SERVICE MANUAL FOR EXHIBITORS - Industrial Exhibition
Contents
1. HOFBURG perm p gt REDOUTENSALE D5 ee WIEN lt oO ADETZK 9 ag Z 5 E 21 zn SCHWEIZERHOF ue E THERESIE HERESIE a 2 E APPI APPI Ini os ETZKY 25 NZ APPI G H E 2 e CHAETERSTIEGE s pie j j j BOTSCHAFTERST HOFBURGKAPELLE EB ENTREE ae i Fire extinguisher coss Ed 45222 ZIMMER EB f Nii i m m Fel 1 4 Fab yu LS CUBANTENSTUBE esp ERSAAL KUCHE a GEMENE 7 wmm A E AN Y RATSTUBE AD _ gt _ s 1ICHTHOF 252 S T ii nn re 4 FES T EG n rescue way oo ESTS 4 5 amp G GALERIE J o URG 3 Fire alarm box ind lo 4 d ES o Legende ZEREMONIENSAAL a 2 2 SEITENGALERIE PLATZI METTERNICHSAAL e t e Rettungszeichenleuchten o EE m N Brandmelder 0 E foam ec 8 Linearmelder 7 55 1 ES E Feuerl scher 2 19 oo lO Hydrantenanschlusskasten F au zt Druckknopfmelder a T Brandschutzt r jaa fal Stechpunkte Rundgang 555 E FESISAAL H 5 WINTERGART2. quee EUN UN Eu he gt gt _ GEHEIME ia 5 n RATSTUBE _ h i rz Ma a eu LICHTHOF ee f el FESTSTIEGE 2 Boda HOFBURG GALERIE lt e HE AL i i P 8 6 ZEREMONIENSAAL 2 o SEITENGALERIE PLATZL gt gt METTERNICHSAAL 1 MA so Z 6 9 a Y 2 D 5 E B E FESTSAAL E 2 HELDENPLATZ BERSICHTSPLAN ANMERKUNGEN MASSSTAB VIENNA MEZZANIN L
3. INTERCONGRESS inspires effects SERVICE MANUAL FOR EXHIBITORS Industrial Exhibition The First Open Meeting of the European Knee Associates EKA The Osteoarthritic Knee Best Current Practice in Europe BCPE 24 26 November 2011 HOFBURG Vienna Heldenplatz 1014 Wien Osterreich As of July 2011 TABLE OF CONTENTS A General information for exhibitors B General conditions for exhibitors C General terms and conditions of business for the rental of exhibition space of Intercongress GmbH and the Exhibition Regulations of Wiener Kongresszentrum Hofburg Betriebsgesellschaft m b H D Plans 1 How to reach the Hofburg 2 Map of the Hofburg in detail 3 Map of delivery and parking of the Hofburg Vienna 4 Floorplan Meeting Area in the Hofburg 5 Floorplan with rescue ways fire extinguisher and fire alarm boxes E Order Forms Service provider Deadline 1 Order form additional exhibitor s badges Form 1 Intercongress 01 October 2011 2 Standsystem furniture will follow SYMA SYSTEM GmbH will follow 3 Electricity Form 3 Richard Lesonitzky GmbH 01 October 2011 F Hotel information A General information for exhibitors Meeting Date Venue Organiser Scientific board and moderators Organisation of the industrial exhibition Industry area Floor Max height First Open Meeting of the European Knee Associates EKA The Osteoarthritic Knee Best Current Practic
4. 9 3 10 11 11 1 In the event of default on the part of the Exhibitor the Organiser may charge interest payable on arrears at the rate of 5 6 p a above the basic interest rate in force at the time of default So far as only businessmen are involved in the legal transaction interest payable on arrears will be at 8 6 p a above the basic interest rate in force at the time of default Should the Organiser be in a position to substantiate that greater damages have been caused by default a claim may be made for this amount The Exhibitor is however entitled to prove that damages resulting from default have not occurred or only to a lesser degree If the Exhibitor is a businessman he shall be obliged to pay the interest stated in the first sentence of this subclause within two weeks of dispatch of the invoice without a reminder being necessary With respect to the marketing of those items for which he shall possess a hirer s lien the Organiser shall be unrestricted to the extent that statutory provisions are permissible these shall be eliminated by this agreement The Exhibitor may only set off against amounts due to the Organiser from the rental agreement such claims and only exercise a right of retention in relation to such claims as are either undisputed or legally effective Reservation of Rights of Amendment and Rescission Having serious reason e g industrial dispute force majeure the Organiser shall be entitled to relocat
5. 4 1 4 2 5 2 5 3 5 4 5 5 6 2 LA INTERCONGRESS berzeugt bewegt General Terms and Conditions of Business for the Rental of Exhibition Space Preamble Contracting parties to the rental agreement shall be the Organiser and the Exhibitor The Organiser will be published in the printed material of the event In case Intercongress GmbH is not the Organiser of the event the Organiser shall be represented by Intercongress GmbH Wilhelmstr 7 65185 Wiesbaden Germany here after IC for the purposes of concluding and amending the agreement and exercising dispositive rights as well as performance under the agreement Services on the part of the Exhibitor shall be rendered exclusively on the basis of these General Terms and Conditions of Business They shall also apply to the participation of the Exhibitor in future events arranged by the Organiser provided that the latter is represented by IC in this regard Any Terms and Conditions of the Exhibitor which shall deviate from or conflict with these Terms and Conditions of Business shall not be accepted not even in the event of the Organiser performing his services without further reservations Quotation and Conclusion of Contract Quotations made in prospectuses advertisements etc shall be subject to change without notice and without obligation also with regard to price details Submission of the completed stand application form shall represent an offer to contract
6. etc must be self supporting If objects stand structures rigs etc are set up for exhibitions the Client shall lay suitable protective sheeting or carpeting minimum thickness 2 mm under them Such structures must be at least 15 cm from the walls As soon as rigs are erected on stands these superstructures must be accepted and declared structurally sound in writing by a structural engineer this must take place prior to the inspection by the authorities Painting and wallpapering within the exhibition facilities is only permitted if the floors are protected by suitable sheeting Clients shall use best efforts to prevent dust generation Woodworking equipment such as milling cutters may not be used unless fitted with an appropriate integrated automatic dust extraction system dust bag If double sided adhesive tape is employed to fix carpeting or tiles to the floor and or secure decorations only tape approved by the Operating Company may be used Such tape shall be so removed by the Contractual Partner after the event that no residues remain Only loose laid carpets or floor tiles may be used as floor coverings in the exhibition facilities Use of adhesives to fix floor coverings to the floor or of self adhesive carpet tiles is prohibited Dismantling must be carried out in a competent manner and must be completed by the contractual deadline The Operating Company shall otherwise be entitled to place in safe keeping or entirely remo
7. loading must be notified to the Operating Company The vehicles used must display a loading zone card available from the porter Heavy goods vehicles are absolutely prohibited from parking in the loading areas for the entire duration of the conference exhibition Please observe this rule strictly as infringements can result in considerable expense The Operating Company accepts no liability for parking fines or tow away fees The loading areas shall be kept free outside the set up and dismantling times If deliveries are to be made by heavy goods vehicle attention should be paid to the fact that vehicles with a length of 12 m or more require special permits to enter the area inside Ringstrasse Clients must apply for such permits to Municipal Department 46 MA 46 Traffic Management and Organisation Ignazgasse 4 1120 Vienna T 43 1 81114 direct dial 92691 e mail post m46 magwien gv at Alterations to the premises Third Party Companies and equipment bringing in of objects In the event that alterations to the premises are required in connection with the exhibition or that Third Party Companies third party equipment or other items hereinafter referred to as Objects are brought on to the premises of the Operating Company particular care shall be taken to comply with clauses 13 and 14 of the General Terms and Conditions of Business and Terms and Conditions of Quotation No Objects of any kind whatsoever may be brought on to the premises
8. 19 2011 To make your room reservation please use the booking form Hotel Astoria Austria Trend Hotel Europa Wien Standard category Karntner StraBe 32 34 Single room 180 per room night 1010 Vienna Austria Double room 180 per room night Phone 43 1515 77 88 Breakfast 15 per person night Fax 43 1515 77 82 E Mail reservierung astoria austria trend at www austria trend at Close to both the Vienna State Opera and St Stephen s Square you will be greeted by a vibrant ambience set against the fascinating backdrop of this world famous cosmopolitan city This upscale hotel serves as an ideal base from which to explore all of the cultural highlights which downtown Vienna has to offer The HOFBURG Vienna is in walking distance Furniture in the style typical of fin de si cle Vienna combines timeless elegance with tradition and comfort http www austria trend at Hotel Astoria Booking deadline October 31 2011 To make your reservation please use the booking form Hotel Mercure Josefshof Wien Josefsgasse 4 6 Superior category 1080 Vienna Austria Single room 139 00 per room night Phone 43 1 404 19 702 Double room 139 00 per room night Fax 43 1 404 19 170 Breakfast 15 00 per person night E Mail reservierung josefshof com www josefshof com The Mercure Josefshof Wien is a charming 4 star hotel in the city with traditional Viennese flair and modern facilities Situated in the old town ove
9. 3x1 5 floor 83 90 halogenlight flood 500W 22 80 flatcable 5x1 5 floor 00 130 00 halogenlight flood 1000W 33 00 cable duct for floor 185 10 halogenlight flood 1500W Hg 101 50 mast 3m 26 50 booth grounding L_ LJ erae o 56 30 certificate for self installation 63 00 fitter hour LL TEILE TEE TEE ILE IET at least one power supply is necessary For more information concerning our lightings please have a date look at our homepage WWW LESO AT HOFBURG or please ask for our catalogue All prices are mentioned in Euro without VAT Based upon the prices 2011 signature Richard Lesonitzky GmbH 1180 Wien Lacknergasse 78 Phone 43 1 470 37 00 Fax 43 1 470 37 00 19 name in block letters Handy 43 664 470 37 00 www LESO at event leso at Jurisdiction and place of execution Vienna VAT ATU 155 82 108 Orders must be payed until 14 days before the event starts Please fax 43 1 470 37 00 19 or mail event LESO at this form to us It would be kind if you could use the back of this page for the sketch of the electrical installation or to send it on a separate page Light LA INTERCONGRESS Hotel All participants get special rates when booking in the hotels mentioned below These reservations made by Intercongress give you the chance to make a direct booking at an early stage To make a reservation please fill in the booking form and contact
10. in the absence of a prior agreement between the Contractual Partner and the Operating Company Agreement shall be reached as to the time and form of delivery as well as any storage The Operating Company also reserves the right to reject Third Party Companies desired engaged by the Client if there are justified concerns with regard to such companies care and diligence In the event that heavy goods vehicles are brought on to the premises the safety requirements must be fulfilled and proof of compliance in the form of the necessary official and technical permits furnished to the Operating Company Exhibition Regulations last update 11 2007 Page 2 of 5 6 2 6 3 6 4 6 5 6 6 6 7 6 8 6 9 np HOFBURG VIENNA Please note that the fuel tanks of such vehicles must be completely drained and flooded with nitrogen proof of same must be furnished and the batteries unclamped Exhibition set up and dismantling supervision The exhibition area of the premises must without fail be treated with care This applies in particular to the floors walls doors and doorposts light fittings staircases and lifts Drilling screwing or nailing into the walls ceilings floors or columns is prohibited Walls and pillars may not be subjected to loading from the weight of exhibition stands or exhibits When planning your event please bear in mind that all structures stand elements equipment
11. tax office These will also be available at the Exhibitor s Service Desk from 24 November 201 1 Stamp signature LESO HOFBURG Your Partner for Electric and Light VIENNA Richard Lesonitzky GmbH partner of Kongresszentrum Hofburg BetriebsgesmbH Dear Exhibitor Ref Electrical equipment for exhibition power supply The Kongresszentrum Hofburg BetriebsgmbH in Vienna has asked us Richard Lesonitzky GmbH to send you an order form for the desired circuit lines outlets as well as the desired lighting We took care to make some packages of different power ampere for you Please choose as you need it them Each connection consists of the proportionate offshore net construction as well as specified switch with connection belonging to it and on loan including assembly and dismantling Perhaps there is a need of a booth grounding if you have a metal stall as well as the report of results of the commission before you start your event You have to submit the examination report to the Magistrat of the City of Vienna If you do some installations on your own you have to carry out a booth grounding separatly and you also need a separate report result of the commission Please be informed that we have to charge you for these costs too You also have the pos sibility to have your own material installed by us if it is corresponding to the standard Please do not forget to order these services timely before the beginning of the ev
12. up and dismantling times unloading of goods is possible in the yard besides the building Beyond the legal liability no further liability can be accepted Especially excluded are liabilities of the Organiser concerning personal and property damages as well as burglary or theft and other loss of assets We recommend all exhibitors to take out a special insurance against theft The use of additional means of advertising outside the rented stand area has to be announced to Organiser and will involve extra costs These means of advertising must not cause any acoustic or optical inconvenience The given set up and dismantling times have to be strictly observed An early dismantling of booths shall not be tolerated 13 The exhibitors are obliged to clear up their stand areas and leave them in a tidy state 14 The householder s rights in the exhibition area and the affiliated grounds remain with the respective property management in this case the congress centre Alfandega The orders of the supervisory staff have to be followed immediately The security staff is entitled to enter and inspect stand installations at any time 15 Should any regulation of these general conditions be or become void this shall not affect the validity of the remaining regulations The void regulation shall be replaced by a valid regulation which is closest to its meaning aim and economic purpose Intercongress GmbH As of January 2008 2 2 3 2 3 3
13. EN Folgende Punkte sind bei den Brandschutzt ren zu beachten ue Z Die Brandschutzt ren d rfen nicht blockiert werden Kleinersaal 200er Gang M 1 Sie m ssen jederzeit automatisch schlie en k nnen zs We die T lektrisch aufgestellt sind 22 5 75 a m Sollte ein Teppich ausgelegt werden muss 50 cm vor und nach der S Brandschutzt r der Teppich unterbrochen werden ra rss HELDENPLATZ 2 UBERSICHTSPLAN ANMERKUNGEN MASSSTAB i m emn HOFBURG VIENNA MEZZANIN Sicherheitseinrichtungen First Open EKA Meeting LA INTERCONGRESS Vienna Hofburg November 24 26 2011 E 1 Order Form Please return form until 1 October 2011 to Intercongress GmbH ORDER FORM Silke Melzer Wilhelmstr 7 65185 Wiesbaden GERMANY Phone 49 611 97716 60 Fax 49 611 97716 16 silke melzer intercongress de Company Contact person Address Badges Place date Badges for exhibitors You will receive 1 exhibitors badge per 3 sqm exhibition space FREE OF CHARGE which will be available at the Exhibitors Service Desk in the entrance area of the Hofburg from 24 November 2011 Should you require further exhibitors badges for your stand personnel you can order them here We need further exhibitors badges at 100 per badge plus VAT if demanded from Austrian
14. ar The main switch and the report result are a must The offshored mains connections with heteropolar main switches and related possibility of supply socket booth grounding report result and commission with the Magistrat der Stadt Wien are part of the installation of the power supply All materials are on loan including the installation and dismantling during the event Costs for electricity kWh 0 85 Symbol Price Description Symbol Price Description 89 80 minipowersupply 250W 230V A 34 00 halogenspot Piccolo 75W 176 00 powersupply 2kW 2000W 230V 45 60 cantilever halogen Piccolo 75W 400 80 powersupply 6kW 3x2000W 230V 46 50 halogenspot Saturn 100W 400 80 powersupply 6kW 6000W 400V 55 10 cantilever halogen Saturn 100W 45 50 extension over 6kW every kW 63 80 halogenspot 12V 50W 47 50 switch 2kW 2pol 70 20 cantilever halogen 12V 50W on 93 80 switch 6kW 3pol 34 00 spot Solo 100W is 21890 distribution board 15kW 230V 42 60 cantilever Solo 100W 7 k 33740 distribution b 25kW 230V 400V 35 10 globelight 100W 30 20 socket 3x 230V 500W 48 60 downlight 230V 50W 45 0 socket 230V max 2kW 59 60 downlight 12V 50W 102 60 powersocket CEE 16 5 62 00 halogenspot 12V 50W Vertico 218 90 powersocket CEE 32 5 70 20 halogenlight flood Schauferl 300W 28 00 converter CEE16 5 to CEE32 5 83 90 cantilever flood Schauferl 300W 12 70 flatcable
15. atter may increase the price Clause 6 The Co exhibitors shall be joint and each liable for al contractual obligations Allocation of Exhibition Space Exhibition space shall be allocated according to the order of receipt of applications The date o receipt by IC shall be decisive Notwithstanding the stand confirmation IC shall reserve the right to subsequently allocate a differently positioned stand to the Exhibitor alter the area of his exhibition space relocate or close entrances and exits to the exhibition site or to the halls provided that taking into consideration the interests of the Organiser such alteration shall be fair and reasonable for the Exhibitor Should adherence to the stand confirmation present an unreasonable degree of hardship for the Organiser yet such alteration be unacceptable to the Exhibitor the former may rescind the agreement Stand Construction and Design The construction and design of the stand must comply both with the general rules on competition and regulative law and with the technical safety regulations Visual or acoustic disturbance of adjacent areas must be avoided The stands must be manned during opening times and equipped with exhibits Only objects which correspond to the exhibition program have been registered and are brand new may be exhibited Other objects may not be exhibited unless this shall be absolutely necessary for the presentation or functioning of the permitted exhibits T
16. bly or the approval of the stand design entries in the catalogue alterations in the area of the stand to which objection is not immediately made in writing as well as the endearing of other legal causes Limited liability shall also apply to the conduct of sub contractors Claims for damages brought against the Organiser arising from contractual or quasi contractual breach of duty or from offence have to be enforced by suit within a stipulated period of 6 months The stipulated period begins at the time of information or from the end of the exhibition at the latest This shall not affect the statutory warranties of the Organiser Composition of Damages Should the Exhibitor rescind the agreement without due justification or should the Organiser rescind the agreement for reasons to be found in the person of the Exhibitor the Organiser may calculate a lump sum for damages incurred as a result of the rescission and invoice the Exhibitor accordingly The lump sum shall amount to 80 of the total stand rental plus additional charges however with the exception of electricity costs in cases of rescission within four weeks prior to the exhibition 50 of the total stand rental excluding additional charges in cases of rescission within six months prior to the beginning of the exhibition 25 96 of the total stand rental excluding additional charges in cases of rescission at any previous date Should the damages actually incurred be gr
17. e curtail temporarily close entirely or in part or cancel the exhibition He shall immediately notify the Exhibitor accordingly In the event of relocation or curtailment he shall request the Exhibitor to declare his agreement within a reasonable period usually two weeks Should the Exhibitor not object to the relocation or curtailment within this period consent shall be deemed to have been given When setting a final date the Organiser shall expressively point out to the Exhibitor the implications of his silence Should the Exhibitor object the Organiser may rescind the agreement In case the event cannot be organised or is subject to change due to reasons which are outside of the sphere of responsibility of Intercongress GmbH e g natural catastrophe strike or force majeure no claim for refund of the proportionate registration fees or for a compensation of any financial losses can be made The Organiser may rescind the Agreement should the Exhibitor default or insolvency proceedings be instituted in relation to his assets or should the Exhibitor s company be liquidated for other reasons Limitation of Liability Neither the Organiser nor IC shall be obliged to take precautions against loss or damage of exhibits or stand fittings The Organiser and IC shall not be liable except in cases of intent or gross negligence for damages suffered by Exhibitors as a result of erroneous particulars relating to allocation of space stand assem
18. e in Europe BCPE 24 26 November 2011 HOFBURG Vienna Mr Christian Koprolin Heldenplatz A 1014 Wien Austria Tel 43 1 5873666 16 Fax 43 1 5356426 E Mail c koprolin hofburg com www hofburg com Intercongress GmbH Jean No l Argenson France Andrea Baldini Italy Francesco Benazzo Italy Roland Becker Germany Johan Bellemans Belgium Maurilio Marcacci Italy Emmanuel Thienpont Belgium Jan Victor Belgium Ate Wymenga Netherlands Intercongress GmbH Ms Silke Melzer D sseldorfer Str 101 D 40545 D sseldorf Tel 49 211 585897 85 Fax 49 211 585897 85 E Mail silke melzer intercongress de Hofburg Mezzanin 1 floor wooden floring Publicity Points Wintergarten 4 00m Technology Suites Geheime Ratstube 2 50m Marmorsaal 2 50m Antekammer 2 5m Rittersaal 2 50m Trabantenstube 2 50m K nstlerzimmer 2 20m Radetzky App 1 2 20m Radetzky App Il 2 20m 10 11 12 Conditions Dates Deliver storage transportation See general terms and conditions of Intercongress GmbH and the Exhibition Regulations of Wiener Kongresszentrum Hofburg Betriebs gesellschaft m b H section C Delivery and Set up Thursday 24 November 201 1 07 00 12 00 h Opening Hours Thursday 24 November 201 1 12 00 19 00 h Friday 25 November 2011 07 00 16 30 h Saturday 26 November 2011 07 00 11 30 h Welcome reception Thursday 24 November 2011 19 00 20 00 h Dis
19. eater the Organiser may claim for the greater amount Should the Exhibitor prove that the damages are less than the lump sums a correspondingly reduced amount shall be payable Final Provisions All declarations made in connection with this agreement must be submitted in writing Should any provision of these Terms and Conditions of Business or other agreements between the parties be or become void this shall not affect the validity of the remaining provisions It is agreed that instead of the invalid provision a valid condition shall be accepted which comes nearest to the intended economic purpose German Law shall apply to this agreement Should the Exhibitor be a businessman or not have any place of general jurisdiction within the Federal Republic of Germany the place of jurisdiction shall be Freiburg In addition the Organiser and IC shall also be entitled to institute legal proceedings against the Exhibitor at his place of general jurisdiction or at any particular place of jurisdiction which may already exist Intercongress GmbH 2010 1 2 1 3 3 2 3 3 np HOFBURG VIENNA EXHIBITION REGULATIONS of Wiener Kongresszentrum Hofburg Betriebsgesellschaft m b H General These rules are an integral part of the agreement between the Client and Wiener Kongresszentrum Hofburg BetriebsgesmbH hereinafter also referred to as the Operating Company The Client hereinafter also refer
20. ent If you carry out the electrical installations for your stall on your own we have to check the proper execution of your work according to the appropriate exhibition determinations in Austria no matter how much connections you have within your stand In case that the electrical installations have been ordered by you or have been carried out by your own staff this check passes the liability for your part to the Kongresszentrum Hofburg BetriebsgmbH in Vienna You guarantee that all this work was performed properly and carried out corresponding to the appropriate legal determinations If this is not the case the Kongresszentrum Hofburg BetriebsgmbH in Vienna will charge you for all damages which will occur For Neonsystems High voltage you have to submit a certificate of the source unit which is a proof that the construction corresponds to the OEVE Instructions We will also have to charge you for the cost of electricity as following costs during the installation costs during the event Please take note that for our company and for the Kongresszentrum Hofburg BetriebsgmbH in Vienna the person who is authorized to sign this means who is authorized to place oders with us or the Kongresszentrum Hofburg BetriebsgmbH in Vienna has to be present during the installation and during the event at the stand or premises rented As already agreed in our contract the payment has to be carried our after accounting within 8 days net wit
21. he sale of exhibits including exhibition samples software and specialist literature to private persons outside the legal opening hours for retail shops is prohibited moreover the regulations regarding the quotation of prices order are to be observed The Organiser shall be entitled to remove exhibits or have them removed from the stand at the expense of the Exhibitor should their exhibition be prohibited and the Exhibitor not immediately remove them upon the request of the Organiser Should removal of the object not be possible or not adequate to establish an acceptable state the Organiser may terminate the agreement with immediate effect Prices The prices quoted shall apply to each square meter of stand area or part thereof plus the statutory value added tax applicable at any given time There shall be no deductions for hall supports The prices quoted represent all assembly days including days for set up and dismantling Additional charges for electricity furniture flowers decorations etc shall be invoiced separately Various surcharges for Co exhibitors shall apply Terms and Conditions of Payment The stand rental fee shall be payable net plus an appropriate advance payment towards additional charges to be determined by the Organiser and plus value added tax upon registration and issue of an invoice by IC Payments shall be remitted to a separate account only which shall be advised 7 2 7 3 7 4 8 2 8 3 9 2
22. heir own responsibility as far as this is not inconsistent with regulations of the general conditions for exhibitors The booths have to be open to the ceiling Decorations and coverings have to be hard to inflame Sign posts must not be covered emergency exits and supply channels must not be blocked All electrical equipment has to be installed according to VDE regulations Floors walls lamps etc are to be treated with care It is not allowed to drill nail or screw All damages incurring have to be reported at once and will be removed at the responsible party s cost In case of lose carpet being laid it is essential that the edges be secured The use of inflammable or toxic gas is strictly prohibited Apparatus and equipment used within the exhibition as well as other appliances and items of furniture brought into the exhibition have to meet the general safety regulations The exhibitors commit themselves to taking back packing material and hazardous waste Furniture electrical equipment etc will be provided and charged separately after receipt of the corresponding order forms Deliveries have to be marked with the name of the company the event and the stand number They have to be delivered with all carriage paid Deliveries outside the official set up and dismantling times are not possible as there is not enough storage room available in the congress centre Vehicles must be parked in the indicated no parking areas During set
23. hout any discounts We reserve the right to require a bail in certain cases before the execution of the order If there is a delay in pay ment we will charge you for all costs which will arise from it fine collection costs interest on arrears are 1296 per anno as already agreed in our contract Jurisdiction and place of execution Vienna Please do not forget to fill in the enclosed order form and eventually send us an outline for the electrical installa tions Please send it by return mail to Richard Lesonitzky GmbH 1180 Vienna Lacknergasse 78 at latest 3 days before the start of the installations for the exhibition After receiving your order you will get the invoice immediately The inovice should be payed until 14 days before the event starts so that we can guarantee your power supply We point out that the contents of this letter also become object of our agreement Yours faithfully Richard Lesonitzky GesmbH 1180 Wien Lacknergasse 78 Tel 431 47 037 00 Fax 43 1 470 37 00 19 partner of Wiener Kongresszentrum Hofburg BetriebsgesmbH Power Su Distribution LL 4127947 Your Partner for Electric and Light VIENNA Richard Lesonitzky GmbH partner of Kongresszentrum Hofburg BetriebsgesmbH Company boothnumber exhibition Order Form 2011 Power Supply and Lighting According to the principle of public functions all supplies have to be installed to be switched off heteropol
24. iable for loss or damage of exhibits or stand fittings We therefore recommend not to leave valuable goods in at booths or hire security through Mr Kurt Pfeiffer It is recommended to have insurance for the stand the exhibits and the stand personnel Activities outside the Publicity Points and Technology Suites like distributing brochures questionnaires and other are prohibited See section F Every exhibiting company is in charge that the regulations of the Hofburg Vienna and the Intercongress GmbH will be followed at all times and that all needed authorisations are secured Please keep certificates ready that all material used in the Technology Suites or Publicity Pointes are fire resisting Security checks might be possible This document is part of the contract and are binding approved with the signature of the booking form of a Technology Suite or Publicity Point B General conditions for exhibitors 10 11 the The exhibitors are restricted to the location size external dimensions and shape of the stands stated in the exhibitors plan Alterations require the written consent of the Organiser The marked escape routes have to be kept clear at all times It is not allowed to assign the rented stand area or parts thereof to other companies The additional costs stated in the exhibitors invoices cover the fees for corridor cleaning waste disposal and exhibitors service The exhibitors design their stands to t
25. ing m EKA Meeting 2011 N R Ei Parkbereich KGZ HOFBURG Kongresszentrum amp Redoutensile Wien LP m Museum f r V lkerkunde wien E a Delivery Ga Deliver Gat ORE 2007 g ltig wahrend der OSZE Konferenzzeiten Stand 01 09 2007 BURG LATZ IN DER ERANZENSPLAT 7 folio Lecture Hall o g 9 9 REDOUTENSAAL UBERGANG MARIA THERESIEN APP III KAPELLENHOF SCHWEIZERHOF ENTRANCE BOTSCHAFTERSTIEGE MARIA THERESIEN APP MARIA HERESIEN APP IL THERESIENGANG ENTREE HOFBURGKAPELLE ZIMMER JACHTHOF FESTSTIEGE HOFBURG GALERIE SEITENGALERIE METTERNICHSAAL VORSAAL Kleinersaal 9 9 S wh z Exhibition B coffee B Publicity Points HELDENPLATZ i rmm Y mmm i HOFBURG MEZZANIN VIENNA ANMERKUNGEN PLATZ IN DER BURG FRANZENSPLAT SCHWEIZERHOF THERESIEN REDOUTENSAAL KAPELLENHOF APP I
26. lu com www radissonblu com stylehotel vienna Among four star hotel rooms in Vienna these deluxe rooms are a standout Standard rooms sport a contemporary d cor complete with modern art and design furnishings The rooms are equipped with high end amenities such as free high speed wireless Internet access flat panel LCD televisions CD and DVD players mini bar hair dryer and individual climate control The hotel is in walking distance from the HOFBURG VIENNA http www radissonblu com stylehotel vienna Booking deadline October 13 2011 To make your room reservation please use the booking form LA INTERCONGRESS Hotel Ambassador K rntner Stra e 22 Standard category 1010 Vienna Austria Single room 200 per room night Phone 43 1 96161 612 Double room 200 per room night Fax 43 196161 613 Breakfast 25 per person night E Mail sabine mayrhofer ambassador at www ambassador at Tradition and present arts and delights experience the special flair of a top hotel in the heart of Vienna For more than 100 years the Ambassador Hotel offers elegance and luxury such as cannot be found in any other hotel in Vienna The Ambassador Hotel in central Vienna has a marvelous location on Karntner StraBe The State Opera St Stephen s Cathedral the Imperial Palace and the Musikverein are in the immediate vicinity The HOFBURG Vienna is in walking distance http www ambassador at Booking deadline October
27. ly indicated by signage The fire doors must be kept free and the minimum width of 2 50 m required due to the automatic closing mechanisms be observed Inflammable materials such as highly inflammable plastics paper cardboard or reed matting may not be used for stand construction or facing or for decorative purposes Valid impregnation certificates for decorations posing a potential fire hazard B1 Q1 TR1 shall be submitted to the Operating Company Naked flames cooking appliances lasers and gas cylinders of all kinds are prohibited Storage of empties and packaging in and behind stands is prohibited Storage on the premises of the Operating Company requires the consent of the same Maximum stand height is 3 m subject to clearance from the chandeliers Wall mounted light fittings must be carefully incorporated in stand designs as they cannot be dismantled due to their age and the nature of their construction Smoking is strictly prohibited in the exhibition facilities during set up the event itself and dismantling The Client shall deploy supervisory staff in the exhibition facilities at his expense during the set up and dismantling periods Such staff shall ensure that exhibitors and their employees or contractors perform the necessary work with care and without damaging the building or its contents The Operating Company shall also provide staff for the account of the Client to supervise the set up and dismantling of the exhibi
28. mantling Saturday 26 November 2011 13 30 17 30 h Please note that the first coffee break on Friday is taking place from 11 00 11 30 h The first lecture will start at 7 00 h and from that time on participants are able to walk through the Wintergarten and the Technology Suites It is up to each company when to equip the Publicity Points and Technology Suites with personnel Please also note that the dates and time for set up and dismantling are fixed Set up or dismantling activities outside these times are prohibited due to safety reasons As evening events are taking place in the Hofburg it would be needed that the dismantling in the Technology Suites and the Wintergarten will be finished on Saturday by 17 30 h The loading of the trucks on ground floor can last until 20 00 h Please organise the delivery of your exhibition material with Schenker Schenker can store your material in their warehouse prior the set up day assist for the unloading of your vehicles and take care of the storage of empty boxes during the meeting Schenker Deutschland AG DB SCHENKERfairs Ms Corinna Walz Telefon 49 30 301 2995 454 Fax 49 30 301 2995 459 E Mail corinna walz dbschenker com Material that can not be picked up on Saturday 26 November 2011 until 16 00 h has to be stored with Schenker Please organise storage with Schenker prior the meeting Material left at the Hofburg after the dismantling will be stored by Schenker at the expe
29. n section D 3 Please be aware that the parking of trucks is prohibited in this area Vehicles that are parked within the parking area of the OSZE will be removed at the owner s expenses within 15 minutes Will be available at the Exhibitor s Service Desk in the Hofburg Vienna from November 24 2011 the badges allow the exhibitors the visit the scientific lectures Per 3sqm each exhibitor will receive 1 badge free of charge Additional exhibitor s badges please see section E1 SYMA SYSTEM GmbH SYMA AUSTRIA Mr Christian Singer Tel 43 2245 2497 75 Fax 43 2245 2497 85 E Mail Christian Singer syma at Order form will follow 18 20 21 22 23 24 25 Electricity Internet Catering Booth cleaning Securtiy hostess Guarding Insurance Activities outside the rented spaces Hotel reservation Authorisation Richard Lesonitzky GmbH Mr Richard Lesonitzky A 1180 Wien Tel 43 1 470 37 00 Fax 43 1 470 37 00 19 E Mail event L ESO at Order form see section E3 Wireless LAN will be available during the meeting Log in information will be available onsite at the exhibitor service counter Information will follow Mr Kurt Pfeiffer Organisation von Veranstaltungen A 1140 Wien Mobil 43 676 40 11 441 Fax 43 1911 39 70 E Mail k pfeiffer netway at The Hofburg Vienna will be locked each evening However neither the Venue nor the EKA nor Intercongress GmbH shall be l
30. nses of the exhibitor 13 14 15 16 17 How to reach the Hofburg Set Up Parking Exhibitor s badges Standsystem Furniture Small items like brochures can be shipped directly to the Hofburg HOFBURG Vienna 1st EKA Meeting Publicity Point or Technology Suite Company name Heldenplatz 1014 Wien sterreich See section D1 The set up will be handled through the deliver gates and ll at the Hofburg Vienna A freight elevator is available length 4 20m width 1 80m heigth 2 10m Please be aware that deliveries can not be wider than 1 50 m as right behind the exit of the elevator on first floor there is a door with only 1 55m width Forklifts pallet trucks and other means of transportation are prohibited in the Hofburg Please use the transport trollies of the Hofburg 2m x1m as they have special tires that do not leave marks or scratches on the wooden flooring Damages that are caused on floors walls doors or others will be charged to the causing company s account Technology Suites Please be aware that all fire extinguisher and fire alarm boxes need to be accessible Please consider this while planning the design of the Technology Suites In section D5 you can find a plan with the exact location of the fire extinguisher and fire alarm boxes Cars can be parked during the meeting on the parking lanes 1 5 and 7 13 as long as enough spaces are available Please see the map of the Hofburg area i
31. on the part of the Exhibitor The Exhibitor shall be bound to this offer until four weeks after the deadline of receipt stated on the application form In case this deadline has already expired he shall be bound to his offer for our weeks In the case of a businessman the contents of the stand confirmation shall be binding for the agreement even if these differ from the contents of the application and the Exhibitor does not object to the amendment within 14 days he agreement shall also include the house rules the product classification as well as the organizational and technical provisions which shall be forwarded to the Exhibitor prior to the event Authorization to Exhibit C shall decide upon consultation with the Organiser on the authorization of an Exhibitor A right to be authorized shall not exist he event shall in the first instance be open to manufacturing companies Distributors and importers may not be authorized as Exhibitors unless they are able to produce evidence o having exclusive sales rights for the Federal Republic of Germany In each case only one stand may be rented for the same products of one manufacturer and used for the agreement In case that the Exhibitor has not fulfilled these prerequisites the Organizer may rescind the Agreement The Exhibitor shall only be permitted to use the stand himself Assignment of the entire stan or the part thereof to other companies shall require the consent of the Organisers The l
32. red to as the Contractual Partner shall ensure that these rules are known to and complied with by his business partners e g stand assembly firms and other contractors hereinafter also referred to as Third Party Companies or Agents The validity of the General Terms and Conditions of Business and Terms and Conditions of Quotation of the Operating Company shall neither be altered nor restricted by these exhibition regulations which are additional thereto Please treat the floors walls and doors with the utmost care and attention as the premises are located in largely historic building Tours and inspections The Client and an exhibition organiser nominated by the Operating Company and authorised by the Client also referred to as the Authorised Agent shall inspect the building and the hired facilities in the company of the project manager responsible prior to the commencement of the exhibition set up works The purpose of such inspection shall be to identify and record in writing any damage in the exhibition area The Client or his Authorised Agent shall sign the record of the inspection After the event and the removal of objects brought into the building an acceptance report recording any damage shall be drawn up by the Operating Company and signed by both parties to the contract Lift dimensions floor loadings Goods lifts are available for transportation purposes The loading surface of the lift at the Hofbu
33. rg Congress Center is 1 50 m wide and 4 20 m long maximum loading height is 2 10 m and load capacity is 4 200 kg or 56 persons The loading surface of the lift in the Redoutens le area of the building is 1 50 m wide and 2 40 m long maximum loading height is 2 25 m and load capacity is 2 000 kg or 26 persons If the lifts are to be used to transport materials during set up the Operating Company shall provide one lift attendant per lift used at the expense of the organiser In order to prevent damage to floors stone and parquet the Client and or his business partners shall use suitable carts trucks and trolleys which do not leave marks or scratches Use of forklift trucks or pallet trucks is prohibited Exhibition Regulations last update 11 2007 Page 1 of 5 3 4 3 5 3 6 4 2 5 1 5 2 5 3 HOFBURG VIENNA If materials are transported via the stairways the ramps must be used otherwise the items in question shall be carried by at least two persons The maximum permitted floor loading per square metre is 350 kg The Operating Company reserves the right to require the Client to furnish a structural and or technical report on the objects that the Client wishes to set up on the premises Loading area Loading areas in front of the premises of Wiener Kongresszentrum Hofburg BetriebsgesmbH may be made available to the Client on request The area required and anticipated duration of
34. rlooking a quiet road The hotel is located close to the Rathaus City Hall the Parliament Parliament and the RingstraBe http www josefshof com Booking deadline October 11 2011 To make your reservation please use the booking form
35. the hotel directly Kindly use the keyword EKA Congress 2011 Please be aware of the booking deadline for every hotel because there is no guarantee that the special rates are still available beyond this date Congress hotel Steigenberger Hotel Herrenhof Herrengasse 10 Superior category 1010 Vienna Austria Single room 349 per room night Phone 43 1 53404 867 Double room 349 per room night Fax 43 1 53404 844 Deluxe category E Mail esther kittel herrenhof wien steigenberger at Single room 379 per room night www herrenhof wien steigenberger at Double room 379 per room night Breakfast 28 per person night Located in the heart of Vienna in the old town protected as a UNESCO world heritage site and only a stone s throw from the HOFBURG VIENNA the Steigenberger Hotel Herrenhof is the ideal starting point for excursions of all kinds Cultural monuments such as the Gothic St Stephen s Cathedral and shopping paradises as the famous Kohlmarkt market can be reached easily by walking http www steigenberger com en Wien rooms Booking deadline October 24 2011 To make your room reservation please use the booking form Radisson Blu Style Hotel Herrengasse 12 Standard category 1010 Vienna Austria Single room 245 per room night Phone 43 1 22780 3214 Double room 265 per room night Fax 43 1 22780 79 Breakfast included E Mail reservations style vienna radissonb
36. tion and ensure that the regulations are observed Exhibition Regulations last update 11 2007 Page 4 of 5 10 HOFBURG VIENNA Liability Please refer to the General Terms and Conditions of Business and Terms and Conditions of Quotation Catering On stand hospitality may only be provided in consultation with the Operating Company by the catering companies authorised by it which will be made known to the Contractual Partner in the quotation A separate agreement with respect to such services shall be made with one with of the two companies named in the quotation Clients are strictly prohibited from bringing their own food and beverages on to the premises or engaging their own catering contractors Subsidiary agreements amendments Any amendments or additions to these regulations shall not be made except as in writing WIENER KONGRESSZENTRUM HOFBURG BETRIEBSGESELLSCHAFT m b H Heldenplatz 1014 Wien Exhibition Regulations last update 11 2007 Page 5 of 5 AU GUSTINERSTRASSE ENTRANGE Ee eer JOSEFSPLATZ ENTRANCE BOTSCHAFTERSTIEGE ENTRANCE REDOUTENSAAL STIEGE Delivery HOFBURG Gate 2 Gale VIENNA GATEWAY AUSTRIAN I Short stay parking MATION AL OSCE parking LIBRARY _ Hofburg Vienna EX parking GATEWAY b HELDENPLATZ ACCESS ROAD Osterreichische 5 Nationalbibliothek Parkbereich OSZE Er Kurzparkzone Park
37. ve all objects brought on to the premises irrespective of ownership at the expense and risk of the Contractual Partner The Client shall be responsible for the disposal of waste of all kinds arising from the event itself and or set up and dismantling If the Contractual Partner fails to comply with this obligation then the Operating Company shall be entitled to instigate the disposal of the waste at his expense Exhibition Regulations last update 11 2007 Page 3 of 5 7 2 7 3 7 4 7 5 7 6 7 7 7 8 7 9 7 10 7 11 7 12 LL fs HOFBURG VIENNA Safety All hall entrance and exit doors emergency exits corridors stairwells and the like must be kept completely free and unobstructed at all times Circulation and escape routes must be at least 2 25 m wide Emergency exit lights must be visible at all times and may neither be obstructed nor obscured from view Fire protection equipment such as hand held fire extinguishers fire alarms push button alarms and hydrants must always be visible and accessible and may not be obstructed or obscured from view The positioning of the safety equipment is indicated on the floor plans which exist for each storey of the building In the event that walls or stands are nonetheless erected in front of push button alarms it must be possible to activate the alarms at all times openings in the stand partitions and the positions of the alarms must be clear
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