www.ecnp.eu/congress2021 - ECNP Industry Manual Hybrid Congress 2021
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
ECNP Industry Manual
Hybrid Congress 2021
www.ecnp.eu/congress2021
The Stichting 34th ECNP Congress is a Dutch public-interest-serving (“ANBI”) entity
Contents
Deadlines 2021 .................................................................................................................................................. 4
Order forms and documents .............................................................................................................................. 6
1. General Congress information ....................................................................................................................... 8
1.1 Health Care Professionals ...................................................................................................................... 8
1.2 Congress scientific programme and general information ....................................................................... 8
1.3 Group registration ................................................................................................................................... 8
1.4 Hotel accommodation ............................................................................................................................. 8
1.5 Internal meetings .................................................................................................................................... 9
1.6 Congress Venue ..................................................................................................................................... 9
1.7 COVID-19 procedure .............................................................................................................................. 9
2. Exhibition ..................................................................................................................................................... 10
2.1 Exhibition space venue ......................................................................................................................... 10
2.2 Timetable .............................................................................................................................................. 10
2.3 Access and badges to exhibition .......................................................................................................... 11
2.3.1 Badges included for free of charge............................................................................................................ 11
2.3.2 Free in-person exhibitor staff badges and contractor bracelets ............................................................ 12
2.3.3 Hostesses ...................................................................................................................................................... 12
2.3.4 Free in-person congress participant badges ............................................................................................ 13
2.4 Venue stand activities & information .................................................................................................... 13
2.4.1 Free-build stands.......................................................................................................................................... 13
2.4.2 Shell scheme stands.................................................................................................................................... 14
2.5 Exhibitor service desk venue ................................................................................................................ 15
2.6 Trolleys ................................................................................................................................................. 15
2.7 AV equipment ....................................................................................................................................... 15
2.8 IT & Internet connection ....................................................................................................................... 15
2.9 Electricity & Lighting ............................................................................................................................. 16
2.10 Water connection ................................................................................................................................ 16
2.11 Carpeting ............................................................................................................................................ 16
2.11.1 Free build stands........................................................................................................................................ 16
2.11.2 Shell scheme stands ................................................................................................................................. 16
2.12 Cleaning and waste disposal .............................................................................................................. 16
2.13 Security ............................................................................................................................................... 17
2.14 Rigging................................................................................................................................................ 17
2.15 Furniture ............................................................................................................................................. 17
2.16 Floral decorations ............................................................................................................................... 17
2.17 Catering .............................................................................................................................................. 18
2.18 Structural integrity and other regulations ............................................................................................ 18
2.19 Emergency procedure ........................................................................................................................ 20
2.20 Additional Online exhibition packages ................................................................................................ 20
2.20.1 Access to online exhibition stands .......................................................................................................... 20
2.20.2 Access to the online exhibition stands on the online platform ............................................................ 21
2.20.3 The online exhibition stand ....................................................................................................................... 22
2.20.4 Visitor numbers online stand .................................................................................................................... 24
2.20.5 Online exhibition upload page .................................................................................................................. 24
2.20.6 Photoshop file ............................................................................................................................................. 24
2.20.7 Information panels and videos ................................................................................................................. 25
2.20.8 Information and materials to be uploaded .............................................................................................. 25
3. Industry Sessions ........................................................................................................................................ 27
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
2
3.1 Access and badges to industry sessions ............................................................................................. 27
3.1.1 Badges/access included for free of charge .............................................................................................. 27
3.1.2 In-person industry session staff badges and hostess badges .............................................................. 28
3.1.3 Hostesses ...................................................................................................................................................... 28
3.1.4 Free in-person congress participant badges and online congress registrations ................................ 29
3.1.5 Speakers and chairs of your Industry Satellite Symposium................................................................... 29
3.2 Accreditation ......................................................................................................................................... 29
3.3 Disclosure ............................................................................................................................................. 30
3.4 Enduring material ................................................................................................................................. 30
3.5 Branding, online and paper materials ................................................................................................... 31
3.5.1 Paper materials ............................................................................................................................................ 31
3.5.2 Branding within the session rooms and for the online platform (when applicable) ............................ 32
3.6 Catering ................................................................................................................................................ 34
3.7 Technical details of industry sessions .................................................................................................. 34
3.7.1 Speakers’ secretariat ................................................................................................................................... 34
3.7.2 Slido ............................................................................................................................................................... 34
3.7.3 Technical details Industry Satellite Symposium ...................................................................................... 35
3.7.4 Technical details of Industry Science Exchange sessions .................................................................... 36
3.7.5 Technical details of Industry Product Theatre sessions ......................................................................... 37
3.8 Online Industry Sessions ...................................................................................................................... 37
3.8.1 Access to online industry sessions on the online platform .................................................................... 37
3.8.2 Getting to an industry session on the congress platform ....................................................................... 38
3.8.3 The online session streaming page ........................................................................................................... 39
3.8.4 Viewing numbers online session ............................................................................................................... 41
3.9 Industry session upload page ............................................................................................................... 41
3.9.1 Information and materials to be uploaded ................................................................................................ 41
4. Banners, Flyers and brochures ................................................................................................................... 43
4.1 Printed banners .................................................................................................................................... 43
4.2 Online banners ..................................................................................................................................... 44
4.3 Flyers and brochures ............................................................................................................................ 44
5. Shipping, delivery information and storage ................................................................................................. 45
5.1 Contact details KRISTAL ...................................................................................................................... 45
5.2 Courier delivery/shipments ................................................................................................................... 45
5.3 Material storage .................................................................................................................................... 45
5.4 Delivery ................................................................................................................................................. 46
5.5 Delivery entrance/access to the venue/forwarding .............................................................................. 46
5.6 Dismantling and removal of exhibits and stand fittings ........................................................................ 47
5.7 Floor loading capacities ........................................................................................................................ 47
5.8 Lorry park.............................................................................................................................................. 47
5.9 Maintenance and re-stocking of stands ................................................................................................ 47
6. Contact details ............................................................................................................................................. 48
6.1 Contact details 34th ECNP Congress .................................................................................................. 48
6.2 Contacts details official suppliers ......................................................................................................... 49
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
3
The legal entity organising the congress is Stichting 34th ECNP Congress, hereafter called ECNP, a
foundation incorporated under Dutch law, registered office Daltonlaan 400, 3584 BK Utrecht, The
Netherlands, Chamber of Commerce registration 73641715, RSIN 859611693.
All companies involved in the 34th ECNP Congress should adhere to this ECNP Industry Manual document,
the ECNP Industry Rules and Regulations, the ECNP Exhibition Guidelines, the ECNP Industry Sessions
Guidelines, the ECNP Other Industry Activities Guidelines as well as the Centro de Congressos de Lisboa
(CCL) Specific Rules for Exhibitions and the ECNP privacy and data security policy.
In order to achieve an efficient flow of information it would be appreciated if you could provide this
information to all persons involved in the 34th ECNP Congress within your own company, as well as to
agencies working on your behalf.
Apart from the above rules, companies will not be permitted to distribute or mount any material at the venue
of the 34th ECNP Congress. Clothing etc. on which advertisements appear are considered to be printed
material and staff wearing such items should remain at the exhibition stand. In addition, the use of ‘living
promotional material’ outside the exhibition stand or the session room of the industry session is not
permitted, e.g. staff ‘helping’ participants to read the signs or to find industry sessions, exhibition or other
company related matters.
Company advertisements are not permitted in the congress supplement to the journal European
Neuropsychopharmacology (ENP) or any printed or digital matter of the 34th ECNP Congress.
Deadlines 2021
Compl
Type of activity How to arrange eted
Deadline Service
(if applicable)
Stand drawings and stand plan
(free-build stands) using the Please send to
1 July
Exhibition template of Stand plan sketch - congress2021@ecnp.eu
layout fittings
Complete exhibition
1 July Exhibition Application final deadline
application form
Unrestricted education Complete relevant
1 July grants, banners, flyers Application final deadline orders form(s) or contact
and brochures congress2021@ecnp.eu
Upload pages available
All promotional material
1 August Industry sessions for main industry contact
(including final pdf invitation)
person via My ECNP
Upload pages available
Banners Final digital banners, flyers and
1 August for main industry contact
Flyers and brochures brochures
person via My ECNP
Complete Stand
4 August Exhibition Stand contractor information contractor information
form
Complete Material
Exhibition Order Forwarding & customs
11 August handling and freight
Industry sessions clearance
information form
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
4
Final upload stand documents & Upload pages available
Exhibition
1 September video(s) for additional online for main industry contact
packages (if applicable) person via My ECNP
Upload digital branding images Upload pages available
1 September Industry sessions within the session room and for for main industry contact
the online platform (if applicable) person via My ECNP
Please contact
Industry Satellite Request additional AV Michael de Backer via
10 September
Symposium equipment ecnp@debackerconsult
ants.com
Complete order forms:
AV, IT, internet, carpeting, stand AV equipment, IT &
cleaning, waste disposal, stand Internet, Electrical
security, power supply, services, Water, carpet
10 September Exhibition electricity, floral decorations, and platform, Cleaning
furniture, rigging, lighting, services, Waste removal
security, shell scheme material, Security, Furniture,
water Rigging, Flowers &
plants
Please contact
Exhibition (shell scheme Ordering graphics on the panel
10 September mariajoao.cruz@ccl.fil.pt
only) walls and other services please
Ordering additional AV/IT, Please contact
Industry Science
10 September furniture, electricity mariajoao.cruz@ccl.fil.pt
Exchange
(if applicable)
Complete Exhibitor
10 September Exhibition Exhibitor onsite contact form
onsite contact form
Faculty members should
10 September Industry sessions Registering faculty members register via the
Registration Portal
Please contact
15 September Exhibition Catering Inês Oliva
ioliva@sccatering.pt
Industry sessions Shipping arrival to Kristal For details refer to
22 September
Flyers and brochures warehouse Shipping Guidelines
Shipping arrival to Kristal For details refer to
24 September Exhibition
warehouse Shipping Guidelines
Complete
24 September Exhibition Unloading/reloading schedule Unloading/reloading
form
Please contact
Exhibition
26 September Order hostesses sara.correia@springeve
Industry sessions
nts.pt
Order form available for
Order additional industry staff
Exhibition main industry contact
26 September badges (also for hostesses)and
Industry sessions person via the
contractor badges (if applicable)
Registration Portal
Free voucher codes
Voucher codes of free in-
available for main
Exhibition person/online congress
1 October industry contact person
Industry sessions participants to be activated
via the Registration
(if applicable)
Portal
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
5
As of 1 Loading bay entrance to
Exhibition Pick up contractor bracelets
October exhibition area
Pick-up industry staff badges
As of 2 Exhibition At the onsite registration
and related hostess badges (if
October Industry sessions kiosks
applicable)
Order forms and documents
General
ECNP Industry Rules and Regulations
ECNP Exhibition Guidelines
ECNP Industry Session Guidelines
ECNP Other Industry Activities Guidelines
Agency reply form
34th ECNP Congress promotional kit
Shipping Guidelines
Material handling and freight information form
Exhibition
Centro de Congressos de Lisboa (CCL) Rules and Regulations
Centro de Congressos de Lisboa (CCL) Specific Rules for Exhibitions
Exhibition floor plan
Stand plan sketch - layout fittings
Map of loading bay
Stand contractor information form
Unloading/reloading form
Exhibitor onsite contact form
Shipment label for Exhibitors
Shipment label for Flyers and brochures
Upload pages for stand documents & video(s) for additional online packages (when applicable) via My ECNP of
the main industry contact person
View all included free badges and order additional staff & contractor badges via the Registration Portal
(All free and additional badges are linked to the account of the main industry contact person)
Order form exhibition staff badges for agencies
AV order form for exhibitors
IT & Internet order form for exhibitors
Electrical services order form
Technical services for water, carpet and platform order form
Cleaning services order form
Waste removal order from
Security order form
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
6
Rigging order form
Furniture order from
Flowers & plants order from
Industry Sessions
AV set-up overview Industry Sessions
Shipment label for Industry session organisers
Floorplan of Industry Satellite Symposia’ rooms:
Auditorium I, Auditorium VI, Pavilion 3
Floorplan of Industry Science Exchange’ room:
Auditorium III
Floorplan of Industry Product Theatre’ room:
Room 5A
Upload pages for all promotional materials, digital branding images within the session room and for the online
platform (when applicable) via My ECNP of the main industry contact person
View all included free badges and order additional staff & hostess badges via the Registration Portal
(All free and additional badges are linked to the account of the main industry contact person)
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
7
1. General Congress information
The 34th ECNP Congress will be a hybrid meeting with in-person participants in Lisbon and online
participants joining in through an online platform. Click here to discover what the hybrid format offers.
1.1 Health Care Professionals
In order to be compliant, during the registration process of the 34 th ECNP Congress, participants are
requested to indicate if they are Health Care Professionals (HCP), non-Health Care Professionals (non-HCP)
or employee of a pharmaceutical company.
A Health Care Professional according to the Portuguese law means any person legally entitled to prescribe,
dispense or administer medicinal products, such as doctors, dentists, veterinarians, odontologists,
pharmacists or nurses.
The information of non-HCP can be managed for the online platform (if applicable) and will be visible on the
badge of the in-person participant, see example:
1.2 Congress scientific programme and general information
All information about the congress, for example the programme, can be found on our congress website.
The congress programme can be viewed here. Sessions are highlighted in different colours to indicate if
those are available either for in-person participants only or for online and in-perso participants. For an
overview of all session types please click here.
From Saturday 2 October a direct link to the online congress platform will be available on the ECNP
congress website. All registered participants can join the congress programme by logging in with their My
ECNP account.
1.3 Group registration
Group registration(s) are possible to submit from a minimum of 2 participants. For more information on the
registration fees, terms and conditions and how to submit your group registration please visit our registration
page. Before submitting a group registration read the Group Registration Process document carefully.
1.4 Hotel accommodation
For group requests (5 rooms or more, per night) and suggestions on the most appropriate hotel solution in
Lisbon, you can contact Hélène Desmazières of c’accommodation by e-mail or phone +32 (0)2 566 99 46.
Please read the Hotel terms and conditions here.
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
8
1.5 Internal meetings
The Centro de Congressos de Lisboa (CCL) does not have meeting rooms for rent available during the 34th
ECNP Congress. To rent meeting space, industry partners should contact the hotels for availability.
1.6 Congress Venue
The 34th ECNP Congress will be held in the Centro de Congressos de Lisboa (CCL).
Centro de Congressos de Lisboa (CCL)
Praça das Indústrias
1300-307 Lisboa
Portugal
1.7 COVID-19 procedure
In case of COVID-19 regulations still in place all industry partners are requested to follow the regulations of
social distancing, hygiene, wearing of masks etc. during build-up, congress days and dismantling.
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
9
2. Exhibition
For the hybrid congress exhibitors could in addition to their exhibition stand in the venue also purchase extra
online services reaching out to the online participants who prefer to join the congress from their home or
office. See more information and application form of these services here. For the details of uploading
documents of the online services please see paragraph 2.20.
2.1 Exhibition space venue
A choice of banner, shell scheme or free-build (space only) stands is offered to exhibitors.
The exhibition will take place in Hall 2 of the Centro de Congressos de Lisboa (CCL), Lisbon, Portugal and
on the online congress platform.
The exhibition space dimensions have been communicated to exhibitors together with the allocation of
space. For dimensions of aisles, pillars and location of emergency exits please refer to the latest exhibition
floor plan.
ECNP reserves the right to determine the eligibility of all exhibition-stand space applications, expecting that
all exhibitions will conform to the educational and scientific goals of the 34th ECNP Congress. The allocation
of stand space does not imply that the information provided at the exhibition stand is endorsed by ECNP.
2.2 Timetable
The exhibition will open on Sunday 3 October 2021 at 09.30. Therefore, the stands must be built up and
cleaned before this date and time.
As a courtesy to the participants and your fellow exhibitors, ECNP requests strict adherence to the exhibition
opening and closing hours. Deliveries or removal of equipment must be made before or after exhibition
hours. Dismantling before the official dismantling time at 16.15 on Tuesday 5 October 2021 is prohibited.
Based on the experience of previous ECNP Congresses the times indicated below should be sufficient for
build-up and dismantling.
Build up dates and hours
08.00-22.00
Friday 1 October 2021
(free build stands only)
08.00-22.00
(free build stands and shell scheme stands)
Saturday 2 October 2021
Please note:
Stands must be built up and aisles clear of boxes before
19.00 – when cleaning of stands and aisles will start.
Exhibition dates and opening hours
Sunday 3 October 2021 09.30-17.50
Monday 4 October 2021 09.30-17.50
Tuesday 5 October 2021 09.30-16.15
Dismantling dates and hours
16.15-22.00
Tuesday 5 October 2021 (free build stands and shell scheme stands)
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
10Please note:
No vehicles will be allowed in the loading area before 16.45,
this to allow the return delivery of the empty crates to the
stands. Exception will be made for cars.
08.00-16.00
Wednesday 6 October 2021
(free build stands only)
2.3 Access and badges to exhibition
Exhibitors must ensure that their stands are staffed and open throughout the opening hours of the exhibition.
For security reasons, all in-person participants and exhibitors must wear the provided badges at all times
during the congress. Security staff will not allow you or your staff to enter the congress without a valid badge.
Re-print due to loss of badges can be done at the registration desk at a cost of EUR 25 per badge (inclusive
23% Portuguese VAT).
2.3.1 Badges included for free of charge
Exhibitors are entitled to a certain number of free in-person exhibitor and in-person congress participant
badges, depending on the size of their stand. Congress participants badges give also access to the online
platform, but exhibitor staff badges do not. Companies wishing to buy online access can use the registration
form.
Summary table outlining free in-person exhibitor staff and in-person congress participant badges:
Free in-person exhibitor Free in-person congress participant
Stand size venue Lisbon
badges badges
6 – 19 m2 2 0
20 – 24 m 2 3 0
25 – 29 m2 3 1
30 – 39 m 2 4 1
40 – 49 m2 5 1
50 – 59 m 2 6 2
60 – 69 m 2 7 2
70 – 74 m2 8 2
75 – 79 m 2 8 3
80 – 89 m2 9 3
90 – 99 m 2 10 3
100 – 109 m2 11 4
110 – 119 m 2 12 4
120 – 124 m2 13 4
125 – 129 m 2 13 5
130 – 139 m2 14 5
140 – 129 m 2 15 6
150 – 160 m2 16 6
160 – 169 m 2 17 6
170 – 179 m 2 18 6
180 – 189 m2 19 6
190 – 199 m 2 20 6
> - 200 m2 20 6
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
112.3.2 Free in-person exhibitor staff badges and contractor bracelets
The in-person exhibitor staff badges allow admission to the exhibition area 1.5 hours before and 1 hour after
the opening hours of the exhibition (see paragraph 2.2).
Exhibitors do not have access to scientific or industry sessions. However, exhibitors may attend their own
industry sessions. To access these industry sessions, please present your exhibitor staff badge at the
entrance. The in-person exhibitor staff badges also give access to the coffee breaks and lunches served
during the official breaks.
Photography and filming in the exhibition area is only allowed within the stand of the company for exhibitors
wearing an in-person exhibitor staff badge. It is not allowed to film or take photographs outside the stand of
the company, in the general or catering areas of the exhibition.
Only the company names, as indicated on the application form, will be printed on the in-person exhibitor staff
badges; therefore, exhibitors can rotate these badges, as they prefer.
During the build-up and dismantling hours of the exhibition, all exhibitors and stand constructors are required
to wear a stand constructor bracelet for security reasons. These bracelets are valid during build-up and
dismantling only and will be supplied by the organisers, free of charge.
Free in-person exhibitor staff badges are assigned to the main contact person of the exhibition and this
person can view these badges from 15 June 2021 by logging into the Registration Portal with her/his existing
ECNP account. The main contact person will also be notified when these badges are available on the Portal.
Withing this same registration the main contact person can also indicate the expected number of stand
constructors or can purchase additional in-person exhibitor staff badges at a price of EUR 150 (excl. VAT)
per badge. If you order hostesses, please do not forget to order their additional in-person exhibitor staff
badges in case they are not included in the number of free in-person exhibitor staff badges.
Official agencies of exhibitors can order additional in-person exhibitor staff badges at a price of EUR 150
(excl. VAT) per badge via this Order form exhibition staff badges for agencies.
Free and additional in-person exhibitor staff badges can be printed by the exhibitor (or agency who ordered
the badges) at the onsite registration kiosks during the registration hours from Friday 1 October to Tuesday 5
October 2021. Further details will be sent to the contact persons closer to the congress.
Free constructor bracelet(s) can be collected at the loading bay during build-up and dismantling days.
The deadline to order additional in-person exhibitor staff badges and indicate the number of free constructor
bracelet(s) is 26 September 2021.
2.3.3 Hostesses
The appointed hostess agency of the 34th ECNP Congress is Spring Events. If you require hostesses, please
contact Sara Correia via sara.correia@springevents.pt or at +351 218 596 635/6.
The deadline to order hostesses is 26 September 2021.
Additional in-person exhibitor staff badges for your hostesses (in case they are not included in the number of
your free in-person exhibitor staff badges) should be purchased before 26 September 2021 (see paragraph
2.3.2).
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
122.3.4 Free in-person congress participant badges
Exhibitors are also entitled to a certain number of free in-person congress participant badges, provided the
stand space is at least 25 m². The number of free in-person congress participant badges depends on the
size of the stand (see paragraph 2.3.1).
For more details of what is included in the registration fee for in-person congress participants please see
here.
Please note that in-person congress participant badges do not give access to the exhibition area 1.5 hour
before and 1 hour after the opening hours of the exhibition.
These in-person congress participant registrations (when included) are provided on the same basis as group
registrations, therefore please carefully read the Group Registration Process. The main company person
(‘group coordinator’) receives unique voucher codes for each of the in-person congress participants. Your
congress participants should then activate their voucher code by logging into the Registration Portal with
their own My ECNP account and click on ‘voucher registration’. The free voucher codes can be activated
regardless of the participants’ profile (ECNP member/non-member etc.).
These free voucher codes are assigned to the main company contact person of the exhibition and this
person can view these voucher codes from 15 June 2021 by logging into the Registration Portal with her/his
existing My ECNP account! The main contact person will also be notified when these badges are available
on the Portal.
Your registered participants will receive further details on how to collect the badges (individual or group
badge pick-up, see Group Registration Process) and access the online platform.
The deadline to activate in-person voucher codes is 1 October 2021.
Any additional in-person or online congress participants can be registered through the individual or group
registration webpage and must be paid for in full.
2.4 Venue stand activities & information
Companies should endeavour to organise exhibits that are educationally, scientifically and/or medically
oriented. Exhibitors are permitted to demonstrate the company’s services and equipment and to make
informational presentations regarding product lines or services within the stand.
Companies are not permitted to organise meet-the-expert sessions at their stands for a larger audience or
use the phrase ‘meet-the-expert’. A small desk is, however allowed for book-signings, or for an expert to
meet 2-3 congress participants at the same time.
Only activities which, in the opinion of ECNP, are in line with the exhibition’s educational, scientific and
medical goals will be permitted. ECNP reserves the right to end activities or to close a stand.
2.4.1 Free-build stands
Allocated space for free-build stands is on the basis of stand space only. Stand space is defined as square
meters (m²) up to the maximum height as indicated under height restriction. Stand services are at the
exhibitors’ expense.
Stand constructions should adhere to the following criteria:
• Stands must not be obstructive in any way (openness of individual stands and the exhibition in general is
aimed for at all times).
• Stands should be transparent and openly constructed.
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
13o a maximum of 2 meters of the length of the stand is allowed to be a closed wall or similar, when
the length of the side is equal or less than 6 meters
o a maximum of 1/3 of the length of the stand is allowed to be a closed wall or similar, when the
length of the side is above 6 meters.
• Only single-story stands are allowed.
• Ensure that your stand is accessible to people with disabilities. Any stand with a platform should provide
an appropriate access ramp.
• The maximum stand height in the exhibition area is 4.50 meters. This maximum height should include
the technical floor of the stand, any lighting and/or lighting fixtures, and any other kind of hangings.
Suspension points are upon request, please use this Rigging order form. The deadline to place orders is 10
September 2021.
Stands may not be constructed without the organisers’ written approval. All free-build stand exhibitors must
supply the ECNP Office with a drawing showing the proposed layout of their stand and all dimensions and
elevation for official approval. The drawings must show the name of the company as well as the stand
number.
All working layout plans should be to reasonable scale, but not less than 1:100 and should include:
• Identification of walling, raised platforms, machinery, store rooms and special structures
• Description of materials used in the construction of the stand
• Specifications of machines and/or special equipment
• Lighting and lighting fixtures
Please use the template of stand plan sketch - layout fittings to show the connection points (electrical
connections and installations, telephone etc.) on your stand.
Please check carefully the Centro de Congressos de Lisboa (CCL) Specific Rules for Exhibitions with all
details for exhibitors.
Please submit the stand drawing in PDF format to Melinda Spitzer, congress2021@ecnp.eu before 1 July
2021. Exhibitors will be advised of official approval by the organiser and/or of modifications that must be
made to the drawings via e-mail by latest 1 August 2021.
2.4.2 Shell scheme stands
The shell scheme packages are 6, 9 or 12 square meters and the type of stand (row or corner stand)
depends on the final location of the stand.
All row stands will have side panels of 2 or 3 meters, and back panels of 3 or 4 meters depending on the
package size. One side panel is 2.50 meters high, the other side panels are 1 meter high (see drawing
below). For corner stands the one meter panels on one side will be left out.
Shell scheme packages include the panels as described above, electrical switchboard 3.3kw with 1 socket
230v, power supply, carpeting (black), fascia panel with standard black lettering and pre-inauguration
cleaning.
Furniture can be ordered by using the Furniture order form and if you wish to place graphics on the panel
walls and other services please contact Maria João Cruz from the CCL via mariajoao.cruz@ccl.fil.pt for an
offer.
Drawing of mid-row shell scheme stands
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
146m2 shell scheme 9m2 shell scheme 12m2 shell scheme
Drawing of corner shell scheme stands
6m2 shell scheme 9m2 shell scheme 12m2 shell scheme
If you wish to attach materials to your shell scheme such as posters, graphics and/or material we suggest the
use of adhesive materials or chains that do not damage any stand part. Any damage incurred to panels or to
other part of the stand will be charged to the exhibitor.
2.5 Exhibitor service desk venue
An exhibitor service desk is located in the exhibition area (Hall 2) of the congress venue during set up times
and will be open during build-up to assist exhibitors with contractor bracelets pick-up, last minute orders as
well as verification and adjustments of their orders for equipment, furniture and other auxiliary services.
2.6 Trolleys
Exhibitors are advised to make their own arrangements for handling exhibits, brochures, etc. For any
additional requirements please contact Wim Poels (KRISTAL) at wim.poels@kristal-logistics.com.
2.7 AV equipment
A full range of AV equipment is offered by AVK – Soluções Audiovisuais, S.A. For ordering please use the
AV order form for exhibitors. The deadline to place orders is 10 September 2021.
2.8 IT & Internet connection
Exhibitors can order IT equipment directly from the congress venue. For ordering please use the IT &
Internet order form for exhibitors. The deadline to place orders is 10 September 2021.
Free Wi-Fi is provided at the congress centre including the exhibition area.
However, to be sure that you have all the band width you need for your booth, we suggest ordering your own
cable internet connection. This connection will be provided with a password.
If you require your own internet connections, please complete the IT & Internet order form for exhibitors
before 10 September 2021.
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
152.9 Electricity & Lighting
All electricity equipment must comply with the standard power supply and must conform to the safety
standards and regulations set out by the congress venue in the Centro de Congressos de Lisboa (CCL)
Specific Rules for Exhibitions. The power services will be performed by the CCL.
If you require electricity or lighting please use the Electrical services order form. The deadline to place orders
is 10 September 2021.
2.10 Water connection
Water connection is available in the exhibition area for limited use such as for preparing coffee or tea.
If you require to use plumbing this can be ordered via the Technical services for water, carpet and platform
order form. The deadline to place orders is 10 September 2021.
2.11 Carpeting
2.11.1 Free build stands
Exhibitors must provide suitable floor covering, such as carpets, in their stand space. If the exhibitor fails to
order carpeting for the stand, the exhibition manager will order carpeting for the stand and the exhibitor will
be invoiced by the supplier for all charges and late order fees.
If you require carpet, please use the Technical services for water, carpet and platform order form. The
deadline to place orders is 10 September 2021.
The floor in exhibition area (Hall 2) is covered with a polished grey granite floor. It is recommended that
exhibition spaces are carpeted. Tape used to fix carpet must be fully removable. If tape is used that is not
fully removable or leaves traces, additional cleaning costs will be incurred.
For more details please refer to the Centro de Congressos de Lisboa (CCL) Specific Rules for Exhibitions.
2.11.2 Shell scheme stands
Carpeting (black) is provided as part of the shell scheme packages.
2.12 Cleaning and waste disposal
Exhibitors are responsible for cleaning their own exhibition stands. Stand cleaning is compulsory and every
exhibitor is obliged to keep the stand and surrounding areas perfectly clean. Through the night the floor of
the stands will be vacuumed, and any paper bins will be emptied by the Centro de Congressos de Lisboa
(CCL).
To order additional cleaning please use the Cleaning services order form and to order waste removal
services please use Waste removal services order form. The deadline to place orders is 10 September
2021.
Aisles and other areas within the exhibition will be cleaned by the organisers.
Exhibitors are requested to arrange with the official forwarder that the packing materials, empty cartons and
wooden crates will be removed for disposal or storage before the exhibition opens.
Exhibitors will be responsible for any charges incurred if the exhibition areas of the CCL are not cleared by
the stated time of 16.00 on Wednesday 6 October 2021.
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
16For safety reasons, aisles must be left clear and free for passage and must not be obstructed in any way.
Each day, at the closing of the exhibition and during build-up and dismantling times, exhibitors who ordered
this service are requested to ensure that rubbish is left in the aisle for collection.
2.13 Security
Security provided by the organisers has been implemented to prevent unauthorised access to the exhibition
areas and not to secure the contents of exhibition stands. Each exhibitor is responsible for his or her property
and necessary precautions should be taken. Whilst every reasonable precaution will be taken, the organisers
accept no responsibility for any loss or damage, which may occur to persons or property at the exhibition
from any cause whatsoever.
Exhibitors are requested to use common sense precautions at all times, and to ensure that all stand
personnel wear the official access badges. It is essential that you report any loss or theft from your stand to
the nearest police station and notify the organisers.
To help ensure security at the exhibition, please follow these points:
• Make one member of your team responsible for your company’s safety and security at the exhibition.
• Do not leave cash, handbags, mobile phones, valuables etc. in unlocked drawers, cupboards or on
display at your stand.
• Do not leave wallets in unattended clothing.
• Check that all lockable desks and cupboards are locked before leaving your stand.
• Please note that build-up and dismantling days are high-risk periods. You are recommended to work in
pairs so that the stand is manned at all times.
• Make sure you arrive prior to the official opening time and do not leave your stand before the official
closing time.
Please note that different ECNP activities may take place before or after the official closing hour of the
exhibition. ECNP will provide basic venue security to prevent unauthorised access to the exhibition area, not
to secure the content of the exhibition stands. It is the responsibility of the exhibitors to provide security for
their own stand and material.
If you want to book stand security please use the Security order form. The deadline to place orders is 10
September 2021.
It is recommended that exhibitors take out insurance to cover risks of damage and theft.
2.14 Rigging
Suspension points are upon request, please use this Rigging order form. The deadline to place orders is 10
September 2021.
2.15 Furniture
If you would like to order furniture for your stand, please use the Furniture order form. The deadline to place
orders is 10 September 2021.
2.16 Floral decorations
If you would like to order plants, floral decorations and arrangements please use the Flowers & Plants order
form. The deadline to place orders is 10 September 2021.
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
172.17 Catering
Tea, coffee and lunch is provided free of charge at the exhibition during breaks as mentioned in the
programme. Congress catering will be served in the direct proximity of the exhibition area, thus ensuring
maximum contact between exhibitors and participants. To locate the catering areas within the exhibition hall,
please refer to the latest exhibition floor plan.
Coffee and tea are provided during set-up or dismantling hours in the exhibition area.
It is forbidden to bring food and beverages from outside. The exhibitor is responsible for ensuring that the
ordered supplies follow the congress guidelines and the exhibitor is responsible for following the Centro de
Congressos de Lisboa (CCL) Specific Rules for Exhibitions.
Please refrain from serving alcoholic beverages in the exhibition area and the catering is restricted to finger
food only. Lunch bags cannot be provided.
The appointed caterer of the 34th ECNP Congress is Silva Carvalho Catering. Exhibitors can place orders for
catering by contacting Inês Oliva via ioliva@sccatering.pt or at +351 96 204 01 60. The deadline to place
orders is 15 September 2021.
2.18 Structural integrity and other regulations
All exhibit displays should be designed and erected in a manner that will withstand normal contact or
vibration caused by neighbouring exhibitors, hall labourers or installation/dismantling equipment such as
forklifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall
when freight doors are open.
Exhibitors should ensure that any display fixtures such as tables, racks or shelves are designed and installed
properly to support the product or marketing materials to be displayed upon them.
All entrances, exits, aisles, stairways, lobbies and passageways shall be unobstructed at all times. Exhibitors
may not place their materials in the floor space of other exhibitors or common areas of the exhibition.
Common areas must remain unobstructed at all times in order to allow the free flow of traffic. It is forbidden
to keep empty packaging, excess printed material and advertising material more than necessary for a daily
consumption. Items must not be stored behind stands/between inner and outer walls or areas under raised
platforms. All exit doors shall remain unobstructed at all times. Exit signs, manual pull stations, fire
department handsets, fire hose cabinets and portable fire extinguishers shall not be obstructed in any
manner.
All materials used in the construction of stands and stand interiors must comply with Fire Regulations of the
congress venue. Information about this can be found in Centro de Congressos de Lisboa (CCL) Specific
Rules for Exhibitions. Please read them carefully. All materials used in display construction or decorating
should be made of fire-retardant materials and be certified as flame retardant. Samples should also be
available for testing. Materials that cannot be treated to meet the requirements should not be used. A flame
proofing certificate should be available for inspection. All public safety laws and fire prevention regulations
must be observed. Moreover, the exhibitor agrees to permit the adoption of all control and safety measures
established by the organisers or by the management of the congress venue.
The storage and use of compressed gas and/or liquid gas in the exhibition halls or elsewhere on the
premises is not allowed. Balloons filled with flammable gas are not permitted within halls (the only authorised
gas is helium). In case helium balloons are used, these must be tied securely to the stand. Should they break
loose from the stand they will travel to the ceiling and to the ventilation. There will be a cost charged to the
exhibitors for the manpower and lift rental to get any balloons removed. Welding and spraying work within
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
18the confines of the exhibition premises is prohibited. Only fireproof adhesives may be used for glue work
within the exhibition premises.
All fire hose cabinets, fire extinguishers, pull stations and emergency exits, including those inside an
exhibition space, must be visible and accessible at all times.
Stoves, cooking facilities, electrical heaters or other similar electrical appliances inside the hall are forbidden.
Any machinery that creates dust, shavings, and dangerous or irritating omissions must be fitted with fire
extinguisher. For purposes of safety and in compliance with the Centro de Congressos de Lisboa (CCL)
Specific Rules for Exhibitions, fire extinguishers will be provided by the organisers in the display areas and
placed as regulations require.
In no case may any inflammable material or object be introduced in the exhibition. The use of open fire
demonstrations is not allowed.
Laser products, gas cylinders and LPG gas are not allowed.
Before initiating the stand and in order to avoid damaging to the floor, it is obligatory to cover the entire
surface area of the stand with non-self-adhesive carpeting.
The construction of stands with construction materials or adornments that contain products such as cement,
sand, plaster, tile, brick or any other similar material are prohibited.
It is also prohibited to drill, use glue or any other adhesive that can be difficult to remove from the structure of
the congress venue.
No items may be placed on the walls and seats, they must be correctly put into a pile wherever the security of
the congress venue authorises. No item may be dragged unless a carpet is placed under it.
Electrical and other mechanical apparatus must be muffled so that the noise does not disturb other exhibitors
or other areas of the congress centre.
During set-up if using paint and wallpaper the area must be covered by PVC sheeting.
The congress venue will not be responsible for any item or material that has not been removed once the 34th
ECNP Congress is finished. The congress venue will proceed to remove the items and the exhibitor will be
charged for the expense of this removal service.
The exhibitor agrees to permit the adoption of all control and safety measures established by the organisers
and by the management of the congress venue.
The exhibitor agrees to observe the norms in force on safety, and particularly the maximum capacity of the
halls and rooms, emergency exits and fire prevention measures. In no case may any flammable material or
object be introduced in the exhibition. In no case may any access to a fire exit or fire hydrant be blocked
(please refer to the exhibition floor plan).
Contractors must remain in the areas where they work and avoid going through any other different place in
the congress centre.
The exhibitor must ensure that the companies working on their behalf during the build-up, exhibition opening
hours and dismantling (contractors, decorators, audio-visual, catering, hostesses and other companies) are
aware of the strict legislation regarding safety and hygiene. They will respond to the damages, which might
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
19be caused by accident where there is fault or negligence, leaving the congress venue and the organisers
exempted from the same.
2.19 Emergency procedure
All exhibitors are requested to inform the organisers of the responsible contact person of his or her substitute
for emergency situations via the Exhibitor onsite contact form. The appointed contact person for each stand
is responsible for evacuating the stand in the case of an emergency and for ensuring that the fire and safety
regulations of the congress venue and the directions of the organisers and/or security officials are followed.
Please fill in the Exhibitor onsite contact form and send it back to congress2021@ecnp.eu before 10
September 2021.
2.20 Additional Online exhibition packages
In addition to exhibition stands at the venue in Lisbon, exhibitors that have ordered packages on the online
platform will also have a stand in the online exhibition. There are three different online exhibition packages
(named Package 1, Package 2 and Package 3).
Example of branded Online Exhibition Package 3
2.20.1 Access to online exhibition stands
The online exhibition is only open to registered congress participants (in-person and online).
In order to be compliant, during the registration process of the 34th ECNP Congress, participants are
requested to indicate if they are Health Care Professionals (HCP), non-Health Care Professionals (non-HCP)
or employees of a pharmaceutical company.
A Health Care Professional according to the Portuguese law means any person legally entitled to prescribe,
dispense or administer medicinal products, such as doctors, dentists, veterinarians, odontologists,
pharmacists or nurses.
Exhibitors can block access to their online exhibition stand for non-HCP participants. It is also possible to
allow access to the stand, but block one or more of the information panels within the exhibition stand for non-
HCP. Each information panel can also be blocked for participants from certain countries. When access to a
stand is blocked, the participant will be able to see the exhibitor’s ‘tile’ on the exhibition floorplan, but will not
be able to access the stand. The participant will see a pop-up explaining he/she does not have access. This
means the stand will not be visible at all to this participant. Information panels in a stand are visible to all that
visit the stand, but participants whose access to a screen has been blocked will not be able to access the
content linked to the panel.
On the upload page for their online stand (see paragraph 2.20.5 Online exhibition upload page), companies
can regulate access to their online stand and to each of the information panels.
ECNP Industry Manual 34th ECNP Congress Hybrid, 2-5 October 2021, Lisbon, Portugal
20You can also read
