.00
A) Cancellation of equipment ordered must be received
48 hours prior to delivery date to avoid a
Note: Daily Rate is subject to change reliant upon software/hardware needs.
Electrical Services Requests
Qty
Days
DAILY RATE
Advanced
$50.00
$125.00
$75.00
$200.00
Three Phase 210v 100 AMP (cam-lock tails only)
Power Distribution Unit (distro)
$675.00
$200.00
$850.00
$300.00
$15.00
$15.00
$15.00
$15.00
Total
Total
minimum one day charge.
On Site Used
Single Phase 120 Volt 5 AMP
Single Phase 120 Volt 20 AMP
Additional Power Strips
Additional Extention Cords
hourly rate with a 4 hour minimum.
PAYMENT IS DUE WHEN ORDER IS PLACED
EQUIPMENT TOTAL
1
23% SERVICE CHARGE
2
SUBTOTAL
6% SALES TAX
3
4
5
TOTAL DUE
Delivery Information
On-Site Contact:
Booth #:
Room:
Delivery Date:
Time:
Show Start Date:
Time:
Pickup Date:
Time:
Customer Information
Show/Convention Name:
Firm Name:
Special Instructions:
Address:
City:
State:
Ordered By:
Telephone #:
Fax #:
email:
Zip:
Return For Processing
Presentation Services, Inc.
If you don't see something you need, please call 443-683-8556 for assistance.
Method of Payment
Card Number:
PLEASE CHECK ONE
at the Hilton Baltimore Convention Center
c\o Courtney Houser
Save first, then Click to E-Mail
Exp Date
401 W. Pratt Street
__ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __
__ / __
Baltimore, Maryland 21201
443-683-8556 (PHONE)
CCV (on back of card):
American Express
__ __ __ __
Cardholder's Name (as appears on card):
Visa
MasterCard
Cardholders Signature:
Discover
443-683-8560 (FAX)