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Exhibition Guidelines

Introduction of Exhibition

Companies wishing to exhibit or demonstrate their products can do so at EWOFS 2007 Exhibit. Exhibitions are among the most effective mediums for establishing and maintaining customer relations. In an increasingly digital age, they are the only media where buyer, seller and product physically come together - a potent force for business. EWOFS 2007 Exhibit could provide for your company a friendly atmosphere where you can find the opportunity to launch new products, to maintain customer relations, to solve specific problems due to the direct contact between sales and costumers, to find new markets, to obtain technical knowledge and to discuss business needs.

It is our pleasure to invite you and your company to exhibit your products in Napoli (Italy) during EWOFS 2007. The exhibit will be held for all 3 days of the workshop Wednesday thought Friday (July 4-6, 2007) in a 300 m2 large and well-equipped Exhibit Hall. The EWOFS 2007 Exhibit Hall is located next door to the room where technical program presentations will be given in order to promote the best interaction between workshop attendees and companies. In addition each company will have a spacious booth with a comfortable desk.  Special arrangements and setting can be provided upon request. We believe that the EWOFS 2007 Exhibit can improve the visibility of your Company in the world community.

Download the EXHIBITOR REGISTRATION FORM

Download the EXHIBITOR CATALOGUE

EWOFS 2007 Exhibition Details

Space for booths and costs

A commercial exhibition will be held as part of the activities during EWOFS 2007 Conference. Companies wishing to exhibit or demonstrate their products and technology can do so at the Conference Exhibition.

The exhibition area will be located on the ground floor of the Royal and Continental Hotel (see booth map below).

Booths size: 2x2 (4m2) € 2.700,00 VAT Included
Booths size: 3x2 (6m2) € 3.700,00 VAT Included
Booths size: 4x2 (8m2) € 4.700,00 VAT Included

Exhibitor prices include one conference registration fee (admittance to all technical sessions and social events).
Booths will be assigned on a first-come first-served basis and must be reserved before April 30th 2007.
Booth space cannot be guaranteed after this date.
Please be so kind as to send us the application form before April 30th 2007.
Weight restrictions: 500 Kg/m2.

Booths description

[Booth]
  • Booth with a blue modular wood wall (h. cm 250)
  • Carpet on the floor
  • Top with the company name (font chosen by us)
  • Exhibition table with blue table cloth (120x60)
  • 3 chairs
  • 3 Spotlights
  • Waste - paper basket

Cancellation Policy

Any partial or total cancellation must be made in writing and submitted to the Conference Secretariat, being subject to the following cancellation penalties:

Before 31 March 2007 10% of the total amount (taxes included)
From 1 April 2006 to 30 April 2007 50% of the total amount (taxes included)
After 30 April 2007 NO REFUND

The Organising Committee reserves the right to alter time schedules, differing, reducing or extending the period of the Conference, or eventually to change the venue, for reasons beyond the organiser’s control or for major contingencies.
These circumstances would not justify partial, or total cancellation of the commitments of Exhibitors and Sponsors, or a damage compensation.

Exhibition Schedule

Tuesday 3rd July Installation: 04.00 pm - 8.00 pm
Wednesday 4th July Exhibition: 09.00 am - 7.00 pm
Thursday 5th July Exhibition: 09.00 am - 7.00 pm
Friday 6th July Exhibition: 09.00 am - 2.00 pm
Friday 6th July Dismantling: 02.00 pm - 8.00 pm

Delivering of Goods

Display material should not reach the hotel before 30/06/07 and should be addressed clearly with the Company name and the name and date of the conference.
Hotel Royal Continental will accept delivery of materials belonging to Exhibitors provided the materials are clearly marked, identifying the event in question.

Please indicate on the boxes:

Destination:
HOTEL ROYAL/CONTINENTAL
Via Partenope 38/44 - 80121 Napoli
EWOFS 2007 - Organizing Secretariat: Effe Erre Congressi
Name of the exhibiting company and the contact person
Booth number and Box Content

In the event that any such material is delivered by courier service, all postage and delivery expenses must be prepaid. Where applicable, any freight bills issued in respect of such materials must be accompanied by certificates of conformity made out in the name of the Exhibitor at the Conference Centre and attesting the conformity of the materials to the regulations in force concerning safety in public places.

In the case of materials requiring special care or unloading facilities, our staff and/or forklift truck can be made available provided prior arrangements are made and the costs are duly agreed upon.

A representative of the Exhibitor must attend the delivery operations and sign the requisite consignment documents. In the event no such representative is present, the Management of the Conference Centre shall not be held liable to the Exhibitor or any third parties, including the hauler, for any missing or damaged material and/or damages caused by the same to third parties, including employees. This also holds for the responsibility for returning the material at the end of the event.

Use of Space

Set-up of the exhibition spaces and limitation of liability: The management of the hotel will only make available the space calculated on the floor with one electrical socket. No other set-up will be provided.

During the set-up, exhibitors should respect the space they have been allotted by our official plan agenda and fire and safety laws must be strictly observed. It is strictly forbidden to stick flooring or carpets to the floor using adhesive tape.

Under no circumstances shall the management of the Royal-Continental hotel be liable for any damages to the exhibit facility or injuries caused to any person examining or passing the exhibition stand either during the exhibition or during the set-up / dismantling. It is your responsibility to cover those persons via an insurance policy against any risk, theft and responsibility towards property at the exhibition. The management of the Royal Continental Hotel declines any responsibility for damages to persons, equipment and structures caused by the exhibitors.

Assembling and Dismantling

The setting up of the exhibitor booths will be on Tuesday 3rd July from 4.00 p.m. to 8.00 pm.
Material in Storage: Equipment and material for the booths delivered in advance, can be requested on Tuesday 3rd July at the above mentioned time at the Purser’s Office of Hotel Royal Continental – Mrs. Stefania Carbone. The person responsible for the booth can withdraw stored material. An exhibition desk will be available for any information on site. The Management of the Conference Centre is in no way liable for damage possibly caused to materials and/or packaging while stored at the hotel if the Exhibitor has failed to make a storage agreement with the Purser’s Office (Economato) at the Royal Continental Hotel. Exhibitors must respect the distribution of space, as well as the schedule and also pay attention to the instruction of the Hall technical services. Noise, obstructions, blocking of access, and any activity that may alter the normal circulation of people or materials in the hall must be avoided. Voltage regulators are recommended if personal computers are to be used.

Dismantling of the Exhibition Spaces

Exhibitors may not dismantle the display and no property may be removed until the event is officially closed or without authorisation. After the closing of the Event and no later than the hours and dates specified by this contract, all exhibits shall be removed and cleared from the exhibition space. Any property remaining after the hours and dates specified in this contract may be removed without any liability by this hotel for any lost or damage this may cause. Dismantling and storage costs are at your own expenses.

Material Leaving the Conference Centre

Dismantling and Removal: Friday 6th July from 2.00 pm to 8.00 pm.
Exhibitors are required to remove all material, belongings and equipments from their booth on Friday 6th July, during the above-mentioned period. Nobody is responsible for equipment left in the booth after dismantling. Any object or material remaining in the venue after the deadline will be removed by the hall staff on the 6th July at 8.00 pm, this does not affecting their rights to claim from the exhibitors for expenses for this removal and storage. Neither the organisation nor the Conference Centre takes any responsibility for loss or damage of materials. Any material not promptly removed after the end of the conference must be properly packed and delivered to the Purser's Office (Economato) at the Hotel Royal Continental along with the relevant dispatch documents. Storage after the event: a daily storage fee of € 15.00 VAT included per cubic metre will be charged. In the case of material requiring special care please specify. Stored material (after congress) can be withdrawn all working days from 8 to 13 pm. All freight bills must be issued c/o the Organising Body or Exhibitor.

Insurance and Liability

Overnight security will be available on request - see registration form. If any such service is deemed necessary, the Organizing Secretariat should be contacted in advance for an estimate of costs. It is the responsibility of each Exhibitor to see that the stands are duly staffed during opening hours, to see that visitors are provided with all necessary information and to ensure that the exhibition area is being watched at all times. Exhibitors are also expected to contact the Organizing Secretariat if they have material that is of special value.

All damage caused by Exhibitors or their personnel to the building, its internal and/or external facilities, systems and/or fittings and/or to third parties, including employees, must be compensated through the Organiser of the conference in question. All Exhibitors must arrange for coverage with an Insurance Company of their choice to insure against theft, fire, water damage and/or leakage, breakage, destruction and third party civil liability. The Management of the Conference Centre is not liable for any damage or bodily injury whatsoever, whether suffered by the Exhibitor or caused by the same to any property and/or people. Injury liability and /or property damage caused to third parties in a stand lies entirely with the exhibitor concerned. Neither the Università del Sannio, nor Effe Erre Congressi, or the Hotel Royal Continental will assume responsibility for any damage or bodily injury whatsoever, whether suffered by the exhibitor or caused by the same to any property and /or people. It is recommended that participants and exhibitors arrange their own travel and health insurance. Exhibitors and their materials must remain in the booth during the congress.

In the exhibition area it is forbidden to:

  • Hang advertising material or posters on the walls, columns or other objects belonging to the Congress Venue;
  • Use equipment emitting harmful radiation unless it has been correctly protected;
  • Employ artificial or naturally radioactive materials other than those allowed under the laws in force;
  • Operate machinery which is not in perfect working order;
  • Perform demonstrations which could result in fire hazards or other forms of danger;
  • Remain in the exhibition area after closing time.

Regulations

The exhibitor shall not place any apparatus or goods that shall in any manner be objectionable to other exhibitors or that shall in any manner be dangerous or calculated to cause injury to any persons in the exhibit area. Distribution of samples and printed matter of any kind and any promotional material is restricted to the exhibit booth. Changes in the set-up, cleaning or dismantling should not be carried out during the opening times of the exhibition. Exhibitors are not allowed to sublet or assign the spaces allotted to them to other parties either wholly or in part without the written consent of the organisers. Distribution of food and beverages is strictly forbidden in all the conference area.

Accomodation

Effe Erre Congressi will deal with all accommodation requests. In order to make reservations, please visit EWOFS 2007 web site or contact the Congress Secretariat as soon as possible.

Furniture

  1. All components are rented. Once the material is set up, the exhibitor is liable for any damage caused.
  2. Due to the constant rotation of stock and renovation of material, we reserve the right to change the contracted model for a similar one, with the same characteristics.
  3. When the Fair closes, the stand furniture shall be dismantled as promptly as the organisation demands. We are not liable for any material left or forgotten in storage areas or on furnishings.
  4. This application form, once completed with your personal data and stamped, will be taken as your formal order when accompanied by the receipt of the bank transfer. If we do not receive the payment before the congress starts, we will not be able to attend to your order and during the congress it will be very difficult to deal with it.
  5. The prices are for all the events.

Booth Placement

Booths Royal Hotel:

  • 4R = m. 4,00 x 2,00 - sqm. 8,00
  • 6R = m. 2,00 x 2,00 - sqm. 4,00
  • 7R = m. 2,00 x 2,00 - sqm. 4,00
  • 8R = m. 3,00 x 2,00 - sqm. 6,00

Booths Continental Hotel:

  • 1C = m. 2,00 x 2,00 - sqm. 4,00
  • 2C = m. 2,00 x 2,00 - sqm. 4,00
  • 3C = m. 2,00 x 2,00 - sqm. 4,00
  • 4C = m. 3,00 x 2,00 - sqm. 6,00
  • 5C = m. 3,00 x 2,00 - sqm. 6,00
  • 6C = m. 3,00 x 2,00 - sqm. 6,00
  • 7C = m. 2,00 x 2,00 - sqm. 4,00
  • 8C = m. 2,00 x 2,00 - sqm. 4,00
  • 9C = m. 2,00 x 2,00 - sqm. 4,00
  • 10C = m. 3,00 x 2,00 - sqm. 6,00
  • 11C = m. 3,00 x 2,00 - sqm. 6,00
[Booth Placement]
List of Exhibitors
Booth Company Booth Company
1C Koheras 8C Alfa Photonics
2C Santec Europe Limited 9C Fiber Sensing
3C Technel/Delo 10C Micron Optics Inc.
4C NP Phothonics 11C Physik Instrument
5C Optosmart 4R  
6C NEMO 6R  
7C SPIE 7R  
    8R  

Adaptable Complements and Furniture List

Item Dimension Quantity Price VAT included
Covered square table cm. 120x60 1 € 65,00
Chair (blue, red, grey)   1 € 6,00
Shelf in white aluminum, three levels cm. 80x80x30 1 € 30,00
Showcase cm. 180x80x50 1 € 150,00
Armchair (blue or gray)   1 € 50,00
Spotlight   1 € 22,00
Ornamental Plants   1 € 25,00
Plexiglas wall showcase cm. 30x21 (A4) 1 € 6,00
Coat stand   1 € 16,00
Reception Desk cm. 180(or 150)x50x90 1 € 100,00
White Display with glass top cm. 120x60x40
top cm. 120x60
1 € 100,00
Display with glass top cm. 40x40 1 € 35,00