10 15 JUNE 2019 MILAN, ITALY - SPONSOR & EXHIBITOR MANUAL - World Congress of Dermatology
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10 - 15 JUNE 2019
MILAN, ITALY
SPONSOR &
EXHIBITOR
MANUAL
A new ERA for global Dermatology
Società Italiana di Dermatologia
(SIDeMaST)
1
CONTENTS
1. CONTACTS 4
2. CONGRESS VENUE 5
HOW TO REACH THE CONGRESS VENUE 5
GATE ENTRANCES 7
PARKING LOT 7
3. CONGRESS VENUE MAP 10
4. PROGRAMME AT A GLANCE 11
5. DEADLINES 12
6. EXHIBITION TIMETABLE 13
7. RULES & REGULATIONS 14
EXHIBITOR BADGES 14
BOOTH SET-UP 15
SHELL SCHEME BOOTHS 15
SUBMISSION OF RAW SPACES DRAWINGS 16
SET-UP AND DISMANTLING PASSY 16
SUBLETTING OF EXHIBIT SPACE 16
PUBLICITY AND DISTRIBUTION OF MATERIALS 16
SELLING FROM EXHIBIT BOOTH 17
WI-FI 17
ELECTRICITY 18
SECURITY 18
CATERING 18
LEAD RETRIEVAL 18
SPECIAL REQUIREMENTS 18
8. DELIVERY, STORAGE & HANDLING 19
9. INSURANCE 20
10. SAFETY INSTRUCTIONS 21
INTRODUCTION 21
EXHIBITORS’ UNDERTAKINGS 21
GENERAL STIPULATIONS 22
EQUIPMENT FOR WORK AT A HEIGHT 23
OTHER EQUIPMENT 26
11. ADVERTISEMENT SPACES 27
PROMOTION RULES 27
12. AIFA REGULATION FOR PHARMACEUTICAL COMPANIES 28
13. SPONSORED SESSIONS 29
SCIENTIFIC PROGRAMME 29
CHAIRS AND SPEAKERS 29
ABSTRACTS 29
GENERAL RULES 29
TECHNICAL REHEARSAL 30
PRESENTATION FORMAT 30
AUDIOVISUAL EQUIPMENT 30
FILMING AND RECORDING OF SESSIONS 30
S.I.A.E. PERMITS-SCF RIGHTS 31
PEOPLE FLOW 31
CATERING 31
INVITATION INSERTS AND INVITATION MAILING SERVICE 31
14. OTHER INFORMATION 32
PHOTOGRAPHS AND FILMS 32
SMOKING AND VAPING POLICY 32
CHILDREN AND ANIMALS 32
•
2
Dear Exhibitors,
These Guidelines are designed to ensure all sponsors a safe, comfortable and
successful participation to the Congress. The guidelines are constantly updated to
take into account changes in laws, codes of practice and regional regulations.
Take your time and read this document carefully and submit the required details
before the indicated deadlines.
In case you are using the service of an external exhibition house or communication
agency, please make sure to share this manual with them as well.
Non-compliance with the obligations enclosed in this Sponsor & Exhibitor Manual
will entitle Fiera Milano Congressi SpA to exclude the Exhibitors’ or fitters’ from
working on the Fair premises.
The Organising Secretariat reserves the right to make changes at any time, even
without notice, to these Guidelines, with the aim of reducing risks for health, safety
and environment, or improving prevention and protection measures.
Looking forward to working with you towards a successful Congress,
Yours sincerely,
The Organising Secretariat
3
CONTACTS
ORGANISING SECRETARIAT
Triumph Italy
Via Lucilio 60, 00136 Rome (Italy)
Ph. +39 06 3553 0418 / 0311 / 0254
Fax: +39 06 3553 0268
wcd2019milan@thetriumph.com
SPONSORSHIP - EXHIBITION
Triumph Italy
Via Lucilio 60, 00136 Rome (Italy)
Ph. +39 06 3553 0204 / 0307
Fax: +39 06 3553 0262
wcd2019sponsor@thetriumph.com
CONGRESS REGISTRATION
Triumph Italy
Via Lucilio 60, 00136 Rome (Italy)
Ph. +39 06 3553 0301 / 0267
wcd2019registration@thetriumph.com
wcd2019groupregistration@thetriumph.com
HOUSING
Triumph Italy
Via Lucilio 60, 00136 Rome (Italy)
Ph. +39 06 3553 0316
wcd2019grouphousing@thetriumph.com
SCIENTIFIC PROGRAMME SECRETARIAT
Triumph Italy
Via Lucilio 60, 00136 Rome (Italy)
Ph. +39 06 3553 0209 /0263 / 0382
Fax: +39 06 3553 0235
wcd2019milan@thetriumph.com
CONGRESS VENUE
Mi.Co. Congress Venue
Viale Eginardo, GATE 2 – 20149 Milano (Italy)
Ph.: +39 02 4997 6275
wcd2019exhibitors@fieramilanocongressi.it
4
CONGRESS VENUE
CONGRESS VENUE
Mi.Co. Congress Venue
Viale Eginardo, GATE 2 – 20149 Milano (Italy)
www.micomilano.it
HOW TO REACH THE CONGRESS VENUE
BY AIR
Linate
Take bus no. 73 in the "National Arrivals Exit" area all the way to the terminal in Via
Gonzaga / Piazza Diaz. Go down into the Metro station "Duomo".
Here take the Red Line 1 (Rho Fiera Milano direction).
For "Viale Eginardo / Viale Scarampo" entrance: get off at the “Amendola” stop –
700 m from the Congress Venue, or at “Lotto” approx. 800 m.
For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Cadorna”
stop, exit the subway and go to the railroad station above: take the first train
departing and get off at the “Domodossola” stop – just 600 m from the Congress
Venue.
Malpensa
The “MALPENSA EXPRESS” train service will take you directly from the airport to
the centre of Milan in 40 minutes, arriving at the Ferrovie Nord “Cadorna” station.
Here take the Red Metro Line 1 (Rho Fiera Milano direction).
For "Viale Eginardo / Viale Scarampo" entrance: get off at the “Amendola” stop –
700 m from the Congress Venue, or at “Lotto” approx. 800 m.
For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Cadorna”
stop, exit the subway and go to the railroad station above : take the first train
departing and get off at the “Domodossola” stop – just 600 m from the Congress
Venue.
Orio al Serio
The “AUTOSTRADALE” or “AIR PULLMAN” bus service will take you directly from
the airport to Milan Central Station in 60 minutes: then take the Metro Geen Line 2
(Abbiategrasso direction) and get off at “Cadorna”.
Here take the Red Line 1 (Rho Fiera Milano direction).
For "Viale Eginardo / Viale Scarampo" entrance: get off at the “Amendola” stop –
700 m from the Congress Venue, or at “Lotto” approx. 800 m.
For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Cadorna”
stop, exit the subway and go to the railroad station above: take the first train
departing and get off at the “Domodossola” stop – just 600 m from the Congress
Venue.
5
BY TRAIN
Central Station – Garibaldi Station
Take the Metro Green Line 2 (Abbiategrasso
direction) and get off at “Cadorna”. Here take the
Metro Red Line 1 (Rho Fiera Milano direction).
For "Viale Eginardo / Viale Scarampo" entrance: get off at the
“Amendola” stop – 700 m from the Congress Venue, or at “Lotto”
approx. 800 m.
For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Cadorna” stop, exit the
subway and go to the railroad station above : take the first train departing and get off at the
“Domodossola” stop – just 600 m from the Congress Venue.
Cadorna Station
Here take the Metro Red Line 1 (Rho Fiera Milano direction).
For "Viale Eginardo / Viale Scarampo" entrance: get off at the “Amendola” stop – 700 m from
the Congress Venue, or at “Lotto” approx. 800 m.
For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Cadorna” stop, exit the
subway and go to the railroad station above: take the first train departing and get off at the
“Domodossola” stop – just 600 m from the Congress Venue.
Domodossola Trenord Station
Here take Metro Lilac Line 5 (heading for San Siro) and get off at "Portello" stop. Exit the
subway just a few feet walk from the "Viale Eginardo / Viale Scarampo" entrance.
For "Piazzale Carlo Magno / Via Gattamelata" entrance: you are just 600 m from the Congress
Venue.
BY CAR
From any of the ring roads circling Milan follows the signs to Fieramilanocity, or to any of the
large Park & Ride car parks located close to these Metro stops:
Cascina Gobba (1800 cars). >> GREEN LINE
San Donato (1800 cars). >> YELLOW LINE
Famagosta (3000 cars). >> GREEN LINE
Bisceglie (1900 cars). >> RED LINE
Lampugnano (2000 cars). >> RED LINE
BY PUBLIC TRANSPORT
Buses & Trams
For "Viale Eginardo / Viale Scarampo" entrance:
Bus No. 78 – Eginardo/Colleoni stop
For "Piazzale Carlo Magno / Via Gattamelata" entrance:
Bus no. 78 – get off at Colleoni/Gattamelata
Tram no. 27 - get off at Piazza 6 Febbraio
Tram no. 19 - get off at Boezio
6
Metro
M5 >> LILAC LINE 5:
For the "Viale Eginardo / Viale Scarampo" entrance: get off at the “Portello” stop –
80 m from the Congress Venue.
For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Portello” stop,
walk along via Colleoni and, on the right, Via Gattamelata for approx. 450 m,
otherwise get off at the "Domodossola FNM" stop, and walk about 600 m towards
the Congress Venue.
M1 >> RED LINE 1:
For "Viale Eginardo / Viale Scarampo" entrance: get off at the “Amendola” stop –
700 m from the Congress Venue, or at “Lotto” approx. 800 m.
For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Cadorna”
stop, exit the subway and go to the railroad station above: take the first train
departing and get off at the “Domodossola” stop – just 600 m from the Congress
Venue.
M2 >> GREEN LINE 2: get off at "Cadorna".
For "Viale Eginardo / Viale Scarampo" entrance: take Red Line 1 (going to RHO Fiera
Milano) and get off at the “Amendola” stop – 700 m from the Congress Venue, or at
“Lotto” approx. 800 m.
For "Piazzale Carlo Magno / Via Gattamelata" entrance: exit the subway and go to
the railroad station above: take the first train departing and get off at the
“Domodossola” stop – just 600 m from the Congress Venue.
M3 >> YELLOW LINE 3: get off at “Duomo”, switch to the Red Line 1 (RHO Fiera Milano
direction).
For "Viale Eginardo / Viale Scarampo" entrance: get off at the “Amendola” stop –
700 m from the Congress Venue, or at “Lotto” approx. 800 m.
For "Piazzale Carlo Magno / Via Gattamelata" entrance: get off at the “Cadorna” stop,
exit the subway and go to the railroad station above: take the first train departing
and get off at the “Domodossola” stop – just 600 m from the Congress Venue.
GATE ENTRANCES
Gate 11bis - located in Viale Colleoni: will be the dedicated entrance for stand builder
during build up and break down time
Gate 2 - located in Viale Eginardo: will be a dedicated entrance for pedestrians
during Congress days.
PARKING LOT
Delegates and Exhibitors can access to an internal parking space at the Venue ONLY
DURING EVENT DAYS. The cost for 1 day is € 15,00 VAT included. Parking service
will be paid directly onsite at the machine parking ticket. Parking is on a first come
first served basis and subject to capacity.
7
SUBWAY STATION RED LINE
SUBWAY STATION LILAC LINE
HOW TO REACH MI.CO.
TRAM STOP
•
N° 4 8
R MAIN
LE UR
ZA T
AZ O ENTRANCE
PI F A N
E V I A GATTAMELATA DOMODOSSOLA
ST GATE 16
GATE 13
N° 7 8
N° 1 9
F A R A V E L L I
T E O D O R I C O
V I A
N° 7 8
C O L L E O N I
V I A L E
V I A T R A N C H E D I N I
U.S.
BARTOLOMEO
V I A
TRE TORRI
LA A
SA SI
A
PORTELLO V I ALE EGINARDO
V I A L E L O DOVICO S C A R A M P O MAIN
ENTRANCE
GATE 02
1 1
LOTTO N° 7 8 AMENDOLA
8
LOGISTIC MAP
DURING BUILD UP/BREAK DOWN DAYS
9
CONGRESS VENUE MAP
LEGEND:
REGISTRATION AREA
OFFICES
COMMON AREAS
! EXHIBITION AREA
SPACE ROOMS 1 TO 4
SILVER ROOM
WHITE ROOMS 1-2
RED ROOMS 1-2
BLUE ROOMS 1-2
YELLOW ROOMS 1 TO 3
GOLD PLENARY
AMBER ROOMS 1 TO 8
BROWN ROOMS 1 TO 3
SUITES 1 TO 4
OVERFLOW AREA
ESCALATOR
•
10PROGRAMME AT A GLANCE
Sun Monday Tuesday Wednesday Thursday Friday Saturday
Date/Time
9 Ju 10 June 11 June 12 June 13 June 14 June 15 June
07:00 07:15
07:15 07:30 SIDEMAST SIDEMAST SIDEMAST SIDEMAST SIDEMAST
07:30 07:45 Sessions Sessions Sessions Sessions Sessions
07:45 08:00 Break Break Break Break Break
08:00 08:15
08:15 08:30
08:30 08:45
08:45 09:00
09:00 09:15
09:15 09:30
Morning Morning Morning Morning Morning
09:30 09:45
Sessions Sessions Sessions Sessions Sessions
09:45 10:00
10:00 10:15
10:15 10:30
10:30 10:45
10:45 11:00 Break Break Break Break Break
11:00 11:15
11:15 11:30
11:30 11:45 Plenary Plenary Plenary Plenary Plenary
11:45 12:00
Sister Societies and Ancillary Meetings
12:00 12:15
12:15 12:30
12:30 12:45 Break Break Break Break Break
12:45 13:00
REGISTRATIONS
13:00 13:15
13:15 13:30 Sponsored Sponsored Sponsored Sponsored
13:30 13:45 Symposia Symposia Symposia Symposia
13:45 14:00 Afternoon
14:00 14:15 Sessions
14:15 14:30 Break Break Break Break
14:30 14:45
14:45 15:00
15:00 15:15 Break
15:15 15:30 Afternoon Afternoon Afternoon Afternoon
15:30 15:45 Sessions Sessions Sessions Sessions CLOSING
15:45 16:00 CEREMONY
16:00 16:15
16:15 16:30
16:30 16:45
Break Break Break Break
16:45 17:00
17:00 17:15
17:15 17:30 Satellite Satellite Satellite Satellite
17:30 17:45 Symposia Symposia Symposia Symposia
17:45 18:00
18:00 18:15
OPENING
18:15 18:30 CEREMONY Break Break Break Break
18:30 18:45
18:45 19:00
Meet Meet Meet
19:00 19:15
the Expert the Expert the Expert
19:15 19:30
11DEADLINES
Exhibition
Submission of complete stand plan / design 25 January, 2019
Online shop orders 10 May, 2019
Safety documents submission 10 May, 2019
Sponsored Sessions
Complete programme submission 28 February, 2019
Lead retrieval systems 10 May, 2019
Pop-up banners request 31 March, 2019
Pop-up graphic design submission 30 April, 2019
Sponsorship, Advertisement and other Activities
Graphics submission of advertisement spaces 10 May, 2019
Company profile in Final programme and Congress website 25 January, 2019
Electronic advertising 10 May, 2019
Final programme advertisement 25 January, 2019
Pocket programme advertisement 25 January, 2019
Sponsor page for WCD App 25 January, 2019
Push Notification message for WCD App 31 May, 2019
Congress Kit Material
Congress bags delivery 4 June, 2019
Inserts in Congress bags delivery 4 June, 2019
Lanyards delivery 4 June, 2019
Delivery and Shipping - DHL
Pre-advise shipping, lifting and storage order form 5 April, 2019
Airfreight delivery 29 May, 2019
12EXHIBITION
TIMETABLE
Saturday 8 June, 2019
07:00 - 24:00
For "Raw Space" stands
Set-up Sunday 9 June, 2019
07:00 - 24:00
Hours For all stands
Monday 10 June, 2019
07:00 - 16:00
For all stands
On Monday 10 June, 2019 all materials must be removed from the exhibition hall before 12:00.
From 12:00 to 16:00 only refinement is allowed.
All stands must be completed by Monday 10 June, 2019 at 16:00.
Tuesday 11 June, 2019 09:00 - 17:00
Exhibition Wednesday 12 June, 2019 09:00 - 17:00
Opening
Hours Thursday 13 June, 2019 09:00 - 17:00
Friday 14 June, 2019 09:00 - 17:00
Exhibitors are allowed to access the exhibition hall from 8:00 in the morning.
Congress participants are allowed to access the exhibition hall from 9:00 in the morning.
Dismantling / Friday 14 June, 2019 17:00 - 24:00
Breakdown
Hours Saturday 15 June, 2019 07:00 - 24:00
Removal of exhibits and breakdown of booths before the closure of the exhibition is prohibited.
Exhibitors will be liable for charges incurred in the disposal of any materials remaining at the
exhibition hall after this time.
Each Exhibitor must be present during dismantling to supervise the safe removal of exhibits.
Exhibitors will be responsible for their suppliers’ wrongdoings.
To access the Fair Ground during set-up and dismantling timeframe, each person needs a pass
issued by Mi.Co.
For any request of extended time for setting up or for dismantling please refer to Mi.Co. services’
website here
Please login with the username and password provided by Mi.Co. via email to purchase furniture
and/or additional services. If you have not received your access credentials please contact the
Sponsor Department at wcd2019sponsor@thetriumph.com
13RULES & REGULATIONS
The Organising Secretariat is entitled to control, Square meter Number of free badges
correct, forbid and/or close down any booth which
=9 3
does not fulfill with these regulations. _
< 18 6
The Organising Secretariat reserves the right to alter
<
_ 27 9
the layout of the exhibition floorplan, if necessary.
_
> 36 12
The Organising Secretariat reserves the right in
unforeseen circumstances to amend or alter the exact
Exhibitors’ names must be uploaded through the
location of the booth.
Group Registration System on the Congress website
The Exhibitor undertakes to agree with any alteration
www.wcd2019milan.org within 20 May, 2019.
or re-allocation of the booth by the Organising
Exhibitor’s name changes communicated after 20
Secretariat.
May, 2019 will not be accepted and will have to be
The Organising Secretariat is the sole competent
communicated directly on site at a cost of € 25,00
authority as to problems arising from the
VAT included each.
interpretation of the enclosed regulations and their
enforcement. Any expenses resulting from the non-
observance of the regulations will be charged to the
Exhibitor.
EXHIBITOR BADGES
Exhibitor badges will be distributed on site at the
Exhibitor desk in the registration area on Sunday 9
June, 2019 from 8:00.
Exhibitor badges allow access to the exhibition hall,
Opening and Closing Ceremony. Exhibitor badges do
not allow access to scientific sessions. Exhibitors can
access to their own company sponsored session.
Exhibitors who rent an exhibition booth are entitled
to a specific number of free Exhibitor badges and a
maximum number of purchasable ones.
The cost of every extra purchased badge is €
150,00+VAT. Badges purchased on site have a cost of
€ 200,00+VAT
14BOOTH SET-UP • Island stand: an island stand is any space offering
Premises of the exhibit hall must not be altered. This four open sides. The open sides shall remain fully
prohibition includes hammering, use of nails, boring accessible and any solid walls are only allowed
holes on walls or floors, painting, annexations of plugs with special permission, but shall not be longer
and drills or threading of any kind, as well as hanging than 30% total length of the open side and shall
objects from structural elements and/or damaging the not affect neighbouring booths.
walls, columns and ceilings. The following is also not
allowed: boring of floors or affixing carpets or SHELL SCHEME BOOTHS
construction elements on the floors with contact
Shell scheme structure is mandatory for all 9sqm
cement or similar products. This should be done with
booths. Sponsors which book a bigger exhibition
double sided adhesive tape, or else on platforms or by
space can either purchase a shell scheme construction
any other means as long as it is separated from the
or build their own both under our technicians approval.
floor. The shell scheme must not be removed. Repair of
Shell scheme structures can be purchased directly on
damages subsequent to non-observance of the above
clauses will be entirely at the Exhibitors’ expense. Mi.Co. services’ website here within 20 May, 2019.
The side and back walls of all booths must be finished For any assistance please contact Mi.Co. at the following
both on the external and internal surfaces. address: wcd2019exhibitors@fieramilanocongressi.it
Once the exhibit has been inaugurated, no further The cost for a 9sqm shell scheme construction is € 65,00
work will be permitted in the booth. + VAT /sqm
The Organising Secretariat reserves the right to
The cost includes:
demand changes if regulations are not abided by.
Access to the Fair Ground for set-up will be denied if • Modular white panel walls with aluminum frame
(2,5mt height)
payment of the booth space has not been received in total.
Please refer to the MI.Co. Technical Regulations • Fasciaboard with Exhibitor company name and
booth number (0,50mt)
available here:
• Carpet
Height of constructions (hanging included): • 3 Spotlights
• 4 mt under the balcony • Electrical multiple socket
• 6,5 mt outside the balcony • 1 Round table
• 2 Chairs
Please make sure that any object/element does not • 1 Literature stand
interfere with the aesthetics of neighboring stands. • 1 Desk
For all other services and supplies required please • 1 Bar stool
refer to Mi.Co. services’ website here and complete • 1 Wastebasket
the related order forms. • 1 Hanger coat
After the signage of the contract a personal user Any extra furniture or shell scheme services can be
name and password will be provided to companies in
ordered directly on Mi.Co. services’ website.
order to enter the Mi.Co. services’ website.
Set up will not be allowed and no refund of rental fee Please note
will be due to the Exhibitor if the insurance form
provided by Mi.Co. will not be paid. If you have not
• Company fascia name will be printed in black on a
white board on each open side
downloaded yet the insurance form please refer to
wcd2019exhibitors@fieramilanocongressi.it
• For different colour printing request or for
additional company logo printing (on purchase)
please contact wcd2019exhibitors@fieramilano
Please note congressi.it
• Peninsula stand: a peninsula stand is any space
offering only three open sides. These stands shall
• The colour of the carpet will be grey. For different
colour request (on purchase) please contact
have separation walls finished on the inside and wcd2019exhibitors @fieramilanocongressi.it
outside. The outside of the walls shall be plain white.
Exceptions must be requested and will be granted
only upon approval from the Organising Secretariat.
The open sides shall remain fully accessible and any
solid walls are only allowed with special permission,
but shall not be longer than 30% total length of the
open side and shall not affect neighbouring booths.
15SUBMISSION OF RAW SPACES SUBLETTING OF EXHIBIT SPACE
DRAWINGS Exhibitors may not let, sublet, transfer or share the
Please send within 25 January, 2019 the technical exhibit privilege or space in whole or in part with any
drawing with two copies of 1:50 scale; each copy with other party without written permission from the
an elevation plan of the stand, clearly indicating the Organising Secretariat.
name of the exhibiting company, the stand number
and the name, address, email and telephone of the
stand constructor. The drawings will then have to be PUBLICITY AND DISTRIBUTION
approved after their submission. The drawings have OF MATERIALS
to be sent to wcd2019sponsor@thetriumph.com Putting up posters and distributing flyers, abstracts or
together with the localization of the electric panel invitations outside a sponsor’s exhibition stand or
within 25 January, 2019. industry session room is forbidden. All such materials
Indicate clearly details of measurements and heights. will be systematically removed and destroyed. Any
individual responsible for such activities will be asked
SET-UP AND DISMANTLING to leave the Congress Venue. This policy extends also
PASSY to hotels.
Exhibitors are not allowed to display in their own
Build-up and dismantling passes, which allow the
booth or in their meeting room any advertisement or
access to the exhibition hall, will have to be requested
services provided by a non-exhibitor.
through Mi.Co. services’ website here within 20 May,
All Exhibitors will be the producers, importers or
2019.
representatives of the goods and/or services to be
Build-up and dismantling passes do not allow access
displayed.
to the exhibition hall during exhibition days.
It is the Sponsor’s/Exhibitor’s responsibility to abide
For building up and dismantling days, stand
by Italian laws and to observe relevant legal
assemblers will be able to enter/leave the parking area
regulations with regard to publicity, the handing out
during the day, but only for the time needed to unload
of samples and the sale of products. Mi.Co. Milano
the materials.
and 24th WCD cannot be held liable for any
Each Parking pass is assigned to one car/truck
noncompliance.
registration number. The access of other or more
vehicles with different car registration number is not
allowed.
Exhibitors which would like to park their truck/car
inside the Congress Venue during the night must refer
to wcd2019exhibitors@fieramilanocongressi.it
16SELLING FROM EXHIBIT BOOTH WI-FI
Selling of products and/or services is permitted in the
exhibition hall. However, it is essential that the
• Each Exhibitor must declare to which
electromagnetic legislation he or she responds
exhibitor complies with the following rules: to (ETSI EN xxxx) the equipment that will be
• The product to be sold must be authorized by
the competent authority in the field.
turned on and used in his or her booth, in order
not to generate destructive interferences for
• The product to be sold must be authorized by
the organizing secretariat
the Wi-Fi signal and internal radio
communications.
• Exhibitors are obliged to comply with current
regulations in terms of the fiscal certification of
transactions (fiscal receipts or invoices) in • responds
The Wi-Fi system of Fiera Milano Congressi
to DFS standard (normative
accordance with the requirements of the
references ETSI EN 301 893 V 1.3.1 (2005-08)
certification methods they choose.
Broadband Radio Access Networks (BRAN); 5
• Exhibitors from EU countries must comply with
the Italian legislation in force. In particular, they
GHz high performance RLAN; Harmonised EN
covering essential requirements of article 3.2 of
will have to perform either
the R&TTE Directive) in terms of response to
direct identification or
˜ appoint a tax representative before the
any radar signals, therefore the exhibitors must
˜ Exhibition.
pay attention to radiation in the 5 Ghz band
generated by equipment in their possession.
A verification with a tax advisor is strongly
recommended for the above mentioned procedures.
• Exhibitors from non-EU countries must appoint • Exhibitors are not allowed to use personal Hot-
Spot Wi-Fi (Access Points, ad hoc networks,
a tax representative and comply with the Italian
Tablet or Smartphone used as 3G/4G hot-
law on the subject. A verification with a tax
spots) if not after having obtained specific
advisor is strongly recommended for the above
authorisation. The massive use of these
mentioned procedures.
wireless hot-spots affects the use of the
• It is obligatory for all Exhibitors to clearly
display the prices of all products on sale.
channels in the 2.4 Ghz and 5 Ghz radio bands,
to the detriment of all congress users.
• In case you do not have a fiscal consultant you
can contact Giuseppe Guenzani, tel. +39-0331-
798259 ext. 210, • IDS/IPS
Fiera Milano Congressi is authorised to use the
(Intrusion Detection/Intrusion
e-mail vatrefund@guenzani.net.
• It is strictly forbidden to sell or distribute
Pharmaceutical products/medicines. The
Protection System) function on its own Wi-Fi
system in order to limit and isolate "rogue" or
regulation is indicated in paragraph 7 of art. unauthorised Access Points, in order to ensure
124, D. Lgs 219/06. the safety of the Wi-Fi network and
• For Cosmetics products:
If the product is already sold and distributed
connections of congress users.
˜ on the EU market, then dermo-cosmetics
samples can be sold/distributed at the
booth.
If the product is not in the EU trade, then
˜ your company must comply with
Regulation (EC) No. 1223/2009 and
complete/subscribe to the following
procedure in order to distribute dermo-
cosmetic samples at the booth: Cosmetic
Products Notification Portal (CPNP) Article
13 User Manual http://ec.europa.eu/
consumers/sectors/cosmetics/files/pdf/cpn
p_user_manual_en.pdf
17ELECTRICITY SPECIAL REQUIREMENTS
The electric power in Italy is 220 volts 50Hz. Exhibitors who wish to rent special services for their
Under no circumstances Exhibitors, their agents, booth such as cabled internet access, telephone lines
contractors or employees are allowed to manipulate and fax must refer to Mi.Co. services’ website here
any electrical, water or compressed air installation and complete the relevant order forms.
except to connect authorized apparatus/devices at
Services provided by Mi.Co.:
specified spots. For safety purposes any Exhibitor who
does not follow this rule is subject to total • Additional electric connections
disconnection of their power supply. • Night electric power supply
Only the official electrical contractor authorized by • Telephone connectivity
Mi.Co. is allowed to provide electrical connections to
the individual stands.
• Restaurant and catering service
It is highly recommended to download the Mi.Co. • Stand cleaning service
Technical Manual (here) and refer to paragraph n. 6. • Surveillance service and Temporary staff
• Suspensions from Hall ceilings and request of
feasibility
SECURITY • Additional furniture
The Organising Secretariat provides general security • Water connections
personnel in the Congress Venue.
Exhibitors who wish to contract private security
• Compressed air
personnel for their booth, must refer to Mi.Co.
• Solid waste disposal
services’ website here and complete the relevant • Liquid and special waste
order form. • Floral decorations
While the exhibition is closed, no personnel other than • Audiovisual equipment
the stand assemblers and the Organising Secretariat • PC and accessory rental
staff will be allowed inside the area.
Personnel in charge of general security at Mi.Co.’s
• Shell Scheme booths
entrance will be entitled to check vehicles carrying • General electrical mains and fitting
exhibit material and parcels entering or leaving the • Extra time working hours
exhibition area. • Temporary Personnel
All Mi.Co. services have to be paid in advance.
CATERING List unit prices are valid for orders placed by 10 May,
2019.
Companies who would like to organise a catering
Orders placed between 10 May, 2019 and 5 June,
service at their booth must refer to Mi.Co. services’
2019 are subject to a 10% increase
website here and complete the relevant order form.
Order placed starting from 6 June, 2019 are subject
All catering services can be provided only by the
to a 20% increase.
official catering of the Venue.
Late and on-site orders will be subject to stock
Mi.Co. catering has the exclusive right to serve food
availability. Priority will be given to orders placed in
and beverages within the exhibition area, according
advance.
to the rules and regulations of the Italian authorities.
Under no circumstance Exhibitors will be allowed to
sell food or beverages at their stand.
LEAD RETRIEVAL
To order lead retrieval systems please refer to the
Organising Secretariat at
wcd2019sponsor@thetriumph.com
18DELIVERY, STORAGE & HANDLING
DHL Trade Fairs & Events (UK) Limited DHL Trade Fairs & Events is the exclusive handler
Unit 17 & 21 2nd Exhibition Avenue inside the Venue. No other company is permitted to
NEC Birmingham B40 1 PJ handle cargo within the Venue.
United Kingdom To view the full WCD 2019 Shipping Instructions,
Phone: 0044 121 782 4626 including Tariffs and Material Handling and Shipping
E-Mail: horst@dhl-exh.com Labels select the relevant links on the following page:
Contact: Horst Froehling
Shipping Instructions
DHL Trade Fairs & Events UK Limited is the sole
handling agent for up-coming WCD 2019 Congress in Shipping Guidelines
Milan. Logistic Tariffs
The DHL storage area is located on Level +1, in Hall 4.
Congress Bags: Insert and Delivery Information
To ensure smooth unloading and arrival of the
material into the Venue, we recommend using the Congress Bags: Travel Group Hotel delivery Order
official freight Forwarder services. Companies who Form
choose to use their own services to deliver their goods
to the Venue door or warehouse are still required to
contact DHL Trade Fairs & Events in order to
coordinate the time schedule for unloading of freight
into the Venue.
19INSURANCE
Neither the Organisers nor Fiera Milano Congressi SpA, The deadline for booking and paying the insurance
their representatives or agents will be held responsible service expires 30 days before the beginning of the
for any loss or damage to Exhibitor’s property. Event.
Exhibitors must take precautions to protect their Supplementary Insurances are due ONLY for the
property against pilferage. Exhibitors declaring values (by means of the INS
Form) higher than € 25,000.00 or for those Exhibitors
It is MANDATORY that ALL Exhibitors are insured,
requesting the “Optional Accidents Insurance”. The
according to the rules listed below.
coverage for the declared extra value is
NO Exhibiting Company can be accepted inside the COMPULSORY and the premium to be paid will be -
Fiera Milano and Fiera Milano Congressi Exhibition on request - determined by the Fiera Milano Insurance
Area without an adequate Insurance Cover. Broker (MARSH) and the payment must be made
directly to MARSH:
e-mail: fiera.milano@marsh.com
RULES to be followed:
Alternatively:
ALL EXHIBITORS must complete the mandatory INS
application form, as a declaration of value of the 2. Exhibitors can use their own policies, submitting
goods brought / used in the Fair Venue, and return it the statements they can find at Art. 6.c of the
to the Fiera Milano Insurance Broker MARSH by insurance application form, for the approval of
e-mail: fiera.milano@marsh.com or by fax: +39 02 Fiera Milano Insurance Broker (MARSH). These
45402035 . policies will be considered valid ONLY if they are
Insurance form can be downloaded through Mi.Co. "Property All Risks Policies” and contain a clause
services’ website here waiving the right to claim compensation from third
parties, including Fiera Milano Congressi SpA,
ALL EXHIBITORS must be insured according to the Fondazione Fiera Milano, Fiera Milano SpA, their
following points: affiliates, the Organisers of the Event and any
1. For Exhibitors who do not own an adequate third-parties in any way involved in the
Insurance Policy (see point 2), or do not own a Organisation of the Event. For policies that do not
policy at all, Fiera Milano Congressi can provide include the above-mentioned clause or that are
them with the insurance service. Exhibitors can get considered inadequate, the Insurance Broker
it at the amount of € 100,00 + VAT. This service (MARSH) will ask Exhibitors to revise the clauses
includes an All Risks Transport and Storage concerned. The statements as per Art. 6.c of the
Coverage up to € 25,000.00. insurance application form must be submitted to
The insurance service must be booked online; the Insurance Broker (MARSH) within and not later
payments can be done by credit card or bank than 30 days before the beginning of the Event.
transfer. To book the service and proceed to
payment, click here.
After the login it will be necessary to fill in a form
with the company data and follow on-screen
instructions.
20SAFETY
INSTRUCTIONS
INTRODUCTION • cooperate, with the employers from the
contracting companies, with implementing the
Each Exhibitor is responsible for making sure that its measures for prevention and protection from
own employees and stand builders are insured and occupational hazards occurring in relation to the
that they behave in full compliance with occupational contracted work;
safety legislation. The Organizer cannot be held liable
in cases of non-compliance with the relating • coordinate the interventions associated with
protection and prevention from the risks to which
consequences.
workers are exposed, providing each other with
This section aims to fulfil the obligations associated
information to eliminate risks caused by
with providing information about safety as stipulated
interference between the work carried out by the
in Legislative Decree no 81 of 9 April 2008, by Lgs.D.
various companies jointly involved in the overall
of 22 July 2014 “Decreto Palchi” and Ministry of
project;
Labour Circular no 35 of 24 December 2014
• check the technical- professional suitability of the
company holding the stand-building contract, as
Every Exhibitor must circulate this document to any
of its own staff working on site and to any company well as any contracting company working
with which it has entered into a procurement, work independently under a subcontract.
and/or service contract for stand set-up and
dismantling tasks, or any other work or supply within Carrying out this check involves acquiring the
the Mi.Co. Congress Venue. following documents:
It is also essential to comply with the instructions If the contracting companies are Italian:
contained in the following documents:
• aCompanies
recent certificate of registration in the Trade and
Register;
• Technical Regulations • DURC (statement of correct fulfilment of welfare
• Interference Risk Assessment Document (DUVRI)
– available within the end of April 2019
contribution obligations, valid until the works are
completed);
• self-certification of the contractor or self-
EXHIBITORS’ UNDERTAKINGS employed persons, with regard to possessing the
appropriate technical-professional requirements
and/or anything else indicated by current
Only one level of subcontracting per type of work is
legislation.
permitted.
If the contracting companies are NOT Italian:
As the Employer commissioning the stand set-up and
dismantling works, or any other task or supply within
the Mi.Co. Congress Venue, the Exhibitor will have to:
• compilation of Annex II to Legislative Decree of 22
July 2014 “Decreto Palchi” available here
It is essential for the Exhibitor to keep, on the stand,
• compile the DUVRI for its own stand-building,
indicating the measures adopted to eliminate risks
all the documents indicated by current legislation,
signed by all the company personnel involved in
or, if this is not possible, reduce them to a
compiling them.
minimum. This document must also contain the
name of the person in charge;
21These documents must remain available to the GENERAL STIPULATIONS
Supervisory Authorities throughout the set-up and
dismantling phases.
Mi.Co.’s Technical Regulations contain a series of
The Exhibitor must provide the Organising stipulations, rules and procedures which the
Secretariat with the following documents, by and no Organising Secretariat adopts as its own and which
later than 10 May 2019: concern:
• Self-Declaration of positive verification of the • Services offered by Mi.CO., including exclusive
ones, pages 5-6
technical –professional suitability of the companies
holding the stand building construction and
subcontractors, available here
• Rules relating to access and movement, both
pedestrian and vehicular, page 6
• DUVRI for its own stand-building • Building and dismantling stipulations, pages 7-11
• Completed SICU form, available here • Prevention of fires and accidents, pages 13-14
• Completed SICU Form A, available here • Stipulations for energy, water, compressed air and
equipment, pages 15-20
It is essential for the Exhibitor to deliver the
following documents to the Mi.Co. technical
• Handling
22-23
materials, goods and packaging, pages
department, once set-up is complete and before the
convention begins: • Internal emergency plan (IEP), page 25 to page 27
• Completed SICU Form B, available here • Information
35-39
about risks specific to Mi.Co., pages
• Completed SICU Form C, available here Exhibitors, contracting firms and contractors, as well
as self-employed workers, must inspect this
If the Exhibitor and/or a (sub) contracting company document and comply with the stipulations
notes hazards not referred to in the above contained therein.
documents, it must point this out immediately to the
Please download the Mi.Co. Technical Regulations
Organising Secretariat.
available here.
Failure to fulfil the requirements stated in the
previous points will lead to penalties being imposed
on employers, managers and employees, in
accordance with current legislation.
22EQUIPMENT FOR WORK AT A • occupied
they must extend sufficiently beyond the surface
HEIGHT by the feet if there are no other gripping
attachments
This may include: access platforms, scaffolding, mast
climbing work platforms or other equipment
• when using ladders workers must at all times have
the support of a secure handhold
guaranteeing similar safety from falling.
Ladders can only be used for minor interventions
• no wooden slats must be nailed on the uprights
which do not require the application of a horizontal • ladders must only be used by one person at a time
force or movements which might place the worker in • they must not be placed near doors opening onto
them or in passageways
a precarious and unstable position; in any event, using
scaffolding rather than a ladder is preferable,
whenever practical.
• workers must not straddle the ladder and must
not move about while standing on it.
Ladders
Ladders may not be used for work to be carried out
at over 2 metres from the ground except in cases
where other equipment considered to be safer cannot
be used (e.g. access platforms) (art. 111 paragraph 3
Legislative Decree 81/08 and subsequent
modifications and integrations). If ladders are used
the requirements indicated in art. 113 paragraph 6 of
Legislative Decree 81/08 and subsequent
modifications and integrations must be used):
• they must be securely fixed in a stable position
• remain
they must rest on a footing ensuring that the rungs
in a horizontal position
• they must be fixed or have slip-resistant pads or
be fitted with equally effective solutions (not to be
placed on cardboard or plastic sheets or anything
else which might reduce their grip)
23Mobile scaffold towers – access platforms Safety belts
• They must be accompanied by the user manual
supplied by the manufacturer and must be
• When carrying out stand-building work which
exposes workers to the risk of falling from a height
assembled using parts all supplied by the same or into gaps, if it is not possible to have protective
manufacturer decks or railings, workers must use appropriate
safety belts with harnesses connected to
• the walk-over flooring must be complete restraining cables (UNI EN standards 361- 354-
• complete
the railing on all sides must be at least 1.00 m,
with intermediate crossbar and toe
795- 365)
boards • capable
The length of the restraining cable must be
of preventing any falls by creating a work
• minimum
they must be pegged on every two levels as a positioning system (UNI EN 358). If this is not
possible (because it affects the person’s mobility),
if the drop height does not exceed 4.00 m, the fall
• while building and dismantling the access platform
at a height workers must make sure that they are height must not exceed 0.60 m in order to avoid
wearing a suitable safety belt fixed to an the use of energy absorbers
appropriate solid support
• be
All the components of the fall arrest system must
accompanied by the instruction manual
• must
an appropriate ladder forming part of the structure
be used to access the deck supplied by the manufacturer and retailer (UNI EN
365)
• when using the access platform, the wheels must
be locked in place and the access platform must • To ensure that the safety belt is used properly, it is
be stabilized using the relating stabilizers. also extremely important to provide the worker
with information, education and training, with the
employer being responsible for carrying out the
relevant checks on his level of comprehension.
24Assembling aluminium trusses Adjusting lighting
Given that all hanging tasks are to be provided Walking and climbing on the structures is prohibited:
exclusively by Mi.Co., if these activities are lighting must be adjusted using access platforms.
authorized, the following must be observed.
Using ordinary ladders supported by the actual
structure is prohibited.
• As far as possible earth the assembly of electrical
circuits and elements
• structures
carefully read the instructions for assembling
supplied by the manufacturer.
• any
do not leave out any elements and do not make
changes to the assembly unless this is
expressly indicated by the manufacturer.
• where indicated, always provide the structure with
bracing
Cherry pickers
• first check the firmness and grip of the surface
which is to support the structure; should it be Always read the instruction manual provided by the
necessary to insert panels to spread the load, manufacturer.
never use materials which could break under its
Position the cherry picker on firm, flat, practically
weight as supports for the structure
horizontal ground. Lock the equipment in position and
• vertical
always check that the uprights are completely
(spirit level or plumb line)
bring down the stabilizers, inserting suitably resistant
panels or sleepers if the ground is soft. All the
manoeuvres must be carried out by an on-board
• always make sure that cables, chains, hooks or
connections to be used to lift horizontal elements operator using the cherry picker controls.
are in good condition and do not have any defects The cherry picker controls can only be used by the
which might compromise their resistance operator on the ground if the operator in the cherry
picker is not able to carry out the manoeuvres due to
• before beginning any lifting process make sure
that there are no people in the vicinity of the area faults or physical impossibility, or if manoeuvres need
involved in the movement and always take up a to be carried out without an operator on board. The
position outside the area where there is a crushing cherry picker must not be supported by fixed or
risk mobile structures.
• which
start lifting slowly and check that the elements
have been raised remain in a horizontal
position
• once you have the structure in position, never
forget to use chocks or the safety connections
indicated for preventing falls of horizontal
elements from the structure.
25The following is prohibited: OTHER EQUIPMENT
• climbing onto the cherry picker when it has
already been extended Electrical conductors
• getting down from the cherry picker before it is in
rest position
All the cables, plugs and sockets must be properly
insulated. More specifically, the electrical cables must
• two people getting into the cherry picker at the
same time (if not expressly indicated)
have a double protective sheath (in good condition)
and the plugs must have a cable gland.
• adding
height
superstructures to increase the attainable In addition, checks must be carried out on the
arrangement of the cables to avoid hindrances in
passageways and thoroughfares.
• using the apparatus if there is a strong wind
• applying stress to the arm with lateral forces or
using it to lift weights Cutting machines
(unless this is expressly indicated for the type of
vehicle) • these must have protective guards aligned so that
while work is in progress only the active section of
• moving the vehicle when the basket is not in rest
position or when the operator is on board.
the disk is free
• the start switch must be under continuous
pressure so that when it is released the machine
stops (or an alternative measure of equivalent
STRICTLY COMPLY WITH THE LOAD INDICATED ON
efficiency must be present)
THE BASKET
RESPECT THE DISTANCE FROM AERIAL ELECTRICITY • abrings
device (e.g. spring, counterweight, etc.) which
the head back into the upper rest position,
LINES
with shields covering the disk
DELINEATE AND MARK OUT THE AREA
UNDERNEATH THE ZONE WHERE THE CHERRY • they must have a system for collecting dust
PICKER IS OPERATING • they must have a solid adjustable cover to avoid
the worker accidentally coming into contact with
the blade and to intercept any splinters
IT IS OBLIGATORY TO USE:
• they must have a divider blade.
Circular saws
• extending
they must have shields on both sides of the blade
under the working tables to prevent any
contact with them
• they must have a system for collecting dust
FORK LIFT TRUCKS MUST BE ABLE TO MOVE
AROUND INSIDE THE EXHIBITION CENTRE. PLEASE
PAY PARTICULAR ATTENTION, USE WALKWAYS AND
WEAR HIGH VISIBILITY CLOTHING.
PLEASE NOTE THAT THE SERVICES FOR HANDLING
AND LIFTING MATERIALS ON FORK LIFT TRUCKS
ARE CARRIED OUT EXCLUSIVELY BY DHL.
26ADVERTISEMENT SPACES
All advertisement spaces have to be purchased Transferring of files online
through the Organising Secretariat at the following
email address: wcd2019sponsor@thetriumph.com Files up to 10 Megabytes may be sent by email.
Please note that all advertisement signs/supports are Larger files may be sent using the FTP address
for rent. following a telephone contact with our technical
office. We further specify that in all cases even when
The Organising Secretariat will provide the printing, a low resolution PDF is required or alternatively a draft
handling and setting of the advertisement with the specifications may be faxed, it must always
panel/support. Final layout has to be sent to the be followed by a telephone confirmation of the order.
Organising Secretariat ready for printing format For any clarifications or information, our graphic office
within 10 May, 2019. Please note that advertising is at complete disposal.
requests will not be accepted after this deadline.
Larger files may also be sent via WeTransfer and/or
Dropbox.
Important If files do not confirm the above specifications you will
• if a particular font is required, convert the text in
to that format
be contacted by our commercial department.
• if attached images are required, see below Promotion rules
Companies are allowed to promote their products
Image Characteristics exclusively at their booth in the exhibition hall.
Please save in one of the following formats as: EPS or
PDF, TIF or JPG Outside the exhibition hall Companies are
allowed to promote:
• if in colour, please use CMYK (not in RGB) • Company Logo
• 72
the resolution of large format files must be at least
dpi in 1:1 scale. If the image contains text, the • Company claim /pay –off
resolution must be between 150 and 300 dpi in 1:1 • Booth position
scale. If the image must be enlarged 4 times • Sponsored / Satellite Symposia
greater than your file, the resolution should be at
least 300 dpi (to avoid graininess).
• Information about diseases related to their
products
• please ALWAYS include the prints in colour or in
b/w (with the PANTONE colour references). Outside the exhibition hall Companies are not
allowed to promote:
• please give the dimensions and quantity required.
• Drugs /Products names
• produced.
specify on the printing the name of the file to be
27AIFA REGULATION FOR
PHARMACEUTICAL COMPANIES
In Italy each pharmaceutical company that sponsors a In order to obtain the authorization, an application
meeting or a Congress on topics in anyway related to containing the details of the expenses is to be
the use of their own pharmaceutical products, must submitted 60 days before the day of the meeting by
submit an application to the competent Unit of the the pharmaceutical company (Marketing Authorisation
Italian Medicines Agency (AIFA) to obtain a specific Holder or the companies responsible for the actual
authorization. marketing of pharmaceutical products) to the
competent Unit of Aifa, which will issue its approval
AIFA AUTHORISATION IS NECESSARY after 45 days from the moment the application form has
• for every pharmaceutical company (Marketing
Authorisation Holder or the companies responsible
been received. The authorization procedure is carried
out through the Aifa website area ACC (authorization
for the actual marketing of pharmaceutical for Congresses and meetings) and on this purpose,
products) which sponsors a meeting or a Congress pharmaceutical companies must be registered.
on topics in anyway related to the use of their own Please visit the following link for more information
pharmaceutical products. http://www.agenziafarmaco.gov.it/en/content/author
ization-congresses-and-meetings
AIFA AUTHORISATION IS NOT NECESSARY
• when a company promotes by advertising only
medical devices or food supplements during a
Congress (products without Marketing
Authorisation).
• when a company sponsors a meeting on topics not
related to the use of any of their own medicinal
products; in this case the company is not allowed to
expose or distribute any kind of advertising material
during the meeting (Section 9 art. 124 D.L. n.219/06).
28SPONSORED SESSIONS
SCIENTIFIC PROGRAMME GENERAL RULES
Sponsored sessions will be listed in a dedicated The sponsor company will be financially liable for all
programme, according to CME regulations. aspects related to the session organisation i.e.
hospitality, Speakers, printed material etc. Sponsor’s
Programme of the sponsored session is organised by
invited participants and/or Speakers must be
the sponsor (topics, Speakers). Please submit the
registered to the Congress and wear the identification
outline of the session and send it to the Scientific
badge (click here to see the Registration fees).
Programme Secretariat at wcd2019sponsor@the
triumph.com in order to receive the endorsement. Sponsor companies will be entitled to advertise their
session with pop-up banners which can be positioned
Companies must submit their final programme by 28
inside and just outside their booked room.
February, 2019.
To advertise a Sponsored Session please refer to the
A full programme must include: Organising Secretariat at
• Title of session wcd2019sponsor@thetriumph.com
• Name(s) of Chairperson(s) The graphic of pop-up banners must be sent to the
• names
Titles of each presentation with their duration and
of Speakers
Organising Secretariat for approval within 31 March,
2019.
At the end of the session, participants are kindly
requested to leave the room promptly to allow the
CHAIRS AND SPEAKERS setting up for the following session.
WCD assumes that the Speakers and Chairpersons at
Confirmation of room allocation will be sent to all
the Sponsored Sessions will be contacted by the
sponsors by the end of January, 2019.
sponsoring companies directly to arrange registration,
travel and accommodation. It is a responsibility of the
Please find below all the different Sponsored session
sponsoring company to ensure that the chosen Chair,
opportunities:
at the same time has not made any commitment to
act as a Chair or as a Speaker in a different symposium
90’ Sponsored Symposium - Lunch time
on the same time.
The Organising Secretariat cannot be held responsible session (12:30-14:00)
for any schedule clashes involving Speakers or Chairs.
75’ Satellite Symposium (17:00-18:15)
ABSTRACTS
The Organising Secretariat does not require 60’ Meet the Expert (18:30-19:30)
sponsored sessions Speakers to submit abstracts of
their lectures. Sponsoring companies can, however, The cost includes:
publish their abstracts/papers for distribution among • Hall rental
the attendees of their symposium. • Standard audio/visual equipment
• Rehearsal or decorating time prior to the start of
the session (30 minutes for lunchtime Sponsored
Symposia – 20 minutes for Satellite Symposia and
Meet the Experts)
• Symposium/Meet the Expert invitation in
Congress bags (production at Sponsor’s charge)
• Acknowledgement in the final programme
• Sponsor logo on Congress website
• Two personalized save the date/reminder emails
broadcasts from the Organising Secretariat to
registered delegates
29TECHNICAL REHEARSAL • Usual PC fonts for PowerPoint presentations must
When booking a Sponsored Session, the Company be used, such as Arial, Times New Roman and the
will be given Wingdings collection for special characters and
other signs. On the contrary, if a "personal font" is
• Symposia.
30 minutes for technical rehearsal for Lunchtime used, it must be given in the Speaker Preview
Room the day before the presentation.
• 20 minutes for technical rehearsal for Satellite
Symposia.
AUDIOVISUAL EQUIPMENT
Rehearsals will take place prior to start of the Session.
The cost of the Sponsored Sessions include the
No additional costs will be charged for this service following audiovisual equipment:
unless the sponsoring company has specific requests Technical audio assistance
or needs additional time. Laser pointer
#1 Podium + #1 Microphone +#1 Laptop
#1 Speaker’s desk + #2 Microphones
PRESENTATION FORMAT #1 Video projector
• Only PowerPoint presentations, Office 2007 - 2016
(PowerPoint version used in the meeting room is
#1 Screen
For quotations on extra audiovisual equipment, please
Office 2016 for best compatibility reasons).
refer to wcd2019sponsor@thetriumph.com.
• The projection format will be 16:9 aspect ratio so
slide presentations should be set in the same
format. If the format will be 4:3, 2 back rows on the FILMING AND RECORDING OF
left and on the right of the projection screen will SESSIONS
be visible.
The Organising Secretariat allows the filming of
• Presentations must be saved on a CD or USB key.
Personal laptops are not allowed.
Industry Sessions. This should be organised by the
sponsoring company itself as the Organising
Secretariat does not offer a videoing service. Any
• Pictures must be under the following format: .jpg,
.gif, .tiff, or .bmp (format.pict prohibited).
audio visual equipement non included in the room
rental must be arranged via Organising Secretariat.
• Video files attached to power point presentations
must be in the following format: .mpg, .mpeg, .avi
The footage should not be made available and/or
released on any websites or meetings or be
or .wmv. The format .mov (quick time) is NOT broadcasted before the end of the Congress.
accepted. When saving final presentations to CD
Any recording is a full responsibility and liability of the
or USB stick, all video files if any and all links to
sponsor. Express consent from the Chairs and
these multimedia files must be included. If PPT
Speakers is necessary. A self declaration of the
2010 or 2013 or 2016 is used, all videos must be
sponsoring company is required, stating that Chairs
embedded in PPT presentation files.
and Speakers of the session gave their consent to the
• Presentations must be pre-loaded in the Speaker
Preview Room four hours before the presentation
recording of the session.
begins.
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