20 EXHIBITOR SERVICE MANUAL - SPIEspie.org/Documents/Exhibitions/epe/2016/Exhibiton...

EXHIBITOR SERVICE MANUAL•

Square Brussels Meeting Centre Brussels, Belgium

Exhibition: 5–6 April 2016

Conferences & Courses: 3–7 April 2016

MOVING TECHNOLOGY TO MARKET

2016

Exhibition Dates: 5-6 April 2016

EXHIBITOR CHECKLIST

Dear Exhibitor, The SPIE Photonics Europe Exhibitor Service Manual has been forwarded to you as the contact name submitted on the exhibitor contact. If you are making the exhibition arrangements, but will not be attending the exhibition, please pass on this pertinent information to all personnel representing the company onsite at this exhibition – this is very important, especially with the delivery or pick up of materials arriving onsite at the exhibition.

Please review the Exhibitor Checklist below to identify upcoming deadlines.

Return the forms by the deadlines to save money and avoid paying premium prices for late orders.

If you have any questions, please contact me via email, [email protected] or Cathy DeVries, at [email protected] in our U.S. SPIE Headquarters. Thank you for your continued support! Please contact me if you need help with your planning. Kind regards, Amanda Summers SPIE Europe Exhibition Coordinator SPIE Photonics Europe – Brussels 2016

Order Form Deadline Item Completed

February 1 Company Descriptions (Exhibitor Dashboard)

Sponsorships/Logo/Featured artwork

8 Exhibitor Product Demonstration

TBA Hotel Reservations

March 5 Certificate of Insurance (form JK1)

13 Exhibitor Registration Badge Form 13 Conference registration (if applicable) 14 Freight Forwarding Handling Customs (form JK2) 31 Furnishings Utilities Services (Services

Manual) Fascia Company Name Board Furniture Carpet Computer/AV Electrical Internet Catering Cleaning Floral

mailto:[email protected]


http://spie.org/app/exhibitions/admin/dashboard.aspx

http://spie.org/x32502.xml


Questions? Amanda Summers Tel: (+44)29 20894747 or Cathy DeVries Tel: +1 360 676 3290

PROMOTIONAL OPPORTUNITES

Free Opportunities

Exhibitor Dashboard

Download E-postcard

Download Event Logo

Social Networking Media

Two Places to Promote Your Company: (See tutorial PDF for instructions).

Use your personal SPIE.org account to log into the Exhibitor Dashboard to manage your Exhibition listing, including:

• Contact Information • Company Description/Logo – Deadline 1st February

• Product Categories/Keywords • Product Announcement/Press Release • Exhibitor Directory • Online Company Listing for all SPIE exhibitions for 11 months Invite your customers using a customisable pre-show email postcard, available soon. (Cut and paste the copy into your own email and send to your customers).

Utilise the event logo in your exhibit promotions.

Social media is the new face of business; let the SPIE team help yours! Join the conversation: On Twitter, use the hashtag #Photonicseurope to connect with attendees and the press. • @SPIEtweets: Optics and photonics research and industry news. • @SPIEevents: Tweets for and about SPIE exhibitors and members of the press. • @SPIEeurope:Tweets about European events and general news/funding information. • On LinkedIn post your news to all your connections, and join the SPIE group. Stacey Crockett: phone 360-685-5458 ● email [email protected] • Join our Facebook page and see photographs and posts on our worldwide events. Post your comments.

Paid Opportunities

Advertise Optics.org Buyers Guide Sponsor an Event

Reach the most influential people and organisations in the European photonics industry through print advertising.

Generate leads year round with a discounted Corporate Partner listing on optics.org buyer’s guide. Includes company logo in optics.org buyer’s guide, one job posting on the optics.org jobs pages and logo in all product postings for 12 months.

If you would like further information please contact: Rob Fisher E-mail: [email protected] Tel. +44 (0)117 905 5330 MAXIMISE YOUR VISIBILITY, in the Photonics industry; secure a sponsorship for SPIE Photonics Europe 2016!! For a complete look at promotional opportunities, bookmark the Exhibitor Logistics page.





http://spie.org/Exhibitions/epe/2016/EPE16Epostcard.htm


http://spie.org/Exhibitions/pm/Pm15/NON-PW-General-Dashboard-Tutorial.pdf

http://www.twitter.com/spietweets

http://twitter.com/SPIEevents

http://twitter.com/SPIEeurope


https://www.facebook.com/SPIE.org



http://optics.org/buyers





OFFICIAL VENDORS LIST Exhibition Dates: 5-6 April 2016 SPIE has selected the following companies to provide exhibitors with services. SPIE has negotiated special rates and you may save money by eliminating fees from outside companies. Please use due diligence if you choose to do business with vendors not on this approved list. EXHIBITION LOCATION SQUARE - Brussels Meeting Centre Mont des Arts, 1000 Tel: +32 2 515 13 22 Brussels, Belgium www.square-brussels.com AUDIO VISUAL, COMPUTER RENTAL, ELECTRICAL, FURNITURE, AND ACCESSORIES The Square/GL Events 2 Rue Ravenstein B - 1000 Brussels Belgium Tel: +32 2 515 13 99 Fax: +32 2 479 47 37 Email: [email protected] • AV/Computer - SEE ORDER FORMS 7 • Electrical – SEE ORDER FORM 8 • Furniture - SEE ORDER FORM 5

Deadline for order forms: 31st March CUSTOMS & IMPORT SERVICES TWI Group – For US Companies Marianne Giddens Sales and Logistics TWI Group, Inc. 1670 S. Amphlett Blvd. Ste. 120 San Mateo, CA 94402 Office: 650-357-1302 ext.1 Fax: +1 650-357-7563 Mobile: +1 650-703-1502 Emergency Operations: 702-326-0294 mailto:[email protected] http://www.twiglobal.com FREIGHT FORWARDING/SHIPPING GT Exhibitions GT House 25 – 27 Blackwell Drive Springwood Industrial Estate Braintree, Essex CM7 2PU Contact Kathryn Haley / Steve Andrews Tel: 01376 567 567 Fax: 01376 335034 E-mail: [email protected] E-mail: [email protected]

INSURANCE Rainprotection Insurance Tel: +1 800-528-7975 Fax: +1 800-913-2711 Email: [email protected] http://rainprotection.net/ HOUSING Hotel information available shortly at: Photonics Europe 2016 EXHIBITION MANAGEMENT Amanda Summers Exhibition Coordinator, SPIE Europe Office Tel: +44-(0)29-2089 4747 Fax: +44-(0)29-2089 4750 Email: [email protected] Cathy DeVries Exhibition Manager, SPIE US Office Tel: +1 360 685 5436 Fax: +1 360 647 1445 Email: [email protected] SALES TEAM:

In Europe - excluding UK, Ireland, and France Hermann Doster Tel: +49 (0) 7025 841 806 Fax: +49 (0) 7025 842 983 E-mail: [email protected]

In Europe - UK, Ireland, and France Lara Miles Tel: +1 360 685 5537 Fax: +1 360 647 1445 E-mail: [email protected] In the America, Asia, and majority of world Al Ragan Tel: +1 360 685 5539 Fax: +1 360 647 1445 E-mail: [email protected]

SPIE Photonics Europe – Brussels 2016

http://www.square-brussels.com/



http://www.twiglobal.com/




http://rainprotection.net/

http://spie.org/conferences-and-exhibitions/photonics-europe








HOURS OF OPERATION Exhibition Dates: 5-6 April 2016 EXHIBITION HOURS THE SQUARE – GRAND HALL 1 & 2 LEVEL -2 Tuesday 5 April 10.00 - 17.00 Wednesday 6 April 10.00 - 16.00 REGISTRATION HOURS (PLEASE CHECK PROGRAMME PRIOR TO THE EVENT) Sunday 3 April 08:00 - 17:00 Monday 4 April 08:00 - 17:00 Tuesday 5 April 08:00 - 17:00 Wednesday 6 April 08:00 - 17:00 Thursday 7 April 08:00 - 16:00 EXHIBITION MOVE-IN HOURS Monday 4 April 10.00 – 17.00 & 19.30 – 21.00 Tuesday 5 April 08.00 – 10.00 EXHIBITION FREIGHT DELIVERY Monday 4 April 08.00 – 13.00 EXHIBITION DISMANTLE Wednesday 6 April 16.00 – 17.00 & 19.30 - 21.00 PLEASE NOTE Poster sessions are being held in Halls 1 and 2, Monday 4 April 17.45 – 19.15 and Wednesday 6 April 17.45 – 19.15. NO freight/large crates/boxes or containers will be delivered/removed while delegates and authors are attending the poster sessions. Please adhere to the above Exhibition Dismantle hours. Please advise SPIE management, prior to your move-in, if you have items that need to be transported through the side or back entrance into the hall. For large consignments there could be an option for delivery to the venue on Sunday, if requested in advance.

Questions? Contact SPIE at [email protected], Tel: +1 44 292089 4747; Fax: +1 44 292089 4750


EXHIBITOR PRODUCT DEMONSTRATIONS Exhibition Dates: 5-6 April 2016

Send to: [email protected]

Exhibitor Product Demonstration

A Product Demonstration is a live, 30 minute presentation in the exhibition hall to promote your company’s products and/or services. Demonstrations are listed in the Exhibition Guide, and online in your company listing and on the Product Demonstration page. The demonstration area includes a microphone, LCD Projector, screen, electric and seating for 30 – 50 people. Requests are filled on a first come, first served basis. You will be contacted by e-mail to confirm the timeslot assigned to you. Demonstration Request

*Demonstration Title

*Presenter’s Name

*Presenter’s Company

*Description

Demonstration Times Specify your top 3 choices below represented by a 1, 2 and 3, indicate which times are definite conflicts with an X. You may not select more than one first, second or third choice.

10.30 11.30 12.30 13.30 14.30 15.30 16.30

5 April (Tuesday)

10.30 11.30 12.30 13.30 15.00 – 15.30 15.30

6 April (Wednesday)

Booked Innovation Village Awards



GENERAL INFORMATION Exhibition Dates: 5-6 April 2016

ADVANCE PROGRAMME

• Advance Technical Programme is available to download from the SPIE Photonics Europe 2016 event page at http://spie.org/x12290.xml

• Review conferences in this year’s programme at http://spie.org/x12295.xml • Special Events can be viewed at Photonics Europe website.

AFTER HOURS

• Only registered Exhibition Staff and authorised set-up crew will be allowed in the Exhibition Hall during build-up times.

• Any exhibitor needing to stay after hours must wear his/her exhibitor badge, provide personal/company identification (driver's license, business card), and sign in and out with the security guard at the hall entrance. This rule will be strictly enforced to provide maximum security to exhibitors.

AUDIO VISUAL

• A selection of AV equipment is available for rental direct from The Square, please see Services Manual order form 7.

BADGES • Badges can be picked up onsite in the Registration Hall at level 0. Please bring a photo ID and a

Company business card to registration. If you have other staff arriving with you please bring a list or business cards so badges can be prepared onsite.

• For security purposes, please limit your registration to those members staffing the stand. All others may register for complimentary Exhibition Visitor badge.

• Personnel are only allowed to pick up their own badge. • Please complete Exhibitor Badge form by 13th March 2016

Non-Author Technical Passes: • Each contracted exhibiting company will receive technical passes according to their sponsorship package

(can be shared among non-author stand personnel only). • Does not include a proceedings volume or CD rom. This can be purchased at a special delegate rate as

onsite – with an accompanying payment Euro - Cash/credit card. • Authors of oral or poster presentations working in the stand must register with a full conference

registration. • Corporate company membership does not qualify for individual member discount on registrations unless

you hold one of the memberships under the corporate package.

CLEANING SERVICES • Maintaining booth cleanliness is the responsibility of the Exhibitor. • SPIE provides cleaning at the end of set up and end of each day in the aisles and exhibition management

areas. If additional cleaning in your booth/tabletop is required please see Services Manual order form 11 deadline date 31st March 2016.

DIRECTIONS

• By rail: SQUARE is just across the Brussels Central railway station. National trains: Get off at Bruxelles-Central / Brussel-Central and follow the exit signs to ‘Mont des Arts – SQUARE’. International trains (Eurostar, Thalys) arrive into Bruxelles- Midi / Brussel-Zuid. From there, it’s a simple two-minute train journey to Brussels Central station. Just take any train heading north (free of charge: your ticket to Brussels includes commuting from and to any train station in Brussels), get off at the first stop (Bruxelles-Central / Brussel- Central) and follow exit signs to ‘Mont des Arts – SQUARE’.






• By air: After landing at Brussels International Airport (Zaventem), make your way from the main arrival hall to level -1. Take a direct train to the city centre. After 17 minutes, get off at the Brussels Central station, and follow the exit signs to ‘Mont des Arts / Kunstberg – SQUARE’.

• By road: There are 660 parking spaces right underneath SQUARE at the fee-paying car park

named Parking Albertine / Albertina - SQUARE, level -2 (maximum height: 195 cm). You can get in via Place de la Justice – Gerechtsplein, 16 at 1000 Brussels, and then walk straight into the building. Please do not use the other entrance at rue des sols / stuiversstraat which is the loading and unloading street during build-up and dismantling periods.

Access to SQUARE – Brussels Meeting Centre

Parking Albertina

Car park – for unloading and loading only


GENERAL INFORMATION Exhibition Dates: 5-6 April 2016 SQUARE Meeting Centre - halls and levels

DISTRIBUTION OF FLYERS

• Invitations to parties, flyers or company advertisements and logos allowable within the confines of the exhibitor's own booth.

• Distribution outside the parameters of the exhibitor's own booth is prohibited – unless it is an SPIE approved Event Marketing Opportunity.

ELECTRICAL

• Electricity for all exhibition stands/booths (9sqm) will be 230 V/10A - plugs will have the European 2 pin plug

• If you are from the UK or the US you will need to bring adaptors. If travelling from the USA you may also need to bring a voltage converter/plug adaptor to convert for personal electrical and electronic equipment, including laptops and any additional items for your stand or display e.g. lights included in any shipment you are sending. Please refer to your appliance product guide.

• Also check if you plan to hire any AV equipment that you have the relevant connection leads from devices to screens etc.

• Platinum/Gold Sponsorship - Equipped Stands (booths) include an electrical connection/electricity for the duration of the exhibition and set up. If you require any other variation of voltage other 3000 W please refer to order form 8 in the Services Manual due by 31st March 2016

• Silver Sponsorship/Tabletop Exhibitors - Electricity is NOT provided in your TABLETOP package. If you require electricity please complete order form 8 in the Services Manual due by 31st March 2016



(Example Picture – Actual connection to stand may differ)

ENERGY EFFICIENCY

• The venue requests that all electronic appliances at booths/table tops are turned off at the end of the exhibition day.

• Please notify SPIE if you require 24 hour electricity for any display machinery or equipment. EQUIPMENT PASS

• Required for any equipment removed from the exhibition area during and after show hours. • Passes may be obtained at the Exhibitor Registration Desk in the Main Registration Area.

FIXTURES & COVERS:

• Emergency exits and signs should be kept clear at all times. Also fire extinguishers should not be blocked.

• Stand constructors should respect the Exhibition area decoration: no affixing to drapes, walls and windows.

• No fixing of whatsoever and no painting are allowed on walls, doors, gates, outer walls, and parking. • No Exhibitor may obstruct or allow his goods, decorative materials, furniture, etc. to obstruct or fill open

passages and open spaces. • The Exhibition building, its doors, walls & the equipment therein must not be damaged (by nails,

screws...). • No exhibitor will be permitted to span an aisle by ceiling or floor covering.

FLAMMABLE /TOXIC MATERIALS

• Fire retardant and certified flame retardant materials should be used for all display construction and decorating. Samples should 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. • Disposal of any waste products generated during the exhibition in accordance with guidelines established

by the European Environment Agency’s and the facility. FLOORING

• Stands/booths will have blue carpet (facility specific). Please note only hand pallet trolleys are permitted to carry items to and from the hall. No facilities for fork lift trucks, etc.

FURNISHINGS

• Additional furnishings are available for rental direct from The Square, please see Services Manual order form 5 due by 31st March 2016.

HOTEL

• Hotel reservations can be found on the SPIE website – details available soon.


GENERAL INFORMATION Exhibition Dates: 5-6 April 2016 INSURANCE GUIDELINES – see form JK1 deadline date 5th March 2016 Exhibitors must, at their own expense, secure and maintain the required insurance coverage listed below through the duration of the exhibition, including move-in and move-out days, insurance can be purchased through Raincheck protection:

• Required Coverage: a) Comprehensive General Liability Insurance with limits not less than $1,000,000 each

occurrence, $2,000,000 aggregate, combined single limit for bodily injury, contractual, and operation of mobile equipment, products and liquor liability (if applicable)

b) Worker’s Compensation insurance • All such insurance shall be primary of any other valid and collectible insurance of Exhibitor and shall be

written on a per occurrence basis • Exhibitor shall name SPIE as an additional insured on its general commercial liability insurance • A Certificate of Insurance to SPIE, from the insurance carrier, is required 30 days prior to the exhibition.

Please make sure the Certificate of Insurance includes the name of the exhibiting company. • Exhibitor acknowledges that SPIE has no obligations to maintain insurance on Exhibitor’s behalf. • Claims made policies are not acceptable and do not constitute compliance with Exhibitor’s obligations

under this paragraph. Also send copy of Certificate of Insurance to: SPIE Exhibitions, PO Box 10, Bellingham, WA 98227 [email protected] Fax: +1 360 647 1445 INTERNET

• Complimentary Wi-Fi will be available in conference/exhibition areas (free service to both exhibitors and conference delegates). The Wi-Fi connection may fluctuate.

• Log in and passwords will be available onsite and in the Exhibitor Welcome Letter. Please check with registration desk for further details.

• If you require a consistent connection please consider ordering a dedicated line to ensure connectivity. Please see Service Manual order form 10 – due by 31st March 2016.

LIABILITY • SPIE and all organisations and individuals who are employed by or associated in connection with this

Exhibition, will not assume responsibility and shall be held harmless by all exhibitors for damage or loss resulting from fire, theft, or any other cause whatsoever, including accident or injury to exhibitors, their employees and agents, the public, or others. The exhibitor agrees to pay promptly for any and all damages to the exhibition building or its equipment incurred through carelessness or otherwise, of exhibitor or his employees or agents.

• The Exhibition management team strongly recommends that every Exhibitor insure their property and equipment against theft or casualty loss, as well as carry adequate liability and other insurance protecting themselves against any claims arising from their performance under this Agreement.

• A certificate of insurance from your insurance carrier must be provided to SPIE. Exhibitor acknowledges that SPIE has no obligation to maintain insurance on Exhibitor’s behalf.

LUNCHES

• The Exhibition Hall will remain open during attendee lunch breaks. Please staff your exhibit accordingly. Please note no lunch is provided with exhibition packages. Further details regarding onsite food services will be sent via email in advance of the exhibition. Please pass on information to staff who will be onsite for the duration of the exhibition. Food is also available from cafes nearby.

MUSIC LICENSING

• No copyrighted music may be played in the exhibition hall in any fashion (including but not limited to: background music on video or audio tape presentations) without appropriate documented permissions and/or licensing.

• The Exhibitor is solely responsible for obtaining such permissions and/or licenses for music originating in the Exhibitor’s stand/display area. The Exhibitor is also responsible for any fines, court fees, and all other costs that may arise from failure to comply with these requirements.


http://rainprotection.net/

GENERAL INFORMATION Exhibition Dates: 5-6 April 2016 NOISE LEVEL

• If your display has any sound associated with it (a video or an in-stand presentation), please keep the volume to a level that is confined to your exhibit space, and be mindful of the exhibitors around you.

ONSITE SERVICES

• Details of the following Onsite Services can be viewed at http://spie.org/x36654.xml Internet Access SPIE Conference App SPIE Publications Urgent Message Line Tourist Information

PARKING

• If you are arriving in a car or small van, you can park your car at the parking Albertine / Albertina - SQUARE, Place de la Justice / Gerechtsplein, 16 at 1000 Brussels (tickets payable at the parking meter). Please park at level -2 which has direct access to the exhibition area. Maximum vehicle height is 195 cm. Please do not use the other entrance of the parking located at Rue des Sols / Stuiversstraat at 1000 Brussels which is used and often congested during build-up and dismantling periods. See Directions by road.

• Trolleys are not available at the venue. You are advised to bring your own trolley if you can’t hand-carry your items.

• Contractors will be given an access badge in front of the exhibition hall. Exhibitors should get their badge in the Registration Hall at level 0.

Car Park Information for cars of maximum 195 cm height Car Park Name: Interparking Albertina / SQUARE Main entrance address: Place de la Justice 16, 1000 Brussels Alternative entrance: Rue des Sols - Stuiversstraat Brussels (see map of the above section: Access to SQUARE Brussels Meeting Centre) Total places: 714 / Places for disabled: 14 / Maximal height: 195cm

PHOTOGRAPHY AND VIDEO TAPING IN THE EXHIBITION HALL

• Explicit permission is required for any personal photographs or video taping of individual booths (or displays) from the on-site company representative.

• Failure to comply may result in losing your device and being asked to leave the Exhibition Hall. PROGRAMME DIRECTORY AND EXHIBITION GUIDE

• SPIE Europe will publish an Exhibition Guide to be handed out to all attendees. Each exhibiting company will receive an editorial listing in the Guide if your company description is submitted in your Exhibitor Dashboard by 1st February 2016. Please refer to Exhibitor Dashboard Tutorial.



GENERAL INFORMATION Exhibition Dates: 5-6 April 2016 SAFETY/LASER SAFETY CHECK

• If you will be operating a laser, no matter how low powered, you are REQUIRED to register with Exhibition Management.

• All displays containing an operating laser(s) and open laser beam must be contained in a Class 1 type enclosure.

• All laser equipment, associated optics or equipment, and beam stops are required to be secured from any movement (accidental or otherwise).

• No aerial display of any laser beam within the conference centre property, including assigned booth, is allowed without SPIE exhibition management written permission.

• Exhibitors are responsible for the safety of any laser display during both set-up and exhibition hours • Exhibitors shall use appropriate safety measures to prevent any unwanted or unintentional laser radiation

exposure to any convention centre staff or workers during pre-show set-up. SECURITY AND LIABILITY

• Security service will be provided within the venue for protection against fire and other catastrophes after Exhibition Hours.

• Every reasonable effort will be made to prevent loss. However, final responsibility is with the exhibitor who should arrange for insurance coverage, which takes into account the full value of the exhibit.

• SPIE recommends exhibitors remove valuable and small, easily portable items (such as laptops) from the exhibition area any time the exhibition is officially closed.

• Neither SPIE nor the venue accepts any responsibility for losses.

SELLING ON EXHIBITION FLOOR • The Technical Exhibition is limited to organisations with products or services related to the industry

served by the event and is provided to allow industry companies to meet with researchers and engineers, who work in this field and to provide company exposure to those attendees

• Direct sales and/or delivery of non-related, retail or consumer products are prohibited without prior written approval from SPIE Exhibition Management

• Exhibitors are solely responsible for any tax liabilities, which may arise relating to sales resulting from the exhibition

• SPIE is not responsible for any sales, use or other taxes relating to transactions by exhibitors at SPIE Photonics Europe 2016 Exhibition

SMOKING

• The venue is a non-smoking facility; Smoking is not allowed in the Exhibition Halls or hallways. SHIPMENTS

• Please note that SQUARE will not accept any freight deliveries, including courier shipments prior to or during the build-up of the event. Neither the venue nor the organiser takes responsibility for any parcels being sent to the venue. All deliveries, except self-offload or hand carried, MUST be handled by our preferred Freight Forwarding and shipping companies. See contact details below; GT Exhibitions Tel: 44 (0) 1376 567 567 E-mail: [email protected] E-mail: [email protected] Please contact GT Exhibitions to arrange your freight, unloading and storage services. Please complete form JK2 by 14th March 2016; further detailed information can also be found in GT Exhibitions Shipping Document and commercial invoice.




GENERAL INFORMATION Exhibition Dates: 5-6 April 2016 TWI Group – For US Companies

Marianne Giddens Office: 650-357-1302 ext.1 Fax: +1 650-357-7563 Mobile: +1 650-703-1502 Emergency Operations: 702-326-0294 mailto:[email protected] http://www.twiglobal.com

Trolleys are not available at the venue. You are advised to bring your own trolley if you can’t hand-carry your items. The entrances, roads and spaces used to deliver equipment and/or assembly and installation from the unloading points to the stands must be protected: - Use of trolleys or other handling apparatus with rubber tyres, - Protection of carpets and floors with a resistant covering to prevent holes being made.

No fixing is allowed which is likely to damage the supports (floors, walls, posts, ceilings). Exhibitors are not allowed to drive vehicles onto the exhibition floor.

STORAGE

• Empties storage should be arranged through our preferred suppliers. It is the responsibility of each exhibitor to find suitable space for an accessible storage during the days of exhibiting. No accessible storage space is available at the venue. Please contact your preferred suppliers directly. See Official Vendors List.

TRAVEL Please use links below for further information on travel to the venue.

• Travel to Brussels: http://spie.org/x36652.xml • The Square: http://www.square-brussels.com/acs/servlet/getDoc?id=7704&m=3&cid=13890

UNDERAGE PERSONS ON SHOW FLOOR

• For safety and insurance reasons, no persons under the age of 16 will be allowed in the exhibition area during move-in and move-out.

• During open exhibition hours, only children over the age of 12 accompanied by an adult will be allowed in the exhibition area.

SPECIAL EVENTS

• Please check programme content for locations and any amendments to the times of Special Events. Special Events can be viewed at SPIE Photonics Europe 2016.



http://www.twiglobal.com/


http://www.square-brussels.com/acs/servlet/getDoc?id=7704&m=3&cid=13890


EXHIBITION DISPLAY RULES Exhibition Dates: 5-6 April 2016

RULES AND REGULATIONS

• It is the responsibility of the exhibiting company to comply with SPIE rules and regulations. • Non-compliance may require modifications at the exhibitor’s expense • SPIE Exhibition Management reserves the right to pursue any action it deems necessary in the best

interest of the exhibition and in fairness to all exhibitors

VIEW SPECIFIC BOOTH REGULATIONS • Tabletop displays One 1.6m x 0.8m (Exhibition Hall), 1.0m x.5m (Innovation Village) • Row and Corner Booths 9sqm

THE FOLLOWING ITEMS MUST BE ORDERED SEPERATELY: (not included with the Booth/Stand Rental Fee)

• FLOORING: Standard blue coloured carpet is provided on all booth and tabletop packages. Exhibitors can order alternative colour of choice. See Services Manual order form 3.

• CLEANING SERVICE: SPIE will provide cleaning at the end of set up and end of each day. If you require more cleaning please order direct. See Services Manual order form 11.

• ELECTRICITY: Electricity is NOT included in the Silver & Basic Sponsorship Packages. Electricity can be ordered through the Services Manual order form 8.

• INTERNET: Complimentary Wi-Fi will be available in the conference/exhibition areas. Wi-Fi connection may be limited and may fluctuate. If you require a consistent connection please consider ordering a dedicated line to ensure connectivity. See Services Manual order form 10.

• FURNITURE: See catalogue/price lists 31st March 2016 orders received after this date will incur additional fees. Onsite orders will be subject to availability surcharges. Acceptable onsite payments: credit card or cash only. See Services Manual order form 5.

SECURITY Poster sessions occur in Halls 1 and 2 17.45 – 19.15 on Monday, Tuesday and Wednesday evenings. See Hours Of Operation for more information. We recommend you staff your Booth/Stand or Tabletop in the exhibition areas during this period. If you plan to leave your exhibition space unoccupied during the poster sessions SPIE recommends that you remove any items that could be taken from your exhibition space. Please note that covering or locking items may not prevent loss or damage of equipment. SPIE will ensure that security is in place once the hall is cleared of all attendees at the end of the poster sessions.




TABLETOP DISPLAY REGULATIONS Limit of one table per contracted tabletop space (1.6m x .8m BASIC PACKAGES & 1.0m x .5m INNOVATION VILLAGE)

• Display space may not exceed 2.0m width limit • Display materials are not allowed to be hung on any back wall. • Floor standing back walls are permitted at discretion.

Included:

• One 1.6m x 0.8m table (EXHIBITION HALL) • Company identification sign • Two chairs • Carpeting • Wastebasket • Basic cleaning

Electricity is not included.

Each contracted tabletop space is limited to (not provided): ONE table-mounted display [height may not exceed 5ft (1.5m) from the table surface] OR UP TO TWO TOTAL of the following display combinations:

• Pop-up banner positioned behind the table [maximum 3ft (0.9m) wide and 8ft (2.4m) high] • Easel positioned behind the table • Literature stand • Bag stand




SPIE Exhibition Management reserves the right to remove any display that does not conform to tabletop display regulations.




ROW AND CORNER BOOTH DISPLAY REGULATIONS Each booth is 9sqm (3m x 3m); height restriction 2.4m. This 2.4m maximum is allowed only in the back 1.5m of the booth. The remaining distance to the aisle cannot exceed 1.2m in height (See diagram). Shell Stand 9 sqm (3m x 3m) Included: - Three Spotlights on a light-rail per 9sqm stand - Company name on fascia - Carpet (blue in colour) if you require a different colour options are available upon request at additional cost. - Wastebasket - 3000W Electricity supply for duration of exhibition Please use tape/blu-tak to secure items to the stand walls and NOT VELCRO.




IMPORTANT CONSIDERATIONS Venue Health & Safety

• All exhibition spaces must be compliant with the any requests made by the venue • SPIE encourages sensitivity, and as reasonably accommodating as possible, to attendees with disabilities • Ensure any electronic equipment meets safety requirements for use within an exhibition environment.

Structural Integrity

• All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighbouring exhibitors, hall laborers or installation/dismantling equipment such as pallet hand or forklift truck.

• Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open

• Any display fixtures such as tables, racks or shelves supplied and installed by the exhibiting company and not the venue require proper design and installation to support the product or marketing materials to be displayed upon them.



Exhibitor Dashboard Tutorial

Signing into the Exhibitor Dashboard

Submission Overview Image

Submission Overview Check list

1. Submit event specific company information

2. Submit online Exhibitor Directory company information

The information submitted to either the event specific or online exhibitor directory do not automatically copy

to one another. Two submissions are necessary to take advantage of full promotional opportunities.

Event Specific Company Description

Back to the Top

Sign into the Exhibitor Dashboard

(http://spie.org/app/exhibitions/admin/dashboard.aspx)

Look for the words Exhibitor Dashboard on the login screen.

The Exhibitor Dashboard is linked to your personal SPIE.org account. This is not a shared company account, nor your Exhibitor Service Manual account.

Only the person noted as the SPIE contact for a specific event/year has Exhibitor Dashboard access.

Do not alter the personal contact information.

If you are the new contact, or need to be added as an additional contact, please submit a request to [email protected].

If you do not have an SPIE.org account, click Create an Account. Read the Create an Account Tutorial.

You will need your personal SPIE.org ID. Creating an account without your SPIE.org ID may result in a duplicate account and you will not be able to access the Exhibitor Dashboard. Contact [email protected] for assistance.

If you have other problems with the Exhibitor Dashboard contact [email protected].

The Exhibitor Dashboard will not allow special characters or hyperlinks. Trying to submit special characters or hyperlinks will result in an error.



http://spie.org/exhibitions/Create-an-SPIE-org-account-for-Exhibitors-Only.pdf



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Submission Overview Image

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Submission Overview Check list

Confirm that you are logged in under your personal account. Do not log into or edit another person’s account.

If you are the contact person for multiple companies, select the correct company from the drop-down list.

Company Logos appear in the website listings only. Click on Upload Company Logo to add, edit, or delete your logo. Logos must be 100 pixels wide x 50 pixels high or less.

1. Submit event specific company information

Find the name and logo of the SPIE event. You must login and add company information for every exhibition you participate in. The information you submit is specific to this event/year and will not automatically copy across events or online Exhibitor Directory. If you do not see the event, contact [email protected] to be added as a contact.

Click Event Listing Summary to review your complete submission.

Click Company Information to edit company name, address, email, and website information for promotional print and online materials. Submit permanent address or name company change to [email protected].

Your Company Descriptions may be printed in the Onsite Exhibition Guide and your online Exhibitor Listing. These are two separate submissions. See pg. 3 for help with this section.

Assign Keywords or phrase that best describe your company products and/or services, to help people find your company in online searches of the Exhibitor List.

Select Categories to allow people to find your company using Technology and Application online searches.

Add Press Releases to be included at the end of your online listing.

Add Product Announcements to be published on the event specific Exhibition webpage.

The Product Demonstration is a 30 minute live demonstration, onsite. Product Demonstrations are only available at Photonics West, BiOS, and DSS, with limited availability. Fee applies.

2. Submit online Exhibitor Directory company information

The online SPIE Exhibitor Directory is a second place to enter copy for online promotions. This is a general, non-event specific listing that gives your company an online presence for 11 months following the close of an exhibition. Add your company information, description, and categories for free.

The information you submit to the event specific or online Exhibitor Directory does not automatically

copy from one to the other. Two submissions are necessary to take advantage of full promotional

opportunities.



http://spie.org/exhibitordirectory/search.aspx?WT.svl=mddi8

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Event Specific Company Description

Verify that you are updating the information for the correct Company and the correct event. If no event logo appears, you may be in the Exhibitor Directory submission form. Information submitted to the Directory does not appear in event specific listings. See details on page 4.

Enter information for the Event Website (online Exhibitor List) and the printed Onsite Exhibition Guide. Type one complete paragraph in each description. Paragraph breaks are not permitted.

Click Copy from Event Website section to use the same information for online and printed listings.

There are character limits for the Featured Product and Company Descriptions. Text exceeding the character limit will be cut off. Use caution when copying and pasting.

Customer Contact information is included in the Onsite Exhibition Guide (not in the online listing).

Click Submit to Save Changes to complete your submission. A confirmation message will appear at the top of the form. If you do not see this confirmation your information has not been submitted or saved.


Send to: SPIE Exhibitions Dept. E-mail: [email protected] Fax: +1 360 647 1445

TYPE OR PRINT CLEARLY Company Name: _______________________________________ Exhibit Space No: ________________________ Contact Person (for questions): __________________________Contact E-mail: _______________________

Exhibitor Badges Platinum Package – Four entry tickets to the technical conference, unlimited exhibitor badges for Exhibition, Poster Session and Welcome Reception. Gold Package – Two entry tickets to the technical conference, six exhibitor badges for Exhibition, Poster Session and Welcome Reception. Silver Package – Two entry tickets to the Technical Conference, four exhibitor badges for Exhibition, Poster Session and Welcome Reception. Basic Tabletop Display – One entry ticket to the Technical Conference, two exhibitor badges for Exhibition, Poster session and Welcome Reception. Technical Conference Badge. The pass allows access into the Technical Conference Programmes; NO proceedings volume or CD ROM are included. Pass to be used by stand personnel only and not by a presenting author. Authors of oral or poster presentations must register with a full conference registration. Co-Exhibitors are not eligible for the Technical Pass. Staff Name (List company name, address, phone & fax if different from company above)

E-mail

Technical Pass

(See above for Technical Pass

allocation)

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

EXHIBITOR BADGE ORDER FORM Deadline: 13th March 2016




5– 6 April 2015, The Square, Brussels, Belgium

FORM JK1: INSURANCE Deadline: 5th March 2016

Company Name: .............. ............................................................................................................................................................

This is to confirm that we have taken out, or we will take out before the start of the event, the insurance against third party risks covering the permanent or occasional staff employed by the company, members of the public or any person whats over present at the event. The insurance protection will not be given by the Organisers.

Name / Signature: ...........................................................................................................................................................................

Date: ...................................................................................

Please send this form by fax or by e-mail to:

SPIE Europe, Exhibition Events Support, 2 Alexander Gate, Fford Pengam, Cardiff, CF24 2SA

Phone: +44 (0)29 2089 4747, Fax: +44 (0)29 2089 4750, Email: [email protected]

5 – 6 April 2016, The Square, Brussels, Belgium

FORM JK2: FORWARDING, HANDLING & CUSTOMS SERVICES ORDER FORM

Photonics Europe 2016, Brussels

EXHIBITOR NAME_________________________STAND No. ____________________

ADDRESS____________________________________________________________

____________________________CONTACT PERSON _________________________

Tel. No. ________________ Fax No. ______________e-mail __________________

PLEASE TICK WHICH OF THE SERVICES SHOWN BELOW YOU REQUIRE 1. DOOR TO DOOR SERVICE GT’s nominated agent in your Country will arrange pick up from your domicile and deliver through to stand. Upon receiving this we will ask our agent to make contact with you.

2. FROM ARRIVAL AIRPORT TO STAND Your own freight forwarder will get the goods to Brussels and we will arrange Customs clearance, transport to showsite and delivery to stand

3. FROM ADVANCE WAREHOUSE TO STAND Your own freight forwarder/courier company will deliver to advance warehouse in Brussels, already Customs cleared. We will transport to showsite and deliver to stand.

4. ON-SITE UNLOADING ONLY Please contact us 1 month prior to the show for this service.

5. EMPTY CASE STORAGE As there are no facilities in the halls, we will take away your empty crates, store them and return them at the close of the show.

6. OTHER SPECIFIC REQUIREMENTS Please specify: -

NAME OF OWN FREIGHT FORWARDER _________________________TEL___________________________ ESTIMATED DATE GOODS DUE TO ARRIVE AIRPORT/ADVANCE WAREHOUSE/SHOWSITE________________ (To be completed if using options 2, 3 or 4 only)

APPROXIMATE SHIPMENT DETAILS:-

No. of Pieces ________ Weight _________ kgs Type of Goods ___________________ Value __________ Dimensions _____________________________________________________________________________ DATE GOODS REQUIRED ON STAND ___________________ APPROX. TIME _________________ Please fax to Kathryn Haley of GT Exhibitions on +44 1376 335034 by 14th March 2016 or e-mail through to [email protected]

Photonics Europe 2016, Brussels

SHIPPING INSTRUCTIONS

1. Consigning of shipments & Deadline dates

a) Airfreight shipments

Airfreight shipments must be sent to Brussels Airport (BRU) only, with the master

airway bill consigned to: -

Ziegler Expo Logistics – International Department

Boechoutlaan, 107

1853 Strombeek – Bever

Notify Party: Photonics 2016

Exhibitor Name: Hall/Stand no.

c/o Ziegler Expo Logistics

Airfreight shipments should arrive latest 30th March 2016

b) Road/Courier shipments via warehouse

Shipments may not be sent directly to the venue and MUST be sent through the

advance warehouse in Brussels. Please do not send shipments directly to the

venue.

Road/Courier shipments should arrive at the following address between the 28th

March – 1st April before noon, consigned to: -

GT Exhibitions Ltd.

c/o Ziegler Expo Logistics

Boechoutlaan 107

B-1853 Strombeek Bever

Belgium

Ctc JM Salmon

Tel +32 2 475 45 40

Please ensure that the driver’s documentation clearly indicates that the goods are

for Photonics Europe 2016 and show your hall and stand no.

At the close of the event, shipments can be collected from the above address

from the 7th April onwards.

Please call in advance if you are sending road shipments from outside the EU.

Stand contractors that are building “space only” stands may deliver direct to the

venue but should contact GT Exhibitions Ltd. at least one month before the show,

in order to be given an unloading/reloading time slot.

ANY SHIPMENTS ARRIVING BEFORE OR AFTER THE ABOVE DATES WILL

BE SUBJECT TO ADDITIONAL CHARGES

2

2. Documentation required for Customs clearance

For shipments outside of the EU, we require 3 copies of a commercial

invoice/packing list in English, showing weights, sizes and values together with a

copy airway bill for airfreight shipments or for road shipments, truck no.,

estimated arrival date, etc.

All invoices must show the Country of origin and specify temporary or permanent

importation. A specimen invoice is included in these instructions.

Alternatively, an ATA Carnet may be used. Please contact us for further details

and information.

For shipments from within the EU we require a detailed packing list with a value

for insurance purposes. Again our invoice can be used for this.

Please let us have a full pre-advice at least one day before arrival to be faxed or

e-mailed through to: -

GT Exhibitions Ltd.

Fax: +44 (0) 1376 335034

Attn. Kathryn Haley

e-mail: [email protected]

3. Insurance

We strongly recommend that all exhibitors arrange insurance cover to include

transit to and from the exhibition, whilst on display and in storage. Due to EU

regulations we are no longer able to offer insurance cover and suggest that you

contact your own Broker for adequate cover.

4. Case markings

All packages should be clearly marked as follows: -

Exhibitor Name

C/o Photonics Europe 2016

Stand No.____ Square

Brussels, Belgium

1 of _ , 2 of _ , etc.

Labels will be available on-site for your return shipments.

3

5. Temporary imported goods sold or not re-exported

Exhibits/materials entered under the temporary import procedure are subject to

control and examination by Customs at the port/airport of entry for both inward

and outward movements. Any exhibits remaining in the EU after closure of the

exhibition are subject to duties and/or taxes. Payments must be guaranteed

prior to removal of goods from the exhibition venue.

6. Empty case storage

Due to fire risk, it is forbidden to store your empty packages behind your stand.

We will issue you with labels to place onto your boxes, once they are empty. You

should clearly write your Company name and stand no. on the labels to ensure no

problems in returning your boxes to you.

The empty cases will be returned to you as quickly as possible at the close of the

show, once the halls are cleared. Whilst every effort is made to return the empty

packing materials as promptly as possible, we recommend that exhibitors refrain

from booking flights immediately after the show closes.

7. Courier shipments

It is strongly advised that exhibitors from outside the EU do not send their goods

via courier companies. The only commodity that should be sent via this method

is printed matter, with a low value ($20 or less) declared on the waybill.

All courier shipments MUST be sent to our agent’s advance warehouse in

Brussels and not direct to the venue.

The address can be found in Paragraph 1b. All shipments must be received in

our warehouse 1st April 2016 12 noon latest. Shipments arriving after this date

will be subject to additional charges.

It is vital that the waybill mentions Photonics Europe 2016, your company name

and stand number. It is also imperative that you send us a pre-advice of your

shipment with a copy of the courier’s waybill. Failure to pre-advise us means we

are unaware your shipment exists and subsequently cannot be held responsible if

it is not delivered to your stand.

Courier companies in Brussels will not arrange import Customs clearance

on shipments from outside the EU and will deliver them into us

UNCLEARED, on a Customs transit document. We will arrange Customs

clearance of your goods but will require payment of all charges prior to

delivery to your stand.

8. Late arrival surcharge

Any shipments arriving after our deadline dates that require Customs clearance

will be subject to a late arrival surcharge.

4

9. Access within the venue/Weight limits

Access to the stands is via a freight elevator from street level down to level

-2, where the exhibition halls are located.

Due to width and height restrictions into the venue and then into the freight

elevator, no one piece should exceed 225 cms wide or 205 cms high.

Forklift trucks are unable to gain access in the hall, therefore all items must be

easily transported via a pallet truck.

The maximum weight limit in the halls must not exceed 500 kgs per m2.

10. Payment

Unless agreed in advance payment for all services must be made prior to, or

during the show. We accept three methods of payment, which are: -

i. Bank Transfer - Bank details must be sent on request.

ii. Credit Card - We can accept payment by credit card. Please inform us of

card details in advance. Handling fees will apply.

iii. Cash – All major currencies accepted.

All work carried out according to our standard trading conditions, which can be

found on the reverse of our letterhead.

GT Exhibitions Ltd.

COMMERCIAL INVOICE / PACKING LIST

SENDER:

CONSIGNEE:

Ziegler Expo Logistics

Boechoutlaan, 107

1853 Strombeek – Bever

For: Photonics 2016

Exhibitor Name

Hall Stand

DATE: Page 1 of 1

TOTAL PIECES

TOTAL WEIGHT

ITEM

NO

WEIGHT

KG

DIMENSIONS

(LxWxH)CMS

DESCRIPTION OF

ITEMS

HS CODE QUANTITY ITEM

VALUE

TOTAL

VALUE

IMPORTATION

A B

GOODS SHOWN ABOVE ARE OF U.K. ORIGIN UNLESS OTHERWISE SPECIFIED TOTAL CIF VALUE: £

AUTHORISED SIGNATURE:_________________________________________

A = TEMPORARY IMPORT

B = PERMANENT IMPORT

VALUE FOR CUSTOMS PURPOSES ONLY

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SERVICES MANUAL

2016

INFO

If you need further information,

please contact our Exhibition

Guide Consultant:

[email protected]

Tel: +32 2 515 13 99

Fax: +32 2 479 47 37


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Badging and Access Control for Exhibitors Exhibitors will receive their exhibitor badges at Registration and will gain access to the

exhibition hall from 10:00 hrs - 1700 Hrs on 4th April 2016 and 08:00 - 10:00 Hrs on 5th April 2016.

Badging and Access Control for Stand Builders

Please note that this paragraph is only meant for stand builders and not for employees of

the exhibiting companies.

Specific badging is required to enter and work in the building. Please make sure to specify

to SQUARE the contact details of each member of your stand building contractor team that

will need access to the building during the build-up and the dismantling. Please provide

the following details of the stand builders:

Contractor First Name and Surname

Company (Stand Building Company)

Contact Number

Number of badges required (each person must wear his/her own badge)

PLEASE RETURN THESE DETAILS VIA EMAIL TO [email protected] NO

LATER THAN 21 MARCH 2016. BADGES WILL BE HANDED OUT AT THE FREIGHT LIFT

ENTRANCE.

Failing to send this information prior to the build-up will mean that every member of your

team will first have to register at 27, Rue des Sols / Stuiversstraat where they will be

granted an access badge in order to be able to enter the exhibition halls, which can lead

to time delay.

EXHIBITION GUIDELINES!


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EXHIBITION AREA

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Stand construction and dismantling rules

CLOSED ROOMS / THEATERS / BLACK BOXES: Any stand incorporating closed rooms/theatres/black boxes with covered ceilings must include a vision panel or window and will be subject to approval on emergency lighting and exit width. Please submit copies of the drawings as mentioned above.

COMPLIANCE WITH COUNTRY REGULATIONS: All structures, materials, special designs, unusual constructions, and all signs shall conform to Belgian safety standards and codes of practice and comply with all relevant statutory authority regulations. Any display work or materials contravening this clause must be modified to meet requirements.

FIXTURES & COVERS: • Emergency exits and signs should be kept clear at all times. Also fire extinguishers should not be blocked.• Stand constructors should respect the Exhibition area decoration: no affixing to drapes, walls and windows.• No fixing of whatsoever and no painting are allowed on walls, doors, gates, outer walls, and parking.• No Exhibitor may obstruct or allow his goods, decorative materials, furniture, etc. to obstruct or fill openpassages and open spaces. • The Exhibition building, its doors, walls & the equipment therein must not be damaged (by nails, screws...).• No exhibitor will be permitted to span an aisle by ceiling or floor covering.

FLOORING: Carpet laid out by stand constructors around and on stands should be fire-resistant and a certificate will be asked on site. Carpeting the floor is only allowed if 2-sided tape type BOMA 4123 is used (available on site, please refer to the appropriate order form in this manual). If tape residues remain after dismantling, exhibitors will be charged the costs of removing those at € 37,5 /10 cm.

FIRE PROTECTION: No inflammable decorations or exposed flames may be used at any time. All decoration material of paper and inflammable fabric must be made fireproof and certificate will be asked on site.

FOOD & DRINKS: Serving food & drinks is only allowed during the Exhibition with specific approval from the venue or through the SQUARE official caterer.

EXHIBITION HALL OPENING TIME

• The Exhibitor shall be obliged to observe all time limits fixed regarding construction, stand set-up, etc.

• The Exhibitor shall be obliged to keep his stand open and suitably staffed during the official opening hours of

the exhibition.

HIRING CONDITIONS OF THE RENTAL EQUIPMENT: The equipment has to be insured against «all risks». The exhibitor remains responsible for the equipment until the authorized staff has collected this equipment. In case of loss, the equipment will be invoiced at the insurance value, without application of the ageing degree.

Every delivered order will be invoiced and all modifications will be charged.

GENERAL REMARKS: The Exhibitor shall be bound to comply with the regulations issued by the event organisers and with the SQUARE’s ‘General Terms & Conditions. Failure to comply with any of the afore-

mentioned could result in approval of your stand being withdrawn.

EXHIBITION GUIDELINES!

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GOLD PACKAGE BOOTH

OPTION 1 9 sqm booth composed of:

Carpet in roll with plastic protection, M3 quality

Lacquered aluminium structure 1M x 2.4M high

Melamine modular partitions.

Header 0,30M high (made with double aluminium

strengtheners + melamine panel).

1 Company name + stand number per open side.

Lighting package: (power is included)

o 100W lamp, placed at the front of the booth

o 1 Multi-way socket.

Cleaning before the opening (including removal of plastic

protection).

OPTION 2

High white table

1

OPTION 5

Waste paper basket

OPTION 3

Blue and light brown chair

OPTION 4

White literature rack

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STAND: HALL Nr:

VAT Nr: COMPANY NAME:

BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:

Description Price Qty Total

OPTION 1 Gold Package

BOOTH 3M x 3M with white panels, aluminium structure, blue carpet, name of the exhibitor (1 per open side), 3000W electricity and 3 spotlights

INCLUDED

OPTION 2

High white table 55,71 €

OPTION 3

Blue and light brown chair 41.43 €

OPTION 4

White literature rack 65.71 €

OPTION 5

White paper basket 8.57 €

IMPORTANT: Please, fill out your valid VAT number or tax ID

SUB-TOTAL

VAT 21%

TOTAL

ORDER FORM

Please fill in this document in capital letters, sign it and return it to [email protected] (Tel: +32 2 515 13 99) in order to confirm your order.

IMPORTANT

By signing this, you agree with our general terms & conditions.

No claims will be accepted after the exhibition. Please contact SQUARE in writing before the end

All changes of invoice due to

wrong information will cost

25€.

IMPORTANT

All orders received after

31/03/2016 will incur:

20% surcharge

immediate payment will

be required

Products are subject to

availability and feasibility

or might be substituted

Payment upon receipt of the invoice Bank transfer references:

GL Events Belgium S.A.Chaussée de Vilvorde 158 - 1120 Bruxelles - BelgiqueN° de compte: 191 0509232 45IBAN: BE44 1910 5092 3245 - BIC: CREGBEBBCBC Banque - Grand' Place 5 - 1000 Bruxelles - Belgique

Credit card (+2% administration costs):

Cardholder’s name:...............................................................

Type of payment : VISA / MASTERCARD / AMEX

Card Number: ......................................................................

Security Code: ............... Amount:...............Exp. date:........................

Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

GOLD PACKAGE BOOTH1


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PREMIUM BOOTH DESIGN

A design and colourful alternative to basic shell scheme stands. The premium booth designs

are modulable and can be adapted to your stand surface.

This budget includes:

A 1-arch structure

1 fascia with exhibitor’s name

A carpet

An electrical connection of 3kW

Integrated lights

Choice of colour

This budget does not include the following

add-ons:

The 40" screen on stand

The counter unit

The branding on the counter unit

A literature rack

These add-ons can be ordered through the

corresponding order forms.

Branded black-out panel

184.4cm x 200cm

285 EUR excl. VAT

40" screen on stand

610 EUR excl. VAT

Screen masking (fully branded)

120cm x 220cm

275 EUR excl. VAT

Literature rack

65.72EUR excl. VAT

Counter unit with high stool

180 EUR excl. VAT

+ branding option (102cm x 102cm)

115 EUR excl. VAT

1

1-Arch Module: 1 360 EUR (VAT excl.)

1-Arch Module: possible add-ons

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This budget includes:

A 2-arches structure

2 fascia with exhibitor’s name

A carpet

An electrical connection of 3kW

Integrated lights

Choice of colour

This budget does not include the following add-ons (these add-ons can be ordered through

the corresponding order forms):

The design counter unit

Signage on top

250 EUR exc. VAT

White black-out panel

184.4cm x 200cm

130 EUR excl. VAT

Table: 58,57 EUR excl. VAT

Chair: 32,86 EUR excl. VAT

Design counter

250 EUR excl. VAT

PREMIUM BOOTH DESIGN1

2-Arches Module : 1 895 EUR (VAT excl.)

2-Arches Module : possible add-ons


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STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:


1-ARCH MODULE 1360 €

Requested colour:

2-ARCHES MODULE 1895 €

Requested colour:

White black-out panel 130 €

Branded black-out panel 285 €

40” screen on stand 610 €

Fully branded screen masking 275 €

Literature rack 65,72 €

Counter unit with high stool 180 €

Branding of the counter unit 115 €

Signage on top (for 2-arches modules only) 250 €

Table 58,57 €

Chair 32,86 €

Design counter 250 €


SUB-TOTAL

VAT 21%

TOTAL

ORDER FORM


IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:



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CUSTOMISED BOOTH

Dear Exhibitor,

SQUARE is at your disposal for the design, construction and decoration of

your modular or customised booth.

Our design office will have the pleasure to guide you through all our

possibilities to integrate your company identity in the global exhibition image.

Please find hereunder some examples of stand designs that we have

created.

INFO

If you need further information, do not hesitate to send an e-mail to

[email protected] or dial the following number: +32 2

515 13 99.

2


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BOOTH CARPET

STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:


Carpet (M3) per sqm (plastic protection, installation and removal included)

6,25 €

Please mark the chosen carpet colour hereunder

o Black 0 €

o Grey 0 €

o Red 0 €

o Blue 0 €

o Green 0 €

Roll of authorised double-sided tape at SQUARE (25m per roll) (if your carpet is not ordered via SQUARE)

4 €

Please, fill out your valid VAT number or tax ID

SUB-TOTAL

VAT 21%

TOTAL

ORDER FORM


IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

3


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DIGITAL PRINTING

STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:

Ref. Description Price Qty Total

A Digital printing on vinyl adhesive to install on the

panels of your booth: 967mm x 2304mm 275 €

B

Floortile: vinyl adhesive on pvc 3mm inserted in

the carpet of your booth + non-slip protection:

per sqm

115 €

C Digital printing on vinyl adhesive for standard

fascia: 1000mm x 250 mm 29 €

D Digital printing on vinyl adhesive, stuck on a pvc

3mm, placed on your table(s). Protective film

On

request

E Digital printing on vinyl adhesive to install on the

welcome desk of your booth 131 €

F Digital printed banner (4M x 2M)

on wooden panels 1130 €

Modification of delivered files 60€/h


SUB-TOTAL

VAT 21%

TOTAL

ORDER FORM


IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

4


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A

B

C D

E F

DIGITAL PRINTING

PICTURES4

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For more information, please refer to the next page: Examples

We will make sure to create your graphics and images up to your expectations. We are committed

to partner with you in order to provide the most comprehensive and effective solutions in the trade

show industry. The graphic print and production industry is continuously evolving in order to ensure

the best quality graphics and images from your digital files. We are pleased to provide you with

guidelines for submission of your artwork. If you are not in the position to provide the needed digital

artwork for your signage needs, our service is able to assist you. We are capable of providing you

with layout services. Additional fees will apply.

For any of your implementations, our graphic department is able to present you the following

services:

Design of images and logo’s,

Scanning,

Layout,

Finalization of the files Single and double sided signage.

1. DESCRIPTION OF THE GRAPHIC PRINT

Digital printing on 160gr photo paper

The print is to be put on white PVC of 6 mm

The PVC will be put to melamine-covered wall

2. FILE DELIVERED BY YOUR COMPANY

Suitable formats for images or logos:

A. SOFTWARE

Photoshop (PSD/EPS/TIF/PDF)

Illustrator (EPS/AI/PDF)

Indesign (INDD/PDF)

B. FORMAT

Do work in proportions of: 10%-20%-25%-50%

Specify the desired size of the final image into the name of the file

Add the used font types (screen and Postscript)

Crop the image to the desired image

We recommend saving the original version of your files

C. IMAGES

Save your images in CMYK, even for images in black & white/greyscale

(NEVER use RGB-colours)

Do not use other formats than EPS or TIFF or PDF (without compression)

If necessary, files should be coded binary

Texts should be vectored (outlined) before they are converted from Illustrator to EPS

The optimal resolution for the images is:

- Scan A4 at 300 DPI for visuals up to 1sqm (+/- 40 Mb)

- Scan A3 at 300 DPI for visuals up to 1to 2 sqm (+/- 70 Mb)

Always convert the pantone colours to CMYK

Make the gradation of the colours into a continuous tone

Avoid working with True Fonts and avoid shading in PDF files.

3. IN GENERAL

Our prices do not include any modifications or corrections of the delivered file.

All additional modification will be charged at an hour fee of 60 euros.

DIGITAL PRINTING TECHNICAL SPECIFICATIONS FOR THE FILES

4

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Vector artwork

For the best quality, artwork should be created in vector

format (ai or vector eps). Logos taken from websites are

generally gifs. Gif files are not acceptable as they will not

print clearly. See picture enclosed.

Artwork in vinyl

.jpeg .eps

Artwork which is going to be produced in vinyl, for example,

solid company logos or text, must be supplied in a vector

format (ai or vector eps). Artwork created in a pixel format,

TIFF and JPEG is not suitable. See picture enclosed.

Bitmap / Raster Artwork

JPEG - We accept this format only when used to compress a

file to help transmission. For the best results, your original

artworks need to be sent in High Resolution - 300dpi or

Vector EPS. See visual.

PDF are ready to print files. The format needs to be sent at

the correct proportion and print-ready quality.

Suitable formats for images or logos

Software Preferred format

Adobe Illustrator CS5 ai, eps

Adobe Photoshop CS5 Tiff (lZW), jpeg (high quality)

Adobe InDesign CS5 Indd (including all links)

Adobe Acrobat PDF (press quality setting)

QuarkXPress 7 Axd (including all links)

Suitable media for images or logos files transfer

Media Preferred format

E-mail attachment Maximum 5 Mb

FTP server Mandatory zip or sit compression

.gif .eps

DIGITAL PRINTING TECHINICAL SPECIFICATIONS FOR THE FILES

4

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FURNITURE

STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:

Code Description (table, chair,

dimensions, colour...) Price Qty Total

IMPORTANT:


SUB-TOTAL

VAT 21%

TOTAL

ORDER FORM


IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

5

Please find pictures of all orderable furniture through the following

link: http://library.gl-events.be/FURNITURE/index.html.

Please find the price list through the following link:

http://library.gl-events.be/FURNITURE-RENTAL-2013-

2014/index.html.


http://library.gl-events.be/FURNITURE/index.html

http://library.gl-events.be/FURNITURE-RENTAL-2013-2014/index.html

http://library.gl-events.be/FURNITURE-RENTAL-2013-2014/index.html

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PLANTS

& FLORAL DECORATION

STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:

Check out our brochure at http://library.gl-events.be/Planten-Plantes-Plants/


PLANTS (baskets & pots not included => see end of list)

Laurus Pyramid (h1,5 to 1,7m) 30 €

Laurus sphere (h1,7 to 1,8m) 35 €

Ficus Benjamina (h1,5m) 35 €

Ficus Benjamina (h 2m) 45 €

Ficus Benjamina (h 2,5m) 75 €

Ficus Ali (h 1,5m) 35 €

Ficus Ali (h 2m) 40 €

Palm tree (h 1,7 to 1,8m) 35 €

Palm tree (h 2,5m) 45 €

Buxus sphere (Ø 0,5m) + pot 40 €



Buxus pyramid (h 1m) 40 €


SUB-TOTAL

VAT 21%

TOTAL

ORDER FORM


IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

6

http://library.gl-events.be/Planten-Plantes-Plants/


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STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:



Bamboo (h2 to 2,5m) 35 €

Column bamboo + basket 45 €

Olive-tree (h 1,8m) 45 €

Olive-tree (h 2,5m) 125 €

Aralia (h 1m) 25 €

Phoenix Robelini (h 2,5m) 45 €

Phoenix Canariensis (h 2,5m) 125 €

Dracaena Marginata (h 1,5 m) 30 €

Pseudosasa "Japonica" 45 €

Fern 30 cm 15 €

Fern 60 cm 25 €

Asparagus 20 cm 10 €

Asparagus 30 cm 15 €


SUB-TOTAL

VAT 21%

TOTAL

ORDER FORM


IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

PLANTS

& FLORAL DECORATION 6



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STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:



PLANTS (basket and pots)

Tuscan column grey 25 €

Tuscan pot (green, blue, brown) 20 €

Teak pot 20 €

Basket (h 0,30 m) 10 €

Basket (h 0,50 m) 15 €

Basket (h 0,80 m) 20 €

Basket (h 1,10 m) 20 €

FLORAL DECORATION

Fresh flower arrangement (Ø 20 cm) 25 €



CUSTOMISED FLORAL DECORATION

Specific flower or plants arrangement on

request


SUB-TOTAL

VAT 21%

TOTAL

ORDER FORM


IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

PLANTS

& FLORAL DECORATION 6



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AUDIO-VISUAL EQUIPMENT

STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:


Flat video and data monitor 32’’ HD on stand with speakers

425 €


610 €


670 €


850 €


1 520 €

Front projection screen - 4/3 (200x150cm) roller + Projector (3000 LUMENS)

680 €

Blu-Ray player 65 €


SUB-TOTAL

VAT 21%

TOTAL

ORDER FORM


IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

7


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ELECTRICAL CONNECTIONS

STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:


3-way socket 25 €

3 000 W (1 single-phase 230V) 160 €

6 000 W (2 single-phase 230V) 295 €

9 000 W (3 single-phase 230V) 385 €

10 000 W (1 three-phase 16A 400V) + fuse box 425 €



80 000 W (1 three-phase 125A 400V) + fuse box 1 500 €

These prices include installation and consumption for exhibitions running up to 3 days. For longer periods, please contact us for a quote.


SUB-TOTAL

VAT 21%

TOTAL

ORDER FORM


IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

SQUARE is the exclusive electrical provider

OUR SERVICE INCLUDES: Installation of electrical box fitted with a 30mAmp differential circuit

breaker. Installation of electrical box by qualified personnel in the required location. Pick-up.

LEGAL REQUIREMENTS: One connection per booth - 3KW min Only authorised persons are permitted to open elctrical boxes Beyond the electrical box, all installations must be carried out according to

the regulations under the supervision of the organizer or the exhibitor.

Electricity will be live within 30 minutes of show opening and turned off within 30 minutes of show close

8


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1sqm Back of

booth

Front of

booth

Nextd

oor

sta

nd n

um

ber:

Nextd

oor

sta

nd n

um

ber:

Nextdoor stand number:

Nextdoor stand number: IMPORTANT

A scaled sketch indicating the exact location

of the ordered equipment needs to be

attached to the order form, without

instructions from your side, the items will be

placed at the most technical convenient

location. For all changes afterwards, extra

costs will be invoiced.

Stand number:

Name + signature:

ELECTRICAL CONNECTIONS

INSTALLATION SKETCH 8

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RIGGING POINTS

STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:


Rigging point for loads up to max 50kg* 160 €

Rigging point for loads from 51kg to 200kg* 250 €

Rigging point for loads over 200kg* on

request

Remarks:

* A rigging plan must be sent 20 days prior to the build-up date. This planmust include :

a quoted top view of the stand with the rigging points positions; the booth orientation in the exhibition; a side view of the stand showing dead-off heights; the total weight of the hanging structure.

Please note that the order will not be dealt with until the rigging plan has been approved by the AV department.

* All loads must be secured with a safety!

These prices include installation for exhibitions running up to 3 days. For longer periods, please contact us for an adapted quote.


SUB-TOTAL

VAT 21%

TOTAL

ORDER FORM


IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

9


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INFORMATION

& COMMUCATIONS TECHNOLOGY

General information:

Labour (Setup & dismantling): included in the price

Network and Internet Access:

o Included in the price:

Line installation

Rj45 male Ethernet connector

One IP address per connection through an internal DHCP server

Technical support throughout your event

Guaranteed bandwidth (upload/download)

o Options, on request:

Computer setup

o Wi-Fi

Personal access code for quantity of devices selected

Limitation of the bandwidth per user regarding your selection

Possibility to have your own dedicated Access Point (Wi-Fi antenna) secured with WPA

security methods (WPA2 Key), on request

Phone:

o Access to an outside line (dial "0").

o Technical support throughout your event.

o 20 € of communication package included.

Equipment:

o All computers (PC) are installed with Windows 7 (English version), Office 2013, antivirus

software and Acrobat Reader, with a Belgian AZERTY keyboard.

o Different screen size available, on request.

o English QWERTY keyboard available, on request.

Apple Equipment:

o Apple computers (Laptop or Desktop) are installed with iWork and Microsoft Office.

o Floor stand for iPad available, on request.

o iPad Mini available on request.

Copiers or printers:

o 1 package of 500 pages is included with white paper and cartridges (toner)

o Copiers: included functions: Copy/Print, paper tray A4 and A3.

o Detailed costs for printing:

A statement (for both colour and b/w) is produced at the end of the event.

Per print: 0,4 € for colour, 0,25 € for black and white (no matter for an A3 or an A4 sheet).

10

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STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:


Nework & Internet Access

Wired Internet connection of 1Mb 290 €




Wired Internet connection of 20Mb 1 100 €

Wired Internet connection of 30Mb 1 300 €

Wireless access

For 1 device (Bandwidth 2-3Mb) 140 €



For 3 devices (Bandwidth 2-3Mb) 375 €







For 10 devices (Bandwidth 3-4Mb) 1 150 €





IMPORTANT:


SUB-TOTAL

VAT 21%

TOTAL

ORDER FORM


IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

INFORMATION &

COMMUNICATIONS TECHNOLOGY 10


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STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:





Autonomus Access Point (Wifi antenna) secured with WPA security methods (WPA2 Key)

350 €

Phone

Analog line + phone 290 €

ISDN Line 400 €

Equipment

Laptop 15'' (Secure saver Included) 135 €

Option "QWERTY" keyboard (built in) 8 €

Desktop + screen 17" 115 €

MacBook Pro 15'' 280 €

iMac 21'' 245 €

iPad 120 €

Touchscreen 550 €

Printer A4 laser b/w - 25ppm - network 115 €

Printer A4 laser color - 16ppm - network 160 €

Color copy (per page) 0,35 €

Black and White copy (per page) 0,20 €

LCD screen 17" 65 €



Network installation and/or printer installation per hour

75 €


SUB-TOTAL

VAT 21%

TOTAL

ORDER FORM


IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

INFORMATION &

COMMUNICATIONS TECHNOLOGY 10


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1 sqm Back of

booth

Front of

booth

Nextdoor stand number:

Nextdoor stand number: IMPORTANT

A scaled sketch indicating the exact

location of the ordered equipment needs

to be attached to the order form, without

instructions from your side, the items

will be placed at the most technical

convenient location. For all changes

afterwards, extra cette grille à

exhibitorbook@square-

brussels.com.

Sans instructions de votre part, les

articles seront placés à l'emplacement le

plus accessible techniquement.

Tout changement demandé après la

mise en place occasionnera des

suppléments.

Stand number:

Name + signature:

Nextd

oor

sta

nd n

um

ber:

Nextd

oor

sta

nd n

um

ber:

INFORMATION & COMMUNICATIONS TECHNOLOGY

INSTALLATION SKETCH 10

IMPORTANT

A scaled sketch indicating the exact location

of the ordered equipment needs to be

attached to the order form, without

instructions from your side, the items will be

placed at the most technical convenient

location. For all changes afterwards, extra

costs will be invoiced.



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STAND CLEANING

STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:


STAND CLEANING during the entire show (per square meter)

7.5 €


SUB-TOTAL

VAT 21%

TOTAL

Are included in the service:

Cleaning prior to show opening

Removal of plastic fold from the carpet

Vacuuming of the carpet or sweeping up the floor

Dusting of the counters.

Daily cleaning of the booth

Vacuuming or sweeping the floorboard every morning, before opening.

Collecting of the waste paper bags

ORDER FORM


IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

11


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LABOUR

STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:

Date Schedule Total of hours

Qty Total

amount

Labour rate, straight time*: 35 € excl. VAT * from Monday to Friday from 8 am to 5 pm

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

Labour rate, over time*: 50 € excl. VAT * on weekdays from 5pm to 8 am and on week-ends

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

Forklift with operator, straight time*: 95 € excl. VAT * from Monday to Friday from 8 am to 5 pm

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

Forklift with operator, over time*: 140 € excl. VAT * on weekdays from 5pm to 8 am and on week-ends

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€


SUB-TOTAL

VAT 21%

TOTAL

ORDER FORM Please fill in this document in capital letters, sign it and return it to [email protected] (Tel: +32 2 515 13 99) in order to confirm your order.

IMPORTANT By signing this, you agree with our general terms & conditions.

No claims will be accepted after the exhibition. Please contact SQUARE in writing before the end All changes of invoice due to


25€.

IMPORTANT



20% surcharge


be required





GL Events Belgium S.A. Chaussée de Vilvorde 158 - 1120 Bruxelles - Belgique N° de compte: 191 0509232 45

IBAN: BE44 1910 5092 3245 - BIC: CREGBEBB CBC Banque - Grand' Place 5 - 1000 Bruxelles - Belgique Credit card (+2% administration costs):



Card Number: ......................................................................


Date: ................................................ Name: ................................................ Signature: Company’s stamp:

12


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HOSTESSES

STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:

HOSTESSES, normal fee (min. 4 hours): 35 € / hour excl. VAT HOSTESSES, Sunday fee: 60 € / hour excl. VAT

Date Schedule Total of hours

Qty Total

amount

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

Spoken languages (upon availability)


SUB-TOTAL

VAT 21%

TOTAL

ORDER FORM Please fill in this document in capital letters, sign it and return it to [email protected] (Tel: +32 2 515 13 99) in order to confirm your order.

IMPORTANT By signing this, you agree with our general terms & conditions. No claims will be accepted after the exhibition. Please contact SQUARE in writing before the end All changes of invoice due to


25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................



12


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Outfit A

Shirt colour (make your choice): WHITE / BLUE

Scarf colour: ...................................................

Outfit B

Shirt colour (make your choice): WHITE / BLUE

Skirt colour: LIGHT BLUE

Scarf colour: ...................................................

Outfit C

Suit colour: BLACK

Scarf colour: ...................................................

Outfit D

Dress colour: DARK BLUE

Scarf colour: ...................................................

Outfit E

Dress colour: DARK GREY

Scarf colour: ...................................................

Outfit F

Dress colour: DARK GREY

Scarf colour: ...................................................

Outfit G

Dress colour: RED

Scarf colour: ...................................................

HOSTESSES AVAILABLE OUTFITS

Make your choice

12

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STAND SURVEILLANCE

STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:

Rates

Week, day shift

Week, night shift

Saturday, day shift

Saturday, night shift

Sunday, day shift

Sunday, night shift

Day = between 6am and 10pm Night = between 10pm and 6am

41,56 € 50,91 € 47,79 € 57,14 € 49,87 € 57,03 €

Security Agent

Date Hours Total of hours

Qty Total amount

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

......./......./20....... .......h....... to .......h....... ...........h ............€

ORDER FORM


IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

12


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CATERING SERVICES

Coffee Bar «GUSTO»

Hot and Soft Drinks

Coffee and Tea Selection

Mineral Waters and Fruit Juices

Service Equipment

Recyclable Carton Goblets

Dressed and Decorated Bar

10,75 € VAT excl. during 4 hours Drinks and services equipment included

Option 1 - Crockery and glassware+2,00 € VAT excl. per Guest

Option 2 - Biscuits, Spiced (gingerbread) Biscuits+ 1,80 € VAT excl. per Guest

Option 3 - Fruit basket for 20 persons+ 30,00 € VAT excl.

Option 4 - Permanent service, 1 waiter during 4h+ 160,00 € VAT excl.

19,75 € VAT excl. during 8 hours Drinks and service equipment included

Option 1 - Crockery and Glassware+ 3,40 € VAT excl. per Guest

Option 2 - Biscuits, Spiced (Gingerbread) Biscuits+ 2,70 € VAT excl. per Guest

Option 3 - Fruit basket for 20 persons+ 30,00 € VAT excl.

Option 4 - Permanent service, 1 waiter during 8h+ 320,00 € VAT excl.

Drink-Aperitif «GUSTO»

« Appetizers » Tasty Appetizers, Crudités According to Market Supply Olives, Grilled Dried Fruit, Cheese Cubes & Crackers

4 Plates / 100 Persons

Bar Mineralwaters& Fruit Juices

Alcoholic Drinks (* Supplementary)

Service Equipment Trays, Glassware

Dressed and Decorated Bar

Service For 60 Minutes

Necessary Staff to Guarantee an Excellent Service

10,75 € VAT excl. per guest

Equipment and staff included (alcoholic drinks excluded)

Option 1 - 5 « Pcs Cold Cocktail Appetizers » (*)

+ 7,50 € VAT excl. per Guest

Option 2 - With White and Red Wine « Réserve » + 3,50 € VAT excl. per Guest

Option 3 - With Cava Brut Dom Potier + 4,75 € VAT excl. per Guest

Option 4 - Champagne Vranken + 8,75 € VAT excl. per Guest

25 Bottles / 100 Persons

(*) Selected by our chef according to market supply, for example:

« Minute »-Appetizers, Javanais & Mini Wraps With Smoked Salmon, Grey North Sea Shrimps, Goose Liver and Figs Blinis and 'Moscovite' Potatoe With Salmon Caviar, Rillette of Smoked Trout, Gipsy Style « Tasty Appetizers » Goose Liver Crémeux, Tomatoe Water Mousse, Eggplant Caviar, Grey Shrimp Fondant Parma Ham Melon, Cherry Tomatoe with Mozzarella & Basil, Larded Salmon, Lemon Grass Chicken

13

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Permanent Bar «GUSTO»

Appetizers Tasty Appetizers, Crudités According to Market Supply Olives, Grilled Dried Fruit, Cheese Cubes & Crackers 4 Plates / 100 Persons

Bar

Mineral Waters and Soft Drinks Fruit Juices and Vegetable Juices

Coffee & Fresh Mint Tea Alcoholic Drinks (= extra, see options)

Service Equipment Trays, Glassware Dressed and Decorated Bar

Service For 120 Minutes Necessary staff to guarantee an excellent service

13,95 € VAT excl. per guest during 2h Equipment and staff included

(alcoholic drinks excluded)

Option 1 - With White and Red Wine « Reserve » + 3,50 € VAT excl. per Guest

Option 2 - With Cava Brut Dom Potier

+ 4,75 € VAT excl. per Guest

Option 3 - Champagne Vranken + 8,75 € VAT excl. per Guest

25 Bottles / 100 Persons

Option 4 - With « Belgian » Beer + 2,60 € VAT excl. per Guest

150 Bottles (25 cl) / 100 Persons

KITS

Basic Kit 40,00 EUR VAT excl. 50 plastic cups 100 paper towels 25 garbage bags of 100L 25 rolls of paper towels 25 plastic plates 1 bottle opener

Coffee Kit 1 nespresso machine Plastic cups Milk Sugar

with 50 coffee pads 125,00 EUR VAT excl.

with 100 coffee pads 175,00 EUR VAT excl.

Belgian Beer Kit 350,00 EUR VAT excl. 24 bottles of Jupiler 24 bottles of Duvel 1 Fridge 100 plastic glasses

Drink’it Kit 255,00 EUR VAT excl. 2L of orange juice 12 bottle of still water (1L) 12 bottle of sparkling water (1L) 24 cans of soft drinks (coca, Fanta, sprite) 24 bottles of 25cl Belgian Beers 100 plastic glasses

Water Fountain Kit 125,00 EUR VAT excl. 1 water fountain 2 bottles of water (18,9L each) 200 plastic glasses

Waiter per hour (minimum2 hours) 40,00 EUR VAT excl.

CATERING SERVICES 13

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STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:

Description Price Qty

Day 1 (PRS)

Qty Day 2 (PRS)

Qty Day 3 (PRS)

From (h)

Total

Coffee Bar «GUSTO» 4h 10,75 €

Option 1 2,00 €

Option 2 1,80 €

Option 3 30,00 €

Option 4 160,00 €

Coffee Bar «GUSTO» 8h 19,75 €

Option 1 3,40 €

Option 2 2,70 €

Option 3 30,00 €

Option 4 320,00 €

Each order lower than 50 € will incur delivery costs of 15 € Acronyms: PRS = persons From (h) = from what time the catering service should start IMPORTANT: Please, fill out your valid VAT number or tax ID

SUB-TOTAL (food)

VAT 12% (food)

SUB-TOTAL (drinks)

VAT 21% (drinks)

TOTAL

ORDER FORM Please fill in this document in capital

letters, sign it and return it to [email protected] (Tel: +32 2 515 13 28) in order to

confirm your order.



25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................




mailto:f&[email protected]

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STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:


Day 1 (PRS)

Qty Day 2 (PRS)

Qty Day 3 (PRS)

From (h)

Total

Drink-aperitif "GUSTO" 10,75 €

Option 1 7,50 €

Option 2 3,50 €

Option 3 4,75 €

Option 4 8,75 €

Permanent Bar "GUSTO" 13,95 €

Option 1 3,50 €

Option 2 4,75 €

Option 3 8,75 €

Option 4 2,60 €


SUB-TOTAL (food)

VAT 12% (food)

SUB-TOTAL (drinks)

VAT 21% (drinks)

TOTAL



confirm your order.



25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................





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STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:


Day 1 Qty

Day 2 Qty

Day 3 From (h)

Total

Surprise bread (40 pcs) 60,00 €

Basket of sandwiches (25 pcs) 50,00 €

Basket of pastries (25 pcs) 50,00 €

Basket of mini pastries (40 pcs) 60,00 €

Tray of mini cakes (56 pcs) 60,00 €

Tray of macarons (72 pcs) 95,00 €

Fruit basket (3kg) 35,00 €

Tray of fresh vegetables 30,00 €

Tray of zakouskis (20 pcs) 30,00 €

Basic Kit 40,00 €

Coffee Kit – 50 pads 125,00 €

Coffee Kit – 100 pads 175,00 €

Additional box of 50 coffee pads 62,50 €

Belgian Beer Kit 350,00 €

Drink’it Kit 255,00 €

Water Fountain Kit 125,00 €

Extra water fountain bottle (18,9L) 30,00 €

Each order lower than 50 € will incur delivery costs of 15 €

Acronyms: PRS = persons From (h) = from what time the catering service should start


SUB-TOTAL (food)

VAT 12% (food)

SUB-TOTAL (drinks)

VAT 21%

(drinks)

TOTAL

ORDER FORM

Please fill in this document in capital letters, sign it and return it to

[email protected] (Tel: +32 2 515 13 28) in order to

confirm your order.

IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

CATERING SERVICES13


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STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:


Day 1 Qty

Day 2 Qty

Day 3 From (h)

Total

THE "BUBBLES" LIST (75 cl) Cava Brut "Dom Potier" 19,90 €

Champagne Vranken 38,00 €

Champagne Pommery Brut Royal 42,00 €

Champagne Drappier, Carte d’Or Brut 55,00 €

"WHITE WINE" LIST (75 cl)

White Wine Réserve 14,50 €

Domaine de Pomes, Côtes de Gascogne 15,60 €

Château La Brie, Bergerac 16,80 €

Pouilly Fumé, Domaine Thibault 18,60 €

Sancerre, Domaine Reverdy 21,00 €

Coucheroy, Pessac Léognan 19,90 €

Meursault, Domaine Boissard Lardy 36,90 €

"RED WINE" LIST (75 cl)

Red Wine Réserve 14,50 €

Château Bel Air, Bordeaux 16,90 €

Château Patache d’Aux, Médoc 21,90 €

Château Lamarzelle-Cormey, St Emilion

GCC

22,40 €

Château de Rochemorin, Pessac-Léognan 23,90 €

Château La Bastide Dauzac, 2007, Margaux

28,30 €

Château Beau Site, St Estephe 31,20 €

Each order lower than 50 € will incur delivery costs of 15 € Acronyms: PRS = persons

From (h) = from what time the catering service should start IMPORTANT: Please, fill out your valid VAT number or tax ID

SUB-TOTAL (food)

VAT 12% (food)

SUB-TOTAL (drinks)

VAT 21% (drinks)

TOTAL



confirm your order.



25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................





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STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:


Day 1 Qty

Day 2 Qty

Day 3 From (h)

Total

"SOFT" (100 cl)

Coca, Coca Light, Fanta, Sprite and

Tonic 100cl 3,25 €

"BEERS" (Bottles)

Jupiler 33cl 3,00 €

Hoegaarden 33cl 3,50 €

Kriek 33cl 4,00 €

"ALCOHOL" (100 cl)

J&B, J-Walker, Gordon’s, Absolut 39,00 €

HOT DRINKS

Coffee, tea (1,8 L) 9,00 €

Hot Chocolate (1,8 L) 8,00 €

Pods of milk x 240 18,00 €

Pods of cream x 240 20,00 €

Sugar cubes (1 kg) 5,00 €


SUB-TOTAL (food)

VAT 12% (food)

SUB-TOTAL (drinks)

VAT 21% (drinks)

TOTAL



confirm your order.



25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................





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STAND: HALL Nr:


BILLING ADDRESS:

....................................................................................................................................

....................................................................................................................................

ZIP: CITY: COUNTRY:

TEL: FAX:

MOBILE: CONTACT:

SKYPE: E-MAIL:


Day 1 Qty

Day 2 Qty

Day 3 From (h)

Total

EQUIPMENT

Ice pack 5kg 5,00 €

Garbage bag 25 pcs. 5,00 €

Roll of paper towels 2 pcs. 2,50 €

Plastic wine glass 20 pcs. 10,00 €

Plastic champagne glass 10 pcs. 10,00 €

Plastic plate 50 pcs. 10,00 €

Plastic glass for soft drinks 25cl 25

pcs. 10,00 €

SERVICE

Waiter (per hour) 40,00 €

Each order lower than 50 € will incur delivery costs of 15 €

Acronyms: PRS = persons From (h) = from what time the catering service should start


SUB-TOTAL (food)

VAT 12% (food)

SUB-TOTAL (drinks)

VAT 21% (drinks)

TOTAL

ORDER FORM

Please fill in this document in capital letters, sign it and return it to

[email protected] (Tel: +32 2 515 13 28) in order to

confirm your order.

IMPORTANT





25€.

IMPORTANT



20% surcharge


be required









Card Number: ......................................................................


Date: ................................................

Name: ................................................

Signature:

Company’s stamp:

CATERING SERVICES13


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GENERAL TERMS AND CONDITIONS

The purpose of this document is to define the standard terms of sale or leasing of the equipment/products/services for the installation and layout of

stands, fairs, exhibitions and other events by SQUARE.

1) APPLICATION

The conditions set out hereunder form a complete set and apply to all the services of SQUARE, regardless of the client’s standard terms. Accordingly,

any specific provision that alters them must be agreed --expressly and in writing-- between the parties

2) PLANS – MODELS

Any person asking SQUARE to prepare a study, a plan or a model undertakes to either reserve for SQUARE its execution, or to compensate it for any

and all expenses incurred as a result of said studies, plans or models. Drafts, plans, etc., shall remain the full property of SQUARE, even in the case of

execution. They cannot be executed in any way, nor handed over, or communicated to third parties without the prior written authorisation of SQUARE.

3) OFFERS

As certain modifications may take place during the preparation of the final plans, the prices indicated in our estimates may be increased or decreased.

4) ORDERS An order will only be completed if it is accompanied by a 50% down payment of the amount (all taxes included) of the estimate. The

additional services ordered within less than 8 business days prior to the first exhibit day shall be paid in cash at the time of the order. Unless specifically

agreed, if an order is placed after the return date indicated on the order form or the estimate, a 20% price increase shall be applied. In addition, for

any order placed as of the first exhibit day, the prices will be increased by 20%. The cancellation of an order must be confirmed in writing by the client.

If an order is cancelled less than 15 business days prior to the first exhibit day, the down payment collected shall be considered as our permanent

property as contractual, lump-sum, irreducible compensation. If an order is cancelled less than 10 business days prior to the first exhibit day, the

entire amount (all taxes included) of the order has to be paid.

5) TRANSPORT Regardless of the circumstances, the leased equipment shall travel at the client’s risk. The equipment delivered is considered in good

condition unless the client submits a written claim within 24 hours of the delivery time. The rental period shall commence at the time that the equipment

leaves at GL events warehouses and shall end when the equipment arrives back at the warehouses. Breach or delay shall not give rise to any

compensation on the part of SQUARE if they are caused by an act of God or by another thing that can’t be for seen

6) DELIVERY

SQUARE shall be fully released from the obligation to perform the work that is the subject of the accepted invoice in the event of force majeure, or in

case of events such as military mobilisation, total or partial strike, war, lockout, requisition, fire, flood, transport interruptions or delays, shortages of

raw materials, accidents involving tools, or any other cause impeding its activity or that of its suppliers, or giving rise to total or partial idleness for it

or its suppliers. In the case of force majeure and/or if stock is unavailable, SQUARE reserves the right to furnish --in lieu of the equipment ordered--

any equivalent equipment fit for identical use. Delivery timeframes are given for information purposes and do not represent firm commitments on our

part. Any delays shall not give rise to damages, interest, fines, or termination of orders or retention of equipment. SQUARE reserves the right not to

deliver if the down deposit (or cash payment in case of an additional order) have not been paid.

7) RESERVATION OF TITLE

The equipment leased by SQUARE shall remain its entire property. If sold, the merchandise shall remain SQUARE’s property until the entire price has

been paid. If the client fails to make payment for any portion of the price, the restitution of the equipment may be demanded at any time, by notice

sent by registered mail. The client cannot shirk its responsibilities and must immediately fulfil its obligations, failing which it shall incur a daily penalty

equivalent to the cost of putting the equipment out of service.

8) EQUIPMENT – LIABILITY

As of the time that the equipment is made available, delivered or accepted, the client alone shall have custody of the leased equipment and shall alone

be liable for any deaths, losses, or damages suffered or caused by this equipment and until it has been returned. The client releases SQUARE from any

liability, also vis-à-vis third parties, resulting from normal, abnormal or wrongful use of the equipment, throughout the equipment’s leasing or usage

period. Under no circumstances may SQUARE be held liable for any damages what’s however, caused by the falling of partitions, accessories, structure

or decoration, both during preparation and during the fairs, exhibitions or events, or during their removal. The same shall apply for all damages caused

to objects belonging to the client. The facilities and equipment are leased in good condition and must therefore be returned in good condition. Any

damage or loss shall be invoiced to the client at its actual value, the client must insure the material against this risks. SQUARE denies any liability

concerning the documents, objects, samples and materials left by the client in the leased equipment or on the stand, whoever performs the assembly

or disassembly work. In the event that the client allows the removal and/or restitution of the leased equipment, it shall be responsible for restitution

within the stipulated timeframe. If the equipment is not returned within the stipulated timeframe, the client shall be liable for the loss resulting from

the tardy restitution, or, if applicable, non-restitution. The client is strictly prohibited from modifying the stand’s structure, including partially, as well

as from painting, decorating or modifying the colours stipulated, etc., as well as from fixing in any manner whatsoever objects to the structures of the

stands. If the client violates this prohibition, SQUARE shall invoice at the normal selling price in effect at this time the replacement or repair of the

equipment delivered.

9) CLAIMS

All claims must be made to SQUARE in writing during the event; complaints after the event will not be taken into consideration.

10) PAYMENT

Our invoices are payable in cash to our address. If payment is not made on a timely basis, the invoices shall incur --automatically and without notice-

- monthly interest at the rate of 12% per year. In addition, as compensation, they shall be increased by 10%, with a minimum of EUR 40.

11) SECURITY DEPOSIT

Regardless of the type of event, a security deposit may be demanded at the time of the order; the order will not be filled if said security deposit has

not been received. This security deposit shall be returned to the client after full payment has been made of the amounts due, and the equipment has

been returned in good condition by the date stipulated. Should the client fail to return the equipment at the end of the event open to the public, or if

it has not allowed the supplies to take back the equipment, this equipment shall be considered as permanently lost and the security deposit shall be

deducted from the equipment’s replacement

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