Exhibitor Service Manual - 3-5 July 2019 | Prague, Czech Republic 24th Annual Congress of the European College of Sport Science - ECSS Congress
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Exhibitor Service Manual
24th Annual Congress of the European College of Sport Science
3-5 July 2019 | Prague, Czech Republic
ecss-congress.eu/201924TH ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCE
Uniting the World through Sport Science
3-5 July 2019
Hosted by Charles University, Prague
Contents
1. Important Deadlines 3
1.1 Terms of payment for exhibition space and sponsorship items................................................. 3
1.2 Company logo in vector format Deadline: 1 June 2019............................................................ 3
1.3 Advertisement in final programme Deadline: 1 June 2019....................................................... 3
1.4 Exhibitor registration and badges Deadline: 15 June 2019....................................................... 3
1.5 Congress bag inserts (3,000 copies) Deadline: 29 June 2019................................................... 4
1.6 ExpoSale – Exhibitor Service Order deadline: 24 May 2019...................................................... 4
2. Exhibition Services 5
2.1 Electricity/Lighting................................................................................................................ 5
2.2 Booth walls.......................................................................................................................... 5
2.3 Signage............................................................................................................................... 5
2.4 Shell schemes...................................................................................................................... 5
2.5 Furniture............................................................................................................................. 5
2.6 Audio/Visual........................................................................................................................ 5
2.7 Flooring............................................................................................................................... 5
2.8 Stand cleaning..................................................................................................................... 5
2.9 Internet/WIFI...................................................................................................................... 5
2.10 Delivery and storage of goods at the venue Order deadline: 24 June 2019............................... 6
2.11 Pick-up of goods after exhibition........................................................................................... 6
2.12 Catering.............................................................................................................................. 6
2.13 Payment options for your orders........................................................................................... 7
2.14 On-site procedure................................................................................................................ 7
2.15 Guidelines for planning your stand........................................................................................ 7
3. General Information 8
3.1 Set-up and construction of stands: Tuesday, 2 July 2019 | 8:00-23:00..................................... 8
3.1.1 Opening hours of the exhibition............................................................................................ 8
3.1.2 Dismantling of stands: Friday, 5 July 2019 | 17:00-22:00........................................................ 8
3.2 Accessibility......................................................................................................................... 8
3.3 Demarcation lines................................................................................................................ 8
3.4 Gangway access.................................................................................................................. 8
3.5 Liability............................................................................................................................... 8
3.6 Travel and on-site parking facilities........................................................................................ 9
3.7 Accommodation................................................................................................................... 9
4. A Green Meeting 10
4.1 Obligatory guidelines.......................................................................................................... 10
4.2 Further recommendations................................................................................................... 10
5. Contact Details 11
as of 12 April 2019
European College of Sport Science
2 Feldblumenweg 26, 50858 Cologne, Germany
Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
ecss-congress.eu/201924TH ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCE
Uniting the World through Sport Science
3-5 July 2019
Hosted by Charles University, Prague
1. Important Deadlines
When Where Book now!
Congress 3-6 July Charles University sales@sport-science.org
Set-up 2 July Prague Phone: +49 (0) 221 9626 2776
Dismantle 5 July Fax: +49 (0) 221 9626 2779
1.1 Terms of payment for exhibition space and sponsorship items
Your exhibition space/sponsorship item(s) invoice must be paid in full by the date stated on the invoice.
If payments are not fulfilled in time, the organisers reserve the right to cancel the exhibition space and
sponsorship item(s).
1.2 Company logo in vector format Deadline: 1 June 2019
For printed congress material, e.g. final programme, please send a vector format file, preferably EPS format,
of your company’s logo to sales@sport-science.org.
1.3 Advertisement in final programme Deadline: 1 June 2019
If you have booked an advertisement in the final programme, please send your colour artwork to
sales@sport-science.org by 1 June 2019. Specs for the artwork:
ÎÎLANDSCAPE format
ÎÎA4 (297mm by 210mm)
ÎÎMinimum resolution: 300dpi
ÎÎNo bleed
ÎÎNo crop marks
ÎÎPDF format
1.4 Exhibitor registration and badges Deadline: 15 June 2019
As an exhibitor at ECSS Dubin 2019, you qualify for a minimum of two free registrations, which give you
access to all functions, coffee breaks and lunches. If you have purchased an exhibition space bigger
than >12m² you qualify for one additional free registration per each additional 6m². This means three free
registrations for 18m², four free registrations for 24m², and so on.
To secure your free registrations, each company representative needs to create an ECSS account at
www.ecss.de/ASP/MOBI/MobiLogin.asp or log in to their existing account from previous ECSS congresses.
Please report account IDs of your delegates to sales@sport-science.org by 15 June 2019 so that ECSS can
register them for the congress in time.
If you need to increase your number of free registrations, you can register a maximum of four additional
representatives at a reduced registration fee of €150. The additional delegate from your company must
European College of Sport Science
3 Feldblumenweg 26, 50858 Cologne, Germany
Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
ecss-congress.eu/201924TH ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCE
Uniting the World through Sport Science
3-5 July 2019
Hosted by Charles University, Prague
undergo the same process (as described above) by 15 June 2019. Lunches and coffees are included. However,
access to scientific sessions and social events (except opening reception) is not granted.
Please note, badges will NOT be mailed in advance. Please collect your congress badge on
Wednesday, 3 July 2019 at the registration desk.
1.5 Congress bag inserts (3,000 copies) Deadline: 29 June 2019
We will contact you well in advance of the congress if 3,000 copies is no longer sufficient. All congress bag
materials should be delivered to Interflow Logistics Ltd. (full address below), from 24 June and no later than
29 June 2019.
Delivery address:
BECKSPEDITION
C/O ECSS 2019
Kongresové centrum Praha
5.května 65
140 00 Praha 4, Czech Republic
Attn: Pavel Beck, +420 602 311,
Monika Vesela +420 724 328 380
Please use BECKSPEDITION templates to label your packages. Please download here.
Packages that are not clearly labelled or are delivered after the deadline will not be considered.
1.6 ExpoSale - Exhibitor Service Order deadline: 24 May 2019
If you have booked your exhibition space at ECSS Prague 2019, please note, your exhibition space only
includes space rental and booth mark-out on the floor. It does NOT include stand set-up, booth walls
(no back walls nor divider walls), furniture, power supply, electrics and other services. You may
bring your own construction or order a stand package, furniture, decoration etc., through ExpoSale service
order forms, which are provided in Section 2 Exhibition Services.
Please note, any orders submitted after the order deadline will incur a 25% mark up on all
prices. All orders must be submitted with payment details – either bank transfer or credit card.
European College of Sport Science
4 Feldblumenweg 26, 50858 Cologne, Germany
Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
ecss-congress.eu/201924TH ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCE
Uniting the World through Sport Science
3-5 July 2019
Hosted by Charles University, Prague
2. Exhibition Services
2.1 Electricity/Lighting
Electricity needs to be ordered separately. There is no power supplied with your booth.
Please order here.
2.2 Booth walls
Exhibition stands do not have any back walls at any location in the exhibition area. Please note, electrics
cannot be supplied without some form of stand wall in place. We recommend ordering booth walls for your
stand. Please order booth walls here.
2.3 Signage
Company signage may also be ordered. Please order company signage here.
2.4 Shell schemes
Obexpo offers different shell schemes for different needs. Please order shell schemes here.
2.5 Furniture
Obexpo provides a wide variety of seating, tables, shelves, and other furniture. Please order furniture here.
2.6 Audio/Visual
Obexpo can provide audio and visual equipment for your stand. Please order audio and visual here.
2.7 Flooring
Please order flooring here.
2.8 Stand cleaning
Exhibitors are responsible for their own stand cleaning and tidying during the exhibition. If you wish to
arrange additional stand cleaning, please order this here.
2.9 Internet/WIFI
The PCC provides WIFI internet for basic needs. If you plan to use the internet for heavy downloading or
presentations of demos/videos, we advise you to use a wired connection (LAN). Please order this here.
European College of Sport Science
5 Feldblumenweg 26, 50858 Cologne, Germany
Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
ecss-congress.eu/201924TH ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCE
Uniting the World through Sport Science
3-5 July 2019
Hosted by Charles University, Prague
2.10 Delivery and storage of goods at the venue
We advise you to contact the official logistics partner of the Prague Congress Centre (PCC), ‘BECKSPEDITION’
for the planning and shipping of your goods, such as full stand construction and/or stand equipment.
BECKSPEDITION will store your items in their warehouse at PCC and will bring them to the exhibition area
on 2 July 2019. Pricing and information can be found on the Forwarding & Handling Tariff and Transport &
Handling order form. Please download your labels for your delivery here.
If you require a forklift for unloading and loading, please contact BECKSPEDITION. You will be invoiced for the
forklift and the transport to the exhibition area.
Please note, order deadline is 24.06.2019
2.11 Pick-up of goods after exhibition
On 5 and 6 July in Czech Republic there are bank holidays, which means your goods won’t be able to be
picked up before Monday, 8 July.
a) Pick-up is on 5 July 2019 during the allocated dismantle time. The pick-up address at the venue is:
BECKSPEDITION
C/O ECSS 2019
Kongresové centrum Praha
5.května 65
140 00 Praha 4, Czech Republic
Attn: Pavel Beck, +420 602 311;
Monika Vesela +420 724 328 380
b) Pick-up at BECKSPEDITION is on 8 July 2019. The pick-up address is:
BECKSPEDITION
C/O ECSS 2019
Kongresové centrum Praha
5.května 65
140 00 Praha 4, Czech Republic
Attn: Pavel Beck, +420 602 311;
Monika Vesela +420 724 328 380
2.12 Catering
ECSS works with an in-house catering company of the PCC to manage all catering. If you wish to order
catering for your stand or for a reception, please make direct contact with:
Zátiší Catering
Linda Gerold Reitingerová
Phone: +420 731 156 614
Email: linda.reitingerova@zatisigroup.cz
www.zatisicatering.cz
European College of Sport Science
6 Feldblumenweg 26, 50858 Cologne, Germany
Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
ecss-congress.eu/201924TH ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCE
Uniting the World through Sport Science
3-5 July 2019
Hosted by Charles University, Prague
2.13 Payment options for your orders
An invoice will be sent upon receipt of your order. Payments need to be received before the start of the set-up.
2.14 On-site procedure
During set-up it is possible to place last minute orders at the ‘ExpoSale Services Counter’, which is situated in
the exhibition area.
Please note, a 50% mark-up will be applied to all prices. Only Credit Card Payment will be
accepted on services ordered on-site. However, please be aware that on-site orders may not
always be possible.
2.15 Guidelines for planning your stand
ÎÎ Please carefully read the general exhibitor information including rules and regulations,
provided by the PCD and ensure that you adhere. This will also avoid disappointments on-site.
ÎÎ If you have appointed a contractor to set-up your stand, please ensure they have the details of the
set-up and dismantling times and make sure they bring valid identification to identify themselves to
the Hall Chief. Please inform ExpoSale if this is the case, prior to the set-up and provide ExpoSale
with a risk assessment, method statement and a stand sketch. Please do not forget to order a power
supply using this order form.
ÎÎ The stand structure cannot exceed 2.7 meters in height. If you have a special request in this regard,
please contact the ExpoSale.
ÎÎ Exhibitors are advised to make their own insurance arrangements.
ÎÎ Please display the name of your company and stand number at the front of your stand and at every
other open area. This will enable visitors to easily identify your stand.
ÎÎ We advise you to have a reasonable amount of light on your stand, to highlight your products and/or
simply to make the stand more inviting to passing visitors.
ÎÎ It is recommended not to have ceilings/stand coverings, in order not to affect the Fire Safety Strategy
of the PCC. Also, any hangings from the ceiling are prohibited.
ÎÎ If a stand wall exceeds the height of an adjoining stand, the exhibitor of that specific wall is
responsible for making sure that back walls facing other exhibitors and open areas are to be clad and
finished with white paint or cloth. The backs of these walls cannot carry any advertising, company
names or company logos. ECSS Prague 2019 reserves the right to have advertising, company names
and logos removed or restored at the cost of the respective exhibitor.
ÎÎ It is prohibited for any part of your stand or exhibition to project onto the gangways or onto an adjacent stand.
ÎÎ At any given time exhibitors are advised to keep their noise level to a minimum to not disturb other exhibitors.
ÎÎ During exhibition opening hours, exhibitors are obliged to attend and man their stand.
ÎÎ The exhibitor is responsible for all of its valuables at any time. The exhibition will be situated in the
Prague Convention Centre (PCC) and the area is directly accessible. Outside of opening hours we
recommend that you take all of your valuables off-site.
ÎÎ Please adhere to all regulations for the set-up and dismantling of your stand, available in this manual.
ÎÎ Please make sure to take care of the following or it will be invoiced to you:
a) The collection and removal of waste materials produced by working demonstrations of exhibits
forming parts of the exhibition.
b) The removal and disposal of packing cases and stand fitting materials associated with an exhibition.
c) The removal of any waste that requires special handling to ensure its safe disposal.
European College of Sport Science
7 Feldblumenweg 26, 50858 Cologne, Germany
Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
ecss-congress.eu/201924TH ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCE
Uniting the World through Sport Science
3-5 July 2019
Hosted by Charles University, Prague
3. General Information
3.1 Set-up and construction of stands: Tuesday, 2 July 2019 | 6:00-23:00
3.1.1 Opening hours of the exhibition
ÎÎWednesday 3 July 9:00-17:00
ÎÎWednesday 3 July 20:00-21:00 Opening reception in exhibition area (optional)
ÎÎThursday 4 July 9:00-17:00
ÎÎFriday 5 July 9:00-17:00
Please note, stands are NOT allowed to be set-up or dismantled outside the official hours
published in this manual. The stand must remain open with items on display during exhibition
opening hours. Please frequently check here for updates.
3.1.2 Dismantling of stands: Friday, 5 July 2019 | 17:00-23:00
The stand must remain open with items on display during exhibition opening hours. Please note, stands are
NOT allowed to be set-up or dismantled outside the official hours published in this manual. Please frequently
check here for updates.
3.2 Accessibility
Due to security reasons, any person entering the congress venue during the congress hours must wear a
name badge. Please collect your congress badge from congress registration. The registration is open from
Wednesday to Friday, 8:00 to 18:00.
3.3 Demarcation lines
All exhibitors must show strict observance of the demarcation lines of the exhibition area, marked on the hall floor.
It is strictly forbidden to display any information outside your booth area without the explicit approval from ECSS.
3.4 Gangway access
It is imperative that exhibitors and contractors keep all gangways adjacent to their booth/stand clear during
set-up and dismantling. This is to allow for access in the case of an emergency, and to enable other exhibitors
access to their stands.
3.5 Liability
By renting exhibition space, the exhibitor becomes liable for harm to staff and equipment. Exhibiting
companies agree that neither the hosting venue, the Prague Congress Centre, nor the ECSS, assume any
liability whatsoever. Exhibiting companies are requested to make their own arrangements in respect of
insurance for their stand and staff members.
European College of Sport Science
8 Feldblumenweg 26, 50858 Cologne, Germany
Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
ecss-congress.eu/201924TH ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCE
Uniting the World through Sport Science
3-5 July 2019
Hosted by Charles University, Prague
3.6 Travel and on-site parking facilities
Parking options are available at the PCC’s underground car park and at numerous car parking facilities within
walking distance of the venue. Please see read How to get to Prague and the PCC + PCC guidelines for
further information.
3.7 Accommodation
The ECSS has negotiated a large number of hotel rooms at attractive rates in several categories of hotels,
ranging from budget to 4 stars. These rates are only available through the congress website. You will find that
all of these hotels offer quality lodging, including breakfast. Most hotels have parking facilities.
ECSS Accomodation website available from 15 Dec. 2018.
ÝÝIf you have any further questions, please do not hesitate to get in touch with the respective
contacts listed under contact details.
European College of Sport Science
9 Feldblumenweg 26, 50858 Cologne, Germany
Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
ecss-congress.eu/201924TH ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCE
Uniting the World through Sport Science
3-5 July 2019
Hosted by Charles University, Prague
4. A Green Meeting
ECSS aims to support green values when organising its annual congress. In 2019, the ECSS wants to build on
what has been achieved at previous congresses.
4.1 Obligatory guidelines
ÎÎ Only reusable dishes are allowed.
ÎÎ Waste produced at the congress venue must be disposed of according to the waste management
system.
ÎÎ All materials used at the responsibility of the exhibitor (stand, roll-up, decoration etc.) are reusable
and will be reused.
ÎÎ No cans and only reusable bottles as give-aways.
ÎÎ Decrease of give-aways at the booth and use of products without extra packaging.
4.2 Further recommendations
ÎÎ Distribution of giveaways should be made from ecologically accepted material and/or with a quality
label.
ÎÎ Reduction of printed material.
ÎÎ Usage of refillable packaging.
ÎÎ Utilisation of reusable materials for the booth construction wherever possible.
ÎÎ Avoidance of coffee machines with a capsule system, cans, and plastic bottles.
We very much appreciate your contribution, your support and your efforts to make ECSS Prague
2019 a green congress!
European College of Sport Science
10 Feldblumenweg 26, 50858 Cologne, Germany
Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
ecss-congress.eu/201924TH ANNUAL CONGRESS OF
EUROPEAN COLLEGE OF SPORT SCIENCE
Uniting the World through Sport Science
3-5 July 2019
Hosted by Charles University, Prague
5. Contact Details
ECSS Exhibition Management
Phone: +49 221 9626 2776
Fax: +49 221 9626 2779
Email: sales@sport-science.org
On-site Exhibition Service
EXPOSALE-CZ, Ltd.
Linda Škarková, Linda.Skarkova@exposale.cz, +420 777 725 129
Školská 33/3
Šestajovice
Praha –východ 250 92
Czech Republic
www.exposale.eu
Shipping address for packages and large goods (delivery and pick-up)
BECKSPEDITION
C/O ECSS 2019
Pavel Beck, beck.pavel@volny.cz, +420 602 311;
Monika Veselá, monik.vesela@seznam.cz, +420 724 328 380
Kongresové centrum Praha
5.května 65
140 00 Praha 4,
Czech Republic
Congress venue
Prague Congress Centre
Tereza Kahánková, tereza.kahankova@praguecc.cz, +420 261 172 225
5. kvetna 1640/ 65,
140 00 Prague 4 - Nusle
Czech Republic
www.praguecc.cz
European College of Sport Science
11 Feldblumenweg 26, 50858 Cologne, Germany
Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
ecss-congress.eu/2019European College of Sport Science
Feldblumenweg 26, 50858 Cologne, Germany
Phone: +49 (0)221 9626 2776 | Fax: 49 (0)221 9626 2779 | Email: sales@sport-science.org
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