Exhibition Information

Exhibiting will enable you to network and give a space to hold brief meetings with the high level professional attendees. The busiest times for the Expo are during the conference breaks when all the conference attendees will be in the Expo area.

To receive the most up to date information on the conference and Expo please refer to the website at: http://events.eyefortravel.com/revenue-management/agenda.asp

CONTENT

YOUR CONTACTS

There is an EyeforTravel team working on your event:

Expo & Event Logistics/Production/Adverts:
Charlotte Davis
+44 (0) 207 375 7553
charlotte@eyefortravel.com

Event Director/Speakers:
Rosie Akenhead
+44 (0) 207 375 7229
rosie@eyefortravel.com

Sales:
Sinead O'Mallon
+44 (0) 207 375 7228
sinead@eyefortravel.com

THE VENUE

The Conference and Exhibition are being held in Zurich 1&2 and the foyer area. See the floorplan attached for more details.

You can also obtain more details from the Hotel:

Address:
Mövenpick Hotel Amsterdam City Centre
Piet Heinkade 11
1019 BR Amsterdam
Netherlands

Tel: +31 (0) 20 519 1200
Fax: +31 (0) 20 519 1239

Venue Contact:
Petra Middelkoop
Conferences & Events Planner - Mövenpick Hotel Amsterdam City Centre
Piet Heinkade 11
NL-1019 BR Amsterdam
Phone: +31 20 519 12 00
Direct: +31 20 519 12 36
Fax: +31 20 519 12 49
petra.middelkoop@moevenpick.com

EXHIBITION FLOORPLAN

Please see the floor plan for the exhibition stand set up.

STAND ALLOCATIONS

All stand allocations will be done on a first come first served basis and can only be guaranteed once we have received a signed copy of the Exhibitor Contract. Where possible, EyeforTravel will try to give you your first choice but if this is not available we will offer you the next best alternative.

EXPO PACKAGE

The following is included in your package:

  • 1 Table
  • 2 Chairs

Also included is:

  • 2 Exhibitor Staff passes (access to exhibition area only)
  • Company Overview (100 words), Logo (eps format) & URL in Show Guide
  • Link to EyeforTravel Web Site

Additional equipment orders, Telephone and Internet Connection as well as Audio Visual equipment need to be ordered separately with the hotel. Please see the Exhibition Extras section below for information on how to order these.

The exhibition space is yours to do with as you choose. Some exhibitors will bring pop-up stands of their own. The only restriction is that whatever you bring must fit within your allocated space.

EXPO STAFF

As an exhibitor, you are also given 2 Exhibit Staff Passes to allocate to those you intend to man your stand. Please note these do not include access to the main conference.

Please inform Stevie Bell by Monday 8th October of the full name, job title and email address of the people from your company obtaining these tickets so that we can send them confirmation. If we do not receive the names by this date then there will be no badges available at the registration desk.

Should you require additional exhibit passes, these may be charged per additional person. Please contact Sinead Mallon on the details above for more information.

EXPO TIMES

Please find below the exhibition opening times. These may change slightly closer to the event. EyeforTravel will inform you of any changes via an email.

Tuesday 23rd November
9am - 7pm

Wednesday 24th November
9am - 5:30pm

For your information, the busiest times will be during the coffee breaks, lunches and cocktail reception when conference attendees are able to walk the Expo floor. A timed program with exact timing of the breaks will be sent to you closer to the event

SET UP TIMES

Monday 22nd November 7pm - 8pm

Tuesday 23rd November 7am - 8am

Tuesday 23rd November is an additional set up day to allow exhibitors to finish up; all exhibitors are required to begin set up on Monday 22nd November. All exhibits must be set by 8am on Tuesday 24th November to be ready for the registration coffee break.

If you are shipping packages in advance it is advisable that you or a colleague arrives in advance, to ensure everything you have sent has arrived. It is important to bring the tracking numbers for the unlikely event a package need be traced.

BREAK DOWN TIMES

Wednesday 24th November 5:30pm - 6:30pm

The area must be cleared of equipment and rubbish by 6:30pm on Wednesday 24th November. Anything left after this time may be disposed of by the facility unless prior shipping arrangements have been made.

Important: In fairness to your fellow exhibitors and Expo attendees, and in the interest of maintaining the integrity of First Conferences' exhibitions, no one will be permitted to disassemble or remove their exhibit in whole or in part prior to the scheduled beginning of break down on Wednesday 24th November.

EXHIBITION EXTRAS

AUDIO VISUAL EQUIPMENT

For all Audio Visual requests please contact:

Petra Middelkoop
Conferences & Events Planner - Mövenpick Hotel Amsterdam City Centre
Piet Heinkade 11
NL-1019 BR Amsterdam
Phone: +31 20 519 12 00
Direct: +31 20 519 12 36
Fax: +31 20 519 12 49
petra.middelkoop@moevenpick.com

NB. Additional Audio Visual Equipment will be charged extra to the exhibiting company. Please ensure you supply credit card details when placing your order.

ELECTRICAL SERVICES

If you wish to order electricity for your stand, please contact:

Petra Middelkoop
Conferences & Events Planner - Mövenpick Hotel Amsterdam City Centre
Piet Heinkade 11
NL-1019 BR Amsterdam
Phone: +31 20 519 12 00
Direct: +31 20 519 12 36
Fax: +31 20 519 12 49
petra.middelkoop@moevenpick.com

NB. Electrical services will be charged extra to the exhibiting company. Please ensure you supply credit card details when placing your order.

INTERNET & PHONE ACCESS

Petra Middelkoop
Conferences & Events Planner - Mövenpick Hotel Amsterdam City Centre
Piet Heinkade 11
NL-1019 BR Amsterdam
Phone: +31 20 519 12 00
Direct: +31 20 519 12 36
Fax: +31 20 519 12 49
petra.middelkoop@moevenpick.com

NB. Internet & Phone access will be charged extra to the exhibiting company. Please ensure you supply credit card details when placing your order.

SHIPPING

All shipping is to be organized and paid independently by the exhibitor. If you are shipping in advance it is STRONGLY ADVISED to pre-arrange for return shipping from the venue, before attending the exhibition. It is also important to bring TRACKING NUMBERS with you in the unlikely event a package needs to be traced. Please also bring all necessary packing and shipping materials with you.

It is not the responsibility of EyeforTravel to arrange shipment although we will be on hand to offer advice.

All shipping should be sent to the Movenpick Amsterdam and should arrive no earlier than: Monday 15th November (otherwise the hotel will charge a storage fee per day per delivery) and no later than: Monday 22rd November.

For your convenience I have created a Shipping Label, which must be printed out and attached to all exhibition material boxes. You will find the label attached to this email

COMPANY OVERVIEW & LOGO

Exhibitors each get a 100-word overview and their company logo in the EyeforTravel Show Guide.

OVERVIEW

This is strictly 100 words (no more). The idea of the overview is to simply give a brief description of your company ‘products & services’.

COMPANY LOGO

Your company logo must be saved in an EPS format and saved in outlines.

Please submit your company overview together with your company logo to Charlotte Davis – charlotte@eyefortravel.com as soon as possible but before Friday 8th October.

EyeforTravel will not be responsible if your logo and overview is not received in time or in the right format. We also reserve the right to change your company overview if it is longer that 100 words.

ADVERTISEMENTS

The Show Guide will be produced in UK Letter Size 210x297mm, our designer has asked that all artwork be produced to this size. Please supply electronic artwork as a Press Optimized PDF with the fonts embedded.

A COLOUR RUN-OUT OF THE AD MUST ALWAYS BE SUPPLIED WITH ELECTRONIC FILES. IF THIS IS IMPOSSIBLE A FAX IS REQUESTED TO MATCH FONTS FOR PAGE LAYOUT.

Also note the following:

If the advertisement is to cover the overall page, it should be supplied with crop marks and bleed of at least 3mm.

Delivery address for hard copies:
Charlotte Davis
First Conferences Ltd
7-9 Fashion Street
London
E1 6PX
Tel: +(0) 20 73757500
Fax: +(0) 20 73757511

Delivery address for electronic files: charlotte@eyefortravel.com

Deadline for receiving artwork is Friday 8th October.

If we do not receive your advert by the deadline stated or in the wrong format, we cannot ensure it will be in the showguide.

INSERTS FOR DELEGATE PACKS

If you have opted for an insert as part of your Expo package, please note that they must arrive at the venue during business hours by Monday 22nd November at the very latest!

Please print off the Shipping Label and attach to any packages. All packages need to be sent directly to the hotel.

If we do not receive the inserts by the date stated and with the attached label, we cannot guarantee they will be placed in the Expo/Conference attendee packs.

It is also important to bring the TRACKING NUMBERS with you in the unlikely event a package needs to be traced.

If you are unsure whether your package includes an insert then please refer to your contract or contact eyefortravel directly.

INSURANCE

Whilst we will take every precaution to protect your property during the event, we are not responsible for any loss or damages and recommend that you obtain insurance coverage.

Such insurance is available through our insurer, Insurex Expo-Sure, who will be happy to provide you with a quote. You may contact Muriel Semple Tel: +44 (0) 1892 511 500

You are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties, and you may wish to protect your investment against abandonment, cancellation or curtailment of the event due to reason beyond our control.

DEADLINES

For your convenience I have put together a Check List with exhibition deadlines. It is important that you work to these deadlines:

 

Due Date

Advertisement

Friday 8th October

Company Logo (eps format)

Friday 8th October

Company Overview (100 words)

Friday 8th October

Exhibitor Extras

Friday 12th November

Standholder Passes List

Monday 15th November

Exhibition Stand Material Shipment

Monday 22nd November

Inserts into delegate packs

Monday 22nd November

FINALLY

Please remember to send any order forms (i.e. Telephone/Internet Connection, Electricity, AV etc.) and materials (i.e. Company Logo, Company Overview, Inserts etc.) by the deadlines stated. EyeforTravel cannot be held responsible for late returns.

We are very excited to have you participate in this year's Conference and Exhibition and the team wish you the very best of success at the event.

Kind regards,
Charlotte

Charlotte Davis
International Events Manager
EyeforTravel Ltd
7-9 Fashion Street
LONDON
E1 6PX
Tel: +44 207 375 7553
Fax: +44 207 375 7172
charlotte@eyefortravel.com

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