Exhibitor 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.

CONTENT

YOUR CONTACTS

There is an EyeforTravel team working on your event:

Expo & Event Logistics/Production/Adverts:
Julia Savage
+44 (0) 207 375 7155
julia@eyefortravel.com

Event Director/Speakers:
Gina Baillie
+44 207 375 7500
gina@eyefortravel.com

Sales:
Paul Lane
+44 (0) 207 375 7597
paul@eyefortravel.com

THE VENUE

The Conference and Exhibition are being held in the Ballroom Foyer at the Vier Jahreszeiten Kempinski Hotel, Munich.

You can also obtain more details from the Hotel:

Address:
Vier Jahreszeiten Kempinski Hotel, Munich
Maximilianstrasse 17
80539 Munich
Deutschland
Telephone: +49 89 2125 0
Fax: +49 89 2125 2000
Web: Click here

Venue Contact:
Katharina Grimme
Groups & Convention Coordinator
Telephone: +49 89 2125 2208
Fax: +49 89 2125 2720
Email: katharina.grimme@kempinski.com

EXHIBITION FLOORPLAN

Click here to view the floor plan

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:

  • 2 Chairs
  • 1 Table

Also included is:

  • Two Exhibitor Staff passes (access to exhibition area only)
  • Company Overview (100 words), Logo (eps format) & URL in Show Guide
  • Link on the 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 two 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 Julia Savage, by Friday 21st November 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 Paul Lane 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 2nd December
8:00 - 19:30

Wednesday 3rd December
8:00 - 16:30

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 1st December
17:00 - 18:00

Tuesday 2nd December
7:00 - 8:00

Tuesday 2nd December is an additional set up day to allow exhibitors to finish up; all exhibitors are required to begin set up on Monday 1st December. All exhibits must be set by 8:00am on Tuesday 2nd December 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 3rd December
15:30-17:30

The area must be cleared of equipment and rubbish by 5:30 PM on Wednesday 3rd December. 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 3rd December.

EXHIBITION EXTRAS

AUDIO VISUAL EQUIPMENT

For all Audio Visual requests please contact:

Michael Huss
Telephone: +49 (0)89 900 99 13
Fax: +49 (0)89 900 99 155
Email: mhu@braehler.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:

Katharina Grimme
Telephone: +49 89 2125 2208
Fax: +49 89 2125 2720
Email: katharina.grimme@kempinski.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

Katharina Grimme
Telephone: +49 89 2125 2208
Fax: +49 89 2125 2720
Email: katharina.grimme@kempinski.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 Vier Jahreszeiten Kempinski Hotel, Munich and should arrive no earlier than: Friday 28th November (otherwise the hotel will charge a storage fee per day per delivery) and no later than: Monday 1st December

For your convenience a Shipping Label has been created, which must be printed out and attached to all exhibition material boxes.

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 Julia Savage – julia@eyefortravel.com as soon as possible but before Friday 14th November at the very latest.

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 A4 (210mm x 297mm), 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:
Julia Savage
First Conferences Ltd
7-9 Fashion Street
London
E1 6PX
Tel: +44(0) 20 73757500
Fax: +44(0) 20 73757511

Delivery address for electronic files: julia@eyefortravel.com
Deadline for receiving artwork is Friday 14th November

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 1st December at the very latest!

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:

Advertisement Friday 14th November
Company Logo (eps format) Friday 14th November
Company Overview (100 words) Friday 14th November
Exhibitor Extras Wednesday 26th November
Standholder Passes List Friday 21st November
Exhibition Stand Material Shipment Monday 1st December
Inserts into delegate packs Monday 1st December

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 Revenue Management and Pricing in Travel Europe and the team wish you the very best of success at the event.