Exhibitors Manual. April Navingo BV Las Palmas Building Wilhelminakade AR Rotterdam The Netherlands

Transcription

1 Exhibitors Manual April 2014 Navingo BV Las Palmas Building Wilhelminakade AR Rotterdam The Netherlands

2 Contents of the exhibitors manual 1. Contacts Offshore Energy is created and produced by Event organization Suppliers Event program and venue information Program Offshore Energy Venue Parking Shipping address Organization office Facilities for the disabled Accidents and First Aid Build up and dismantling Safety rules Stand (de)construction and set up time schedule Large and/or heavy materials Storage Outdoor area Stand information Standard stand constructions Custom made stands Rigging Extra orders Garbage and stand cleaning Catering Full catering service Refrigerator Ordering extra catering during the exhibition Offshore Energy Exhibitors Portal Online RAI webshop Register stand personnel Pick-up exhibitor information and badges

3 1. Contacts 1.1 Offshore Energy is created and produced by Navingo BV Las Palmas Building Wilhelminakade AR Rotterdam The Netherlands T +31 (0) Event organization Organization Conference Marketing Sales Annemieke den Otter Femke Perlot - Hoogeveen Philip Mulder Laurens Kuiper Exhibition Manager Conference Manager Marketing Manager Sales Manager T +31 (0) T +31 (0) T +31 (0) T +31 (0) E ao@navingo.com E fh@navingo.com E pmu@navingo.com E lk@navingo.com Ashley Hofmann Lieke Heijnis Lisa Stegers Stephan van Plateringen Project Manager Conference Coordinator Marketing Coordinator Account Manager Events & Exhibitions T +31 (0) T +31 (0) T +31 (0) T +31 (0) E lhe@navingo.com E ls@navingo.com E sp@navingo.com E ah@navingo.com Sieneke Hopmans Nancy Slob-Corpeleijn International Sales Exhibition Coordinator T +31 (0) T +31 (0) E sh@navingo.com E ns@navingo.com Marsha Evers Exhibitor Services T +31 (0) E me@navingo.com 1.3 Suppliers Stand constructor Furniture AV Equipment Brederode Standbouw Adexpo Van der Veen Event Engineering +31 (0) (0) (0) (0) (0) (0) info@brederode.nl info@adexpo.nl info@vanderveen-ee.nl Amsterdam RAI Exhibitor Services RAI Hotel & Travel Service T +31 (0) Contact person: Ms. Gea Huisman E exhibitorservices@rai.nl T +31 (0) E g.huisman@rai.nl Transport CEVA Showfreight Contact person: Ms. Nadja Wever T +31 (0) E amsterdam@cevalogistics.com 3

4 2. Event program and venue information 2.1 Program Offshore Energy 2014 SUNDAY 26 October hrs MONDAY 27 October 2014 Exhibition/stand construction (in consultation with the organization) hrs Exhibition/stand construction (stand constructors) hrs Stand set up (exhibitors) hrs Offshore Energy 2014 Kick-off Party Novotel TUESDAY 28 October 2014 Exhibition hrs Stand set up and sort (exhibitors) hrs hrs Conference hrs hrs Industry Panel Exhibition opening hours Visitor registration open as of hrs OFFICIAL OFFSHORE ENERGY NETWORKING EVENT (door open hrs) OFFICIAL OPENING OFFSHORE ENERGY 2014 As part of the Industry Panel hrs Conference technical sessions hrs Master classes hrs Drilling and Dollars Panel WEDNESDAY 29 October 2014 Exhibition hrs Stand setting up and sort (exhibitors) hrs Exhibition opening hours Visitor registration open as of hrs hrs Deconstruction stands all exhibition halls Conference hrs Conference technical sessions hrs Offshore Wind Installation and Maintenance Conference hrs Master classes hrs Human Capital Panel THURSDAY 30 OCTOBER hrs Deconstruction stands all exhibition halls, custom made stands only This agenda is subject to change and should be used for general purposes only. 4

5 2.2 Venue Amsterdam RAI Convention Centre Europaplein GZ Amsterdam The Netherlands Exhibition Venue: Hall 8, 9, 10 and 11 Conference Venue: Offshore Energy Arena, Park Foyer, Jade Lounge and F-Rooms Registration: Entrance C Outside exposing of constructions and materials: Outdoor area entrance C 2.3 Parking During Offshore Energy, exhibitors may park in P1. If P1 is full, exhibitors may also park in P2, P3, P7 or P8. Every stand (NOT every exhibitor) will receive two parking tickets at the registration desk: each parking ticket is valid for two days. These are exit tickets; you need them when you leave the garage. Within these two days you can drive in and out multiple times with the same ticket, so don't throw it away when you leave the garage! If you need more tickets in advance, please go to the Exhibitors Portal. On site you may order more parking tickets at the registration desk (limited availability). 5

6 Vehicles higher than 1,90m will have no trouble finding a parking space during the exhibition. Please see Parking - Lorry Parking in the Exhibitors Portal for more information and rates. 2.4 Shipping address If you would like to ship your stand material to Amsterdam RAI, please contact CEVA Showfreight, the official logistic partner of Offshore Energy 2014, through amsterdam@cevalogistics.com or use the order form in the Supplements of the Exhibitors Manual. 2.5 Organization office The organization office of Offshore Energy 2014 will be in the Holland Room, on the first floor next to the entrance of Hall 9. You may contact the event organization here for questions while setting up your stand, cleaning up and/or during the event. 2.6 Facilities for the disabled The exhibition hall for Offshore Energy 2014 is fully equipped with facilities for the disabled. If you have any special needs, please contact the Offshore Energy 2014 organization at the registration desk in the main entrance area (ground floor). 2.7 Accidents and First Aid The Amsterdam RAI assists their guests with First Aid stations at various positions throughout the RAI. The nearest First Aid Station is situated in the passage between hall 9 and hall 11. In case of an emergency, please call the RAI s emergency telephone number, +31 (0) , or contact someone from the Offshore Energy 2014 organization, +31 (0) The nearest hospital is: VU University Medical Center De Boelelaan HV Amsterdam t. +31 (0)

7 3. Build up and dismantling 3.1 Safety rules If you are planning to construct your stand on Sunday 26 October (custom made stands only) and/or Monday 27 October before hours, access passes and personal protection (helmets and shoes) are required, when the red flashing lights are on. This applies to all stand constructors and exhibitors who are present in the hall at the aforementioned data. Access passes can be obtained through pre-registration, click here. In September you and your stand constructor will receive an with more information. The link can also be found in the Exhibitors Portal. In case you don't have a helmet and shoes in your possession, you can buy them at the Hospitality Crew Centre (HCC): Helmet and shoes 39,- Helmet 7,50 For more information click here If you have any questions, please contact Nancy Slob-Corpeleijn at ns@navingo.com or Ashley Hofmann at ah@navingo.com. 7

8 3.2 Stand (de)construction and set up time schedule Custom made stands Exhibitors with a custom made stand construction can set up on: Sunday 26 October from 7:00 to 23:30 hours, Monday 27 October from 7:00 to 18:00 hours. Two weeks prior to the event the organization will announce whether construction on Saturday 25 October will be a possibility. Please take into account that this will bring extra costs. Access passes and personal protection are required! For more information see paragraph 5.1. In case you are bringing a custom made stand, you are required to inform the organization with the contact details of your stand constructor and when you will be constructing your stand! Please send the information to Ashley Hofmann, ah@navingo.com. Standard stand constructions Stand set up standard stand construction: On Monday 27 October from 12:00 to 18:00 hours, And/or Tuesday 28 October from 8:00 to 9:30 hours. Coffee, tea and cookies will be served to the exhibitors while they are setting up. All aisles must be free on Tuesday 28 October and Wednesday 29 October at 9:30 hours. Deconstruction all stands Clean up time/stand deconstruction: Wednesday 29 October from 18:00 to 23:30 hours. Thursday 30 October from 8:00 to 23:30 hours, this only applies to custom made stands. You will receive an in week 38 of 2014 with further construction and dismantling instructions. If there are any questions, please contact Ashley Hofmann at +31 (0) , or at ah@navingo.com. 3.3 Large and/or heavy materials Large and/or heavy materials can be unloaded on P4 or P5. From there you can deliver your large and heavy materials through the passages connected to P4 and P5: Hall 8 Two passages, 5.80m (height) x 7,25m (width). Hall 9 Two passages, 2.80m (height) x 6m (width). Hall 10 One passage, 3m (height) x 6m (width). Hall 11 Two passages, 3m (height) x 6m (width). The maximum load at the outdoor area is 3000 kg/m2. Using P4 and P5 to unload large and heavy materials is only possible on Sunday 26 October and Monday 27 October before 12:00 hours. On Tuesday 28 October this is no longer possible. Parking after unloading After unloading you need to park your car in P1. Trucks can be parked on P6 or P8 (maximum height 1,90m). It is not allowed to park you car on P4 or P5, you may risk a fine by doing so! 8

9 If you only have small materials, we ask you to directly park your car in P1, unload your materials and bring them to the hall yourself. The event organization will provide help to carry your material from the parking garage to the exhibition halls. On Sunday 26 and Monday 27 October parking in P1 is free of charge. Click here for the map of the Amsterdam RAI parking area. Forklift CEVA Showfreight is the only one who is allowed to drive a forklift in the exhibition halls. On Monday 27 October between 12:00 and 18:00 hours and Wednesday 29 October between 17:00 and 19:00 hours, the organization offers a free forklift service to exhibitors who need help (un)loading small materials from their car(s) for the outdoor area. This service is not for stand constructors and does not include the exhibition halls. If you need a forklift in the exhibition halls, please see the CEVA order form in the Supplements of the Exhibitors Manual and the Exhibitors Portal. 3.4 Storage During the event, the organization has equipped a storage unit inside exhibition hall 11 (subject tot change). Here, you may store your packaging materials, e.g. flight cases. If possible, you may also store your packaging materials in the space behind your stand. This storage is not meant for stand constructors! For storage of heavy and large materials, please contact CEVA at amsterdam@cevalogistics.com. 3.5 Outdoor area In the offshore industry, tools and constructions can be absolutely enormous. Companies interested in showcasing sizable hardware too big or too heavy for inside demonstration will have the possibility to display their products and services at Offshore Energy's outdoor exhibition area. The outdoor area will be situated in front of the main entrance (entrance C). If you are interested in exhibiting in the outdoor area or if you have any questions, please contact Ashley Hofmann at +31 (0) , or at ah@navingo.com. Companies who are exhibiting in the outdoor area will receive an with more information and regulations in week 38. 9

10 4. Stand information 4.1 Standard stand constructions All standard stand constructions include: Single-sided system walls (white) size 1,00m wide x 2,50m high; Escolita carpet tiles, color anthracite; Furniture package; Company name with stand number on freeze frame above stand (21cm high); Sign with full color sticker logo 30 x 50cm to attract attention (2 per stand); Electric socket (2x 220 Volt) suitable for 2 kilowatt; 1 Triplo spot (per 12m2). Image of a standard stand construction, size 6x4 meter The inside sizes of the standard stand spaces are: 4x2: 393cm x 195cm 4x3: 393cm x 294cm 5x2: 492cm x 195cm 5x3: 492cm x 294cm 6x2: 591cm x 195cm 6x3: 591cm x 294cm 7x2: 690cm x 195cm 7x3: 690cm x 294cm 8x2: 789cm x 195cm 8x3: 789cm x 294cm 4x4: 393cm x 393cm 5x4: 492cm x 393cm 6x4: 591cm x 393cm 7x4: 690cm x 393cm 8x4: 789cm x 393cm Other sizes than mentioned above can be requested with Nancy Slob-Corpeleijn, ns@navingo.com or Ashley Hofmann, ah@navingo.com. Luxury stand construction Do you want the ease of a standard stand construction but create a distinctive, non-standard look? Offshore Energy 2014 also offers Luxury stand construction for stands of 20m2 and over. Regardless of the stand size, Luxury stand construction come at an extra cost of for two days. Interested? Click here for more information. 10

11 Freeze frame and company logo Your company name and stand number will be shown in the freeze frame (white) as a standard, see image above. You have already informed us of how you want your company name shown on your application form. If your preferred company name exists of more then 25 signs, there is an extra charge of 25,-. The event organization can charge you if your freeze frame needs to be removed or re-placed during build-up of the event. If you do not wish to have a freeze frame, please inform the event organization before October 3rd Your company logo will be displayed on a sign board attached to your stand (maximum of two per stand). This is only possible for standard stand construction. Your logo must be supplied by as an EPS file. You must supply a logo. Please send your logo to service@offshore-energy.biz. Files in formats other than EPS cannot be processed. Furniture Furniture is included in the stand as a standard (space only excluded). The amount of furniture depends on the size of the stand. <12m 2 12m 2 to 14m 2 15m 2 to 20m 2 21m 2 and more Chair Table Bar chair Bar table Counter 1 (not lockable) 1 (lockable) 1 (lockable) 1 (lockable) Extra furniture can be ordered at In the top right corner, you will find a login screen. Please use the following details to login: User: offshoreenergy Password: 2014 Next you will see a manual how to order (extra) furniture. When you would like to order extra furniture during the construction days, please visit the organization office. Extra furniture that is ordered during the construction days is always subject to change and depends on the stock at that time. The deadline for ordering extra furniture is October 3rd We would like to bring to your attention that the stands are already well-equipped with standard furniture. Extra furniture may not be necessary. Attention! (Extra) costs for optional furniture are by all means for the account of the exhibitor, even when the exhibitor wants to replace the standard furniture. Power point in stand Stands marked on the floor plan with an blue square have a power point inside, which means a raised floor and/or a corner storage is needed, because of the electricity cables and/or power distribution box. The costs for a raised floor with a standard stand construction are on behalf of the organization. If you are not certain your stand has a power point, please contact Nancy Slob-Corpeleijn, ns@navingo.com or Ashley Hofmann, ah@navingo.com. Custom made stand construction have other regulations concerning power points, please see paragraph

12 4.2 Custom made stands At all times, exhibitors with a custom made stand construction are mandatory to inform the organization. Please send an to Ashley Hofmann, ah@navingo.com with the contact details of your stand constructor and your stand design before October 3rd If you do not, you may risk a fine and this may cause delay during the construction days. Your stand constructor and you will receive an information concerning safety, build up and dismantling for custom made stands in week 38. Stand size If you will build your own stand construction inside the standard stand construction, please take into account that the inside sizes are different then the actual stand sizes. See paragraph 6.1 for the inside sizes. Maximum height The maximum building height in the stand is 5 meter, an extra floor on top of the stand is not allowed. Power point in stand Stands marked with an blue square have an power point inside, which means a raised floor is needed, because of the electricity cables. You also need to take into account that your stand has to have a storage, or something similar, in which to place the power distribution box. The electricity cables are 31 mm thick up to 40kW (46 mm thick up to 80kW). These dimensions only apply to the electricity cables, not water and drain. The costs for a raised floor with a custom made stand are at your own expense. If you are not certain if your stand has a power point, please contact Nancy Slob-Corpeleijn, ns@navingo.com or Ashley Hofmann, ah@navingo.com. 4.3 Rigging It is possible for exhibitors to rig materials, as truss systems above their stand. For safety and insurance reasons, the handling of the suspension points is limited to Mansveld Expotech only. Electrically operated hoists or manual hoists and truss systems are available based on rental, rental and assembly and disassembly. Order rigging For more information or when you need to order rigging equipment, please contact Mansveld Expotech, rigging@mansveldexpotech.nl or +31 (0) For applications after the deadline, a surcharge of 25% will be added. When your order is placed a contract will be send to you. Contracts for these details should be in our possession at the latest on October 3rd 2014, including detailed drawings of stock position, mounting points, steel wires and weights and dimensions of any object. The rigging will take place on Sunday 26 and Monday 27 October during the stand construction and set up. 12

13 4.4 Extra orders Graphics Stand wall graphics It is possible to decorate your booth walls with graphics (see image below for an example). The costs are 79,00 per m2 (one wall is 1m x 2,5m). If you would like to order graphics, please contact Nancy Slob-Corpeleijn, ns@navingo.com or Ashley Hofmann, ah@navingo.com. Please use the Deadlines and specifications document for information about how to submit your graphics. Stand wall graphics can only be used in combination with a standard stand construction. Graphic on wall panel (Offshore Energy Career Pavilion only) Exhibitors in the Career Pavilion have the possibility to decorate one stand panel with a graphic (see image on the next page for an example). The costs are 250,00. If you would like to order this option, please contact Nancy Slob-Corpeleijn, ns@navingo.com or Ashley Hofmann, ah@navingo.com. Please use the Deadlines and specifications document for information about how to submit your graphics. This option only applies to exhibitors in the Offshore Energy Career Pavilion. Logo on desk It is possible to decorate your desk (part of the standard furniture package) with your company logo (see image on the next page for an example). The costs are 150,00. If you would like to order this option, please contact Nancy Slob-Corpeleijn, ns@navingo.com or Ashley Hofmann, ah@navingo.com. Please use the Deadlines and specifications document for information about how to submit your graphics. This option is only possible in combination with the desk as part of the standard furniture package. 13

14 Furniture For information about ordering extra furniture, see page 11. Electricity Every stand has a standard power of 2kW with two connections (excluded for space only stands). One of these connections will be used to power your refrigerator (see paragraph 7.2). Please note: the organization only provides electricity during the day. One hour after the closing of the exhibition the power will be turned off. If you have equipment that needs power 24 hours per day, you may order extra power. More power and wall sockets can be ordered in the Exhibitors Portal. Audiovisual equipment You can order audiovisual equipment using the order form enclosed in the Supplements of the Exhibitors Manual, or in the Exhibitors Portal. Please send the completed form to Nancy Slob- Corpeleijn at ns@navingo.com. The deadline for ordering is October 3rd Additional colors carpet tiles Besides the standard anthracite carpet tiles you can also choose other colors for an additional fee of 5,95 per m2 ex VAT. The colors which you can choose from are red, blue, grey, cashmere, beige, green, cognac, orange, yellow or light blue. The order form and examples of the colors can be found in the Supplements of the Exhibitors Manual and in the Exhibitors Portal. If you have questions please contact Nancy Slob-Corpeleijn at ns@navingo.com. The deadline for ordering additional carpet tiles is October 3rd Carpet in the aisles in hall 8, 9, 10 and 11 will be Royal Blue. Water If you need a water connection in your stand, please contact Nancy Slob-Corpeleijn, ns@navingo.com or Ashley Hofmann, ah@navingo.com. Please note that not every stand location is suitable for water. The deadline for requesting a water connection is October 3rd

15 Internet / WiFi Wireless internet is available free of charge during Offshore Energy This is an open source network. The speed of the internet will depend on the number of users at the particular moment (250KB). An internet manual can be found in your exhibitor information which you pick up at the registration desk at entrance C on 27 or 28 October. Attention! If you are dependent on an internet connection, it would be advisable to order a wired internet connection. This can be ordered through the Exhibitors Portal. 4.5 Garbage and stand cleaning On Monday 27 and Tuesday 28 October the stands will be cleaned, at the end of the day. This includes: vacuuming; cleaning all horizontal surfaces. Note: The stand cleaning service is included in the full-service package, it is NOT included for exhibitors who have a space only package and stand constructors. Stand cleaning can be ordered in the Exhibitors Portal. We kindly request you to tidy up your stand when you leave. Make sure dirty dishes and other items are cleared away so the cleaning staff can clean your stand thoroughly. Cleaning does not include AV equipment, computers, etc. If you would to have a more extensive stand cleaning you may order this in the Exhibitors Portal. Refuse bags Every exhibitor will receive three refuse bags, one per day. New refuse bags will be placed on your stand every morning from Monday 14 until Wednesday 16 October. At the end of each day, we require you to tie up and place the refuse bags in front of your stand. From there, they will be retrieved and processed by the cleaning staff. Attention! Only refuse bags distributed by the organization will be retrieved and processed by cleaning staff on account of the organization (maximum of one per day). If you have more garbage, you are responsible for the collection and processing of the garbage and charges will apply. If you or your stand constructor expect to have substantial garbage from your stand you can order extra refuse bags and/or a container in the Exhibitors Portal. 15

16 5. Catering 5.1 Full catering service The full catering service, which is included in your participation fee, entails the following: A refrigerator containing different kinds of soft drinks (pet bottles). During exhibition both days your stand will be provided with unlimited coffee, tea and soft drinks of your wishes (including condiments and cups). On both exhibition days a lunchbox for 4 persons will be served, containing milk, 6 soft white rolls and 6 soft wholegrain rolls with assorted toppings (changes daily) and 4 pieces of fruit. After lunch free beer and wine may be served at your stand. Other alcoholic drinks are at your own expense. Note: The full catering service is not included for exhibitors with a space only package. If you wish to order extra catering services, the Exhibitors Portal offers you more catering options on top of the standard full catering service. Attention! Amsterdam RAI Catering is the exclusive caterer within the RAI. Therefore it is not allowed to bring your own food and drinks to the exhibition. If you have specific catering requirements please order these via the Exhibitor Portal or contact banqueting@rai.nl. 5.2 Refrigerator Every stand including the full catering service (not space only) has a refrigerator. Your refrigerator will be filled with various kinds of soft drinks (pet bottles), water, beer and wine. At the end of the first event day your refrigerator will be refilled. It is also possible to order more drinks during the day (see paragraph 7.3). The refrigerator will be placed in a corner of your stand. If necessary, the exhibitors on the outdoor area will also receive drinks, coffee, tea and lunch plates but no refrigerator. Attention! If you don't need your refrigerator please inform Nancy Slob-Corpeleijn, ns@navingo.com or Ashley Hofmann, ah@navingo.com, especially when you have a custom built stand, at the latest on October 3rd If you do not inform the organization a removal fee of 60,- will be charged. 5.3 Ordering extra catering during the exhibition At your stand you will find two order forms: one for ordering drinks (no charge for soft drinks, beer and wine, this is all inclusive) and one for ordering extra catering items from the Exhibitors Portal (charged). Included with the order forms you will find an info card with a phone number and instructions on how to order. Your order will be brought to your stand. During the event days, catering staff will be available. Extra on site ordered food and drinks from the OE Exhibitor Portal will be charged after the event with an invoice by Amsterdam RAI. If you wish to order extra catering services in advance, the Exhibitors Portal offers you more catering options on top of the standard full catering service. If you would like to have a private hostess, please order extra personnel in the Exhibitors Portal. Make sure you order extra personnel in time! If you have any questions please contact Nancy Slob-Corpeleijn, ns@navingo.com or Ashley Hofmann, ah@navingo.com. 16

17 6. Offshore Energy Exhibitors Portal 6.1 Online RAI webshop In the Exhibitors Portal, you can find the RAI web shop were you can order extra facilities such as extra catering options, extra parking tickets and/or extra electricity to expand your event participation. A digital version of this exhibitors manual can be found in the Exhibitors Portal. You can also find a link to the online tool for registration of stand personnel in the Exhibitors Portal. Products and services ordered in the RAI web shop before 29 September 2014 will receive an invoice. After this date it is only possible to order using a credit card. Please note that you order before 22 October 2014, after this date the shop will be closed. Amsterdam RAI will send you an with more information about the login procedure or click here. To create an account, please use the following steps: 1. Enter your address and request your personal password. The password will automatically be sent to the submitted address. 2. Log in with your address and password which you received by . For questions concerning login in, ordering, comments and/or issues, please contact the Exhibitors Services of the RAI, exhibitorservices@rai.nl. 6.2 Register stand personnel Due to safety regulations all stand personnel are required to wear an exhibitors badge and therefor need to be registered. The online tool for registering your stand personnel can be found in the Exhibitors Portal. The organization will provide you log in details to enter the registration tool. Adjustments to your badges can be made if needed until 27 October 2014 after which the portal will be closed. Do not forget to print the barcodes (vouchers) of each registered person and bring them all with you on October 27th or 28th. You can hand in your vouchers at the registration desk at Entrance C, where you will receive your exhibitor badges and extra exhibition information. If you have any questions or problem registering your stand personnel, please do not hesitate to contact Lisa Stegers, +31 (0) or ls@navingo.com. 6.3 Pick-up exhibitor information and badges On 27 or 28 October you can pick-up your exhibitor information at the registration desk at the main entrance of Offshore Energy 2014 (entrance C), which contains practical information and your parking exit tickets. You can collect your exhibitor badges on: Monday 27 October from 14:00 hours until 18:00 hours, Tuesday 28 October as of 08:00 hours until 09:30 hours. Please have one person from your company pick up the exhibition information and the badges. You will receive more information about the online registration for stand personnel by . Don't forget to bring your vouchers! 17