1. society

Shaping the Future through Innovation and Collaboration
23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
8th AATS/ASCVTS Postgraduate Course
11-14 May 2015 • Hong Kong
www.ascvts2015.org
EXHIBITION MANUAL
Organisers
With the support of
With the participation of
23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
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23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
TABLE OF CONTENTS
Letter of Acknowledgement
4
Congress Venue
5
Important Addresses
6
Time Schedule
7
Exhibitor Registration / Labour Badges
8
Stand Building Rules 9
Liability/Insurance
12
Venue Rules and Regulations
13
General Conditions for Participation in the Exhibition
14
Electricity
17
Catering
17
Internet
18
Order Forms 19
Furniture & Electrical Items
20
Conditions of Payment for Orders
22
Invoice data Sheet
23
Form A - Company Name
24
Form B - Non-Official Contractor Information 25
Order Form
26
Payment Form 28
Emergency Procedures
29
Exhibition Floor Plan
31
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23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
LETTER OF ACKNOWLEDGEMENT
No orders for services will be processed until this document has been returned!
Please print your FIRST and LAST NAME here
representing
Please print your COMPANY NAME here
by my signature below hereby certify that:
• I have completely read the ASCVTS 2015 Exhibitors’ Manual.
• I understand all rules and regulations as outlined in the ASCVTS 2015 Exhibitors’ Manual and on behalf of
my company agree to abide by them.
• I understand that it is my responsibility to inform all subcontractors of the rules and regulations outlined
in the ASCVTS 2015 Exhibitors’ Manual.
• It is my responsibility to comply with all the local and European laws, and DEKON bears no responsibility
for the compliance or enforcement of such laws.
• I am authorized to sign this document on behalf of my company.
If applicable, please let us know the names of your stand building company and agency authorized to
work on your behalf, so we can keep them informed and forward all necessary material to them.
Please specify their fields of responsibilities (booth, exhibitor registration). Thank you for your cooperation.
 Stand building Company
Company:
Contact:
Address:
Phone:
E-mail:
Responsibilities:
 Agency
Company:
Contact:
Address:
Phone:
E-mail:
Responsibilities:
Please return this document to DEKON by e-mail secretariat@ascvts2015.org or by fax +90 212 347 63 63
Place and Date 4
Signature and Stamp
23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
1) CONGRESS VENUE
1.1. VENUE ADDRESS
Hong Kong Convention and Exhibition Centre (HKCEC)
Meeting Rooms S221, Convention Hall & Theatre 1 and 2.
1 Expo Drive, Wan Chai,
Hong Kong
Web : www.hkcec.com
1.2. DELIVERY ADDRESS
For deliveries / shipments, parcels with courier service or freight forwarder
Raymond Ho
Fairs, Events & Special Products, Hong Kong & South China
Schenker International (H.K.) Ltd.
35/F., Skyline Tower, 39 Wang Kwong Road, Kowloon Bay, Hong Kong
Phone + 852 2585 9572, Fax + 852 2824 0328
Mobile + 852 9467 4552
raymond.ho@dbschenker.com, emine.dikmen@schenkerarkas.com.tr
Notify: ASCVTS 2015 / Exhibitors Name / Stand Number
For all detailed information regarding shipments, tariff information etc. please contact freight forwarder.
Please note: For in-house transport costs will be applied.
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23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
2) IMPORTANT ADDRESSES
2.1. CONGRESS MANAGEMENT
Dekon Congress & Tourism
Yıldız Posta C. Akın Sitesi, 1.Blok No:6 Kat:1 D:3
Gayrettepe Sisli
Istanbul / TURKEY
Tel.: +90 212 347 63 00
Fax: +90 212 347 63 63
Web: www.dekongroup.com.tr
Congress Coordination
Sponsorship, Industry Satellite symposia and advertising Including logistical aspects for satellite symposia
and private meetings
Mr. Berk Yumer berkyumer@dekon.com.tr
Registration & Accommodation Management
Ms. Ebru Eranil registration@ascvts2015.org
Scientific Programme Management and Faculty Relations
Ms. Giulia Oliviero secretariat@ascvts2015.org
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23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
3) TIME SCHEDULE
3.1. EXHIBITION
Delivery of Goods to the Congress Venue:
• 10 May 2015, Sunday 15:30 - 22:00
Exhibitor Move-In and Setting Up:
• 10 May 2015, Sunday
15:30 - 22:00
Exhibition Hours:
• 11 May 2015, Monday
• 12 May 2015, Tuesday
• 13 May 2015, Wednesday
• 14 May 2015, Thursday
08:00 - 18:00
08:00 - 18:00
08:00 - 18:00
08:00 - 18:00
Exhibitor Move-Out:
• 14 May 2015, Thursday
18:00 - 20:00
3.2. EXHIBITION REGISTRATION - Opening Hours
• 10 May 2015, Sunday
• 11 May 2015, Monday
• 12 May 2015, Tuesday
• 13 May 2015, Wednesday
• 14 May 2015, Thursday
14:00 - 15:30
08:00 - 18:00
08:00 - 18:00
08:00 - 18:00
08:00 - 18:00
3.3. OPENING CEREMONY
All participants attending the Congress are welcome to attend the official Opening session on Tuesday, May
12 from 08:30 - 10:30, in the Convention Hall, Level 1 of the Hong Kong Convention and Exhibition Center.
(Harbour Road Entrance)
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23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
4) EXHIBITOR REGISTRATION / Congress Registration
4.1. EXHIBITOR BADGES
Owners, representatives and employees of exhibiting firms are entitled to limited number of “exhibitor”
badges free of charge. For every 9sqm exhibiton space space : 2 free company members will be granted to
the exhibiting firm.
To order more badges, please visit Registration section on ASCVTS 2015 web site (http://ascvts2015.org/en/
Registration.html).
For name entries, changes and additions please contact congress secretariat (secretariat@ascvts2015.org)
Kindly note that name changes are subject to administrative charge USD 20.
Exhibitor badges are distributed onsite only at the Registration Desk. They will be handed over all together
to company representatives who will be responsible to distribute the badges to the staff members.
Important: do not keep the badges at the booth, but distribute them immediately, as otherwise your staff
cannot enter the exhibition area. NO ENTRANCE without a badge will be allowed!
Reprints of badges are subject to admisinstrative charge of USD 20, No exceptions for entry will be made!
Staff holding exhibitor badges may enter the exhibition halls one hour before the official opening, and must
leave the halls at 18.30 hrs.
Staff holding congress registration badges are only allowed to enter the exhibition hall during the official
opening times of the exhibition.
4.2. LABOUR BADGES
Labour badges must be worn at all times during set-up and dismantling for security reasons.
An unlimited number of labour badges will be available free of charge on-site. 10 Days prior to arrival for
set-up, the set-up crew names must be presented to congress secretariat (secretariat@ascvts2015.org)
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23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
5) STANDBUILDING RULES
5.1. STANDBUILDING RULES
The safety and stability of the booth construction and all used material is the sole responsibility of the
exhibitor and his stand building company. Neither DEKON nor HKCEC take any responsibility for any
damages or accidents caused by exhibition stands. It is the responsibility of the exhibitor and his stand
building company to have proper liability insurance.
5.1.1. GENERAL REQUIREMENTS
• All exhibits must be confined to the spatial limits of their booth, as indicated in the final floorplan.
• Equipment to be shown or demonstrated must be placed in the exhibit space contracted in order
to ensure that the visitor viewing the equipment will be in the booth and not impending aisle
traffic. All products and services must be safe in the opinion of DEKON and have the approval of
appropriate authorities.
• All activities on the booth area potentially attracting a large audience and causing queues (e.g.
presentation, quiz, give aways’ distribution) may not be placed immediately at the borders of
the booth facing the aisles, as this might be impeding aisle traffic. Those activities must be
clearly identifiable on the booth layout sent in for approval of the exhibition management.
Exhibition management reserve the right to stop such activities on the booth immediately, if they
are blocking passage ways around the booth area.
• Exhibits must be staffed at all times during the hours of Exhibition. The Exhibition areas are to
be used only during the specified opening hours.
5.1.2. STAND BUILDING HEIGHTS
Standard Stand building height: 2.50m*
Maximum Stand building height: 3.50m
* Construction higher than 2.50 m are only allowed to island stands with prior approval of the booth layout
– showing all height indications – by the Exhibition Management
5.1.3. SEPARATION WALLS
All stands must be separated from the neighbouring stand(s) by means of a separation wall.
The separation wall can be provided by the exhibitor or can be ordered at extra costs. This separation wall
shall be finished on the inside as well as on the outside.
5.1.4. SUSPENSION FROM THE CEILING
No part of any exhibit may be suspended from the ceiling or attached to any part of the building
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23rd Annual Meeting of the Asian Society for
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11-14 May 2015 • Hong Kong
5.1.5. SUBMISSION OF CONSTRUCTION PLANS
Please provide the following documents via e-mail as pdf-file
• stand design/drawings to scale, complete with ground view including measurements, front elevation
including height indication, cross section measurements
• 3-D view
• plan showing the position of exhibition equipment, machinery and/or installations
(clear identification of presentation, quiz and give away zones etc.)
• installation diagrams (electricity, water etc.)
Depending on the stand design and structure you might be asked to submit static calculations.
Deadline for submission: Friday, April 10, 2015
5.1.6. TYPE OF STAND / SPACE
• Row stand
The standard height of side and back walls towards neighbouring booths is 2.50 m (including
platform/raised floor). These separation walls shall be finished on the inside as well as on the outside.
Exceptions are only possible when coordinated and approved by the Exhibition Management.
Individual stand elements within the booth area may be planned with the maximum height - again only
with prior approval of the design by the Exhibition Management.
• Corner of Row stand
According to international custom, a corner booth shall be built open on 2 sides.
At the 2 open sides, any solid walls are only allowed with special permission of the exhibition management
and if they do not interfere with other exhibitors. Therefore construction plans for approval are required as
soon as possible.
The standard height of side and back walls towards neighbouring booths is 2.50 m (including platform/
raised floor). These separation walls shall be finished on the inside as well as on the outside.
Exceptions are only possible when coordinated and approved by the Exhibition Management.
• Peninsula stand
According to international custom, peninsula booths shall be built open on 3 sides and should be fully
accessible on all open sides.
At the 3 open sides, any solid walls are only allowed with special permission of the exhibition
management. Depending on the concept and location of the booth, solid walls must not be longer that
20% - 35% of the length of the booth of each side and may not interfere with other exhibitors.
Therefore construction plans for approval are required as soon as possible.
The standard height of the back wall towards the neighbouring booth is 2.50 m (including
platform/raised floor). Therefore construction plans for approval are required as soon as possible.
The standard height of side and back walls towards neighbouring booths is 2.50 m (including platform/
raised floor). These separation walls shall be finished on the inside as well as on the outside.
Exceptions are only possible when coordinated and approved by the Exhibition Management.
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23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
• Island stand
According to international custom, island booths shall be built open on 4 sides and should be fully
accessible on all open sides.
At the 4 open sides, any solid walls are only allowed with special permission of the exhibition
management. Depending on the concept and location of the booth, solid walls must not be longer
than 20% - 35% of the length of the booth of each side and may not interfere with other exhibitors.
Individual stand elements within the booth area may be planned with the maximum height - again only
with prior approval of the design by the Exhibition Management.
5.1.7. FURTHER CONSTRUCTION REGULATIONS
Exhibition Management reserves the right to cancel stand construction and require changes in accordance
with approved drawings and described stand concept.
• No structure of an exhibit or stand may project on any side beyond the limits of the stand
location.
• No signs may project beyond the delimiting walls of the stand, and each exhibitor must avoid
hindering the view or entrance way of neighbouring stands.
• No obstruction of the gangways and aisles shall be permitted. Special care must be taken to
avoid lights or spotlights that are annoying to visitors or neighbouring stands.
• Audio-visual and other sound and attention-getting devices will be permitted only in those
locations that the visitor viewing will be in the booth and not impeding aisle traffic and in such
intensity as, in the opinion of the Exhibition Organizers, they do not interfere with the activities
of the neighbouring exhibitors.
• Exhibits or other devices which emit sound, light or smell must be operated and controlled so
as not to irritate other exhibitors.
• The Exhibition Management reserves the right to issue further instructions concerning the
design of stands.
5.1.8. FIRE CERTIFICATES
All material used to set up the stand (partitions, backdrops, structures, platforms, linings, fabrics,
curtains, false ceiling etc.) must be fireproof or made fireproof in compliance with the Decree of
Ministry.
Depending on how they are used, the materials must respond to the follow reaction to fire classes:
Class 1: walls, curtains, false ceilings and ceilings, platforms and their coverings
Class 2: coverings in direct contact with the floor of the hall, such as linoleum, fitted carpets etc.
Non-fireproof plastics, reed mats, rush matting, lattices, articles made with cardboard and cardboard
derivatives, blinds made from thin wooden slats (Venetian) or the like may not be used as these
materials are not flameproof. If materials are not fireproof they must be specially treated with
fireproofing products.
Please bring the appropriate certificates on site for all the materials you use.
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23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
6) LIABILITY / INSURANCE
6.1. LIABILITY
Neither DEKON, HKCEC nor ASCVTS, nor either of their officers, agents, employees, or other representatives
shall be held liable for, and they are hereby released from any damage, loss, harm, or injury to the person
or property of the Exhibitor or any of its visitors, officers, agents, employees or other representatives,
resulting from Exhibitor’s participation in the Event or licensing and/or use of exhibition space hereunder,
whether from earthquake, fire, theft, water or accident of any other cause, or from DEKON, HKCEC or
ASCVTS, or either of their officers’, agents’, employees’ or other representatives’ negligence. The Exhibitor
shall indemnify, defend, and hold harmless DEKON, HKCEC or ASCVTS and their respective owners, directors,
officers, employees, agents and representatives, from, any and all claims, demands, suits, liability damages,
loss, costs, attorney’s fees, and expenses of any kind which might result or arise from any action or failure
to act on the part of the Exhibitor or its officers, agents, employees, or other representatives. Neither
DEKON, HKCEC nor ASCVTS shall be responsible for the security of Exhibitor’s products, proprietary software
or hardware information. It is the responsibility of the Exhibitor to maintain proper insurance coverage for
its property and liability. Exhibitor understands that neither DEKON, HKCEC or ASCVTS maintains insurance
covering the Exhibitor’s property, and it is the sole responsibility of the Exhibitor to obtain such insurance.
The stands may be used only for exhibiting and advertising the exhibitors´ own products in accordance
with applicable laws and regulations. The ASCVTS congress will not attempt to settle disputes
between exhibitors over issues such as trademark violations, sign cop, and copyright violation claims.
Any orders for products which are taken must be made in accordance with laws covering such
orders. Advertising / promoting a specific product does not mean acceptance by ASCVTS and it is the
fullresponsibility of the corporation that it is in accordance with the Hong Kong law, where applicable.
6.2. INSURANCE
The exhibitor and or his stand building company have to take out a civil liability policy to cover damages
for personal and property damages for the duration of the entire time of the exhibition including the time
allotted for setting up and dismantling.
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23rd Annual Meeting of the Asian Society for
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11-14 May 2015 • Hong Kong
7) VENUE RULES & REGULATIONS
7.1. CONSTRUCTION OR INSTALLATIONS WITHIN CARPETED AREAS
• All exhibition area is carpeted floor therefore must be overlaid with protective covering if installation
materials can damage the carpet and wooden boards must be used when operating equipment such as boom
lifts, pallet jets, dollies, scissors lifts, etc. to transport materials or exhibits, i.e., no movement of materials is
allowed on non-protected carpeted areas.
• Contractors hired by exhibitor are responsible for providing carpet and plywood material to provide adequate
flooring protection and are responsible for removing materials as well as tidying up following removal.
• Cutting of carpets, signs, logos, etc. with knives and/or razor blades directly on carpeted areas is prohibited.
• The use of forklifts in carpeted areas and service corridors is prohibited;
• Prefabricated assembly work is permitted, however welding and other “hot works” equipment (producing
sparks or excessive heat) are prohibited.
7.2. FLOOR LOADING LIMITS
The floor loadings specified below must not be exceeded under any cicumstances. Excessive point or
dynamic loads are not permitted.
Venue
Floor Loading Limit
(kg/m2 (lbs/ft2)
Expo Drive Hall, Convention Hall and Foyer, Grand Hall and Foyer,
Theatre 1 and 2 and Foyers, Harbour Road and Expo Drive Entrances
(interior), Hall 1,3, and 5 Concourses, Harbour Road Entrance Reception
Concourse
500 (100)
7.2. ACCESS TO THE HKCEC
Loading & unloading is confined to the relevant loading and unloading areas and material handling areas
applicable to the exhibiton area. Vehicle pass will be required for loading & unloading. The details are to be
advised closer to the event. Please contact the Congress Secretariat (secretariat@ascvts2015.org) if needed.
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23rd Annual Meeting of the Asian Society for
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11-14 May 2015 • Hong Kong
8) CONDITIONS FOR PARTICIPATION IN THE EXHIBITION
1. Contract – Exhibition dates: Mailing or delivering the Application Form does not constitute a formal
agreement that the exhibitor is admitted to the exhibition. Contractual conditions are constituted first when
the Exhibition Management sends written acceptance of the exhibitor to the exhibition. Any registration to
an exhibition can be refused by the Exhibition Management without giving cause. The Application Form must
be filled in, signed with a legally competent signature and delivered to the Exhibition Management on time.
Exhibition space allocation is made according to the ASCVTS 2015 sponsors priority list and the sponsorship
point system and then according to date of application and booth size. The requested floor space may be
reduced by the Exhibition Management, if necessary. The Exhibition Management has the right to revise the
location and time of the exhibition, to shorten the time of the exhibition and to cancel the exhibition. Any
change in the length of time of the exhibition does not entitle the exhibitor to cancel the contract nor to
request lowering of fees nor to put forward a claim to damages incurred thereby.
2. Purpose of the exhibition – Advertising: The stands may be used only for exhibiting and advertising the
exhibitor’s own products, not however for the sale of any products. Any orders for products which are taken
must be in accordance with laws covering such orders. Advertising materials may be distributed only within
the stand. During exhibition hours all stands must be continually staffed. The exhibition rooms are to be used
only during the usual opening hours. For the presentation of advertising lectures, advertising films, slide
projection, for the distribution of samples, drinks or foodstuffs it is necessary to obtain written permission
from the Exhibition Management. Companies which are not exhibitors are forbidden to advertise in any way
in the exhibition hall or in the entrances to the exhibition hall.
3. Setting up stands – Maintenance of stands: Before setting up their stands, exhibitors must contact
the Exhibition Management and reconfirm the placement of the stand as well as inform themselves of
any special regulations relating to their stand. Side and back walls of stands are to be 2.50 (2 and a half)
metres high; for any variation from this norm (2.50 metres) specific permission must be obtained from
the Exhibition Management as soon as possible, at the latest by April 10, 2015. For any changes in the
size or structure of the floor space, or for any changes to the rented objects, specific written permission
must be obtained. Stands must be set up and completely fitted during the announced time; stands which
are not finished can be rented to another applicant; in such case the exhibitor is responsible for costs
arising from cancellation and all attempts to put forward a claim to damages are invalid. An exhibitor or
advertising company contracted by the exhibitor who wishes to set up a stand or exhibit of their own design
and construction must submit sketches and plans with a statement of colour schemes of such a stand or
exhibit to the Exhibition Management. The Exhibition Management reserves the right to demand changes
in such stands or exhibits if safety regulations, technical requirements or the responsibility of preserving
or obtaining the best possible overall image for the exhibition, as judged by the Exhibition Management,
should so require. The side and back walls of all stands should be finished on the outsides as well as the
insides. All directives and instructions of the Exhibition Management with regard to the use of stands, the
decoration of them, the use of self-designed and selfconstructed stands, and fitting and furnishings of
the stands, must be obeyed so that the exhibition may take place with as few complications as possible.
If an exhibitor does not follow the directives of the management or does not carry out such directives
punctually, the Exhibition Management reserves the right to take the necessary steps at the cost of the
exhibitor. The Exhibition Management reserves the right to close or obstruct unused entrances or exits
to the exhibition rooms and the right to direct the exhibitor to another place in the exhibition hall if
necessary even if this directive conflicts with previous written agreements. The exhibitors are responsible
for the proper care of the floors, walls, staircases and storage rooms as well as the hired stands and hired
furnishings. Hired stands and furnishings must be returned in an orderly condition and in an orderly way.
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23rd Annual Meeting of the Asian Society for
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In rooms with parquet flooring or unmarred flooring special care must be taken. Heavy packing cases may
not be unpacked in such rooms. To avoid scratches and grooves in such floors as could be damaged by
sliding packing cases, the exhibitors are required to place a protective covering under heavy packing placed
on such floors. The exhibitors and their shipping agents, on specific orders from the exhibitor, must take
special care in transporting heavy packing cases and heavy loads. Exhibitors who wish to display extra heavy
exhibits demanding special supports or foundations must get specific permission for this from the Exhibition
Management. It is not permitted to drive nails or hooks in the walls of the exhibition hall nor to install electric
wiring nor to cut or drill holes in the walls of the rented stands. Empty containers and packing materials
must be disposed of at any cost of the exhibitor before the exhibition begins; cleaning the stand is in the
responsibility of the exhibitor. No part of an exhibition stand may be hung from the ceiling. No structure of
an exhibit or stand may project on any side beyond the limits of the stand location. No signs may project
beyond the delimiting walls of the stand and each exhibitor must avoid hindering the view or entrance way of
neighbouring stands. Special care must be taken to avoid lights or spot lights which are annoying to visitors or
neighbouring stands. Decorating materials and wallpaper which are used by the exhibitor must be fire-proof
and written credible proof of this must be presented to the Exhibition Management. Police regulations, fire
regulations and other official regulations are to be observed at all times even during the construction and
dismantling of the exhibits.
4. Electrical Installations – Power consumption: The Exhibition Management arranges for the installation
of a ring main supply at the cost of the exhibitors. The exhibitors agree to use this installation for all electric
power requirements. The Exhibition Management however is not responsible for any losses or damage which
may occur from interruptions or defects in the electric power supply. The costs incurred for the installation
of the ring main supply are carried equally by all the exhibitors; the cost of the electricity for each exhibitor is
calculated according to the wattage of the electric equipment in his stand; this cost will be invoiced to each
exhibitor according to a separate price not included in the rental prices. The exhibitor is responsible for the
cost of electrical installations within the stand, however these installations may be carried out only by an
electrician appointed by the Exhibition Management.
5. Subleasing – Access permission: Partially or wholly subleasing or otherwise relinquishing a stand to a
third party as well as private agreements for exchange of stands or floor space between two exhibitors is
prohibited. The Exhibition Management reserves the right to enter any stand at any time.
6. Dismantling of stands: The exhibitor must dismantle the stand within the allotted time and return the hired
furnishings on time. The exhibitor must leave the stand area cleared and the floor cleaned. Stored materials,
empty containers and packing materials must be disposed of. Items for which no arrangements have been
made for removal and storage at the cost of the exhibitor and which are left behind, become the property of
the Exhibition Management and no reimbursement will be made for such items. The Exhibition Management
can demand that exhibitors restore the exhibition area to the original condition at the exhibitor’s expense. The
rented items which were accepted as satisfactory for rental by the exhibitor are to be returned in satisfactory
and undamaged condition. All rented items are considered to be in a satisfactory condition unless a written
notation signed by the Exhibition Management is made at the time of rental. Exhibitors must bear the costs
of repairs to damaged exhibition areas and of repairs or of necessary cleaning of rented items. If the exhibitor
does not dismantle and clear away his exhibit punctually, this will be removed by the Exhibition Management
at the cost of the exhibitor. The exhibitor is liable for the actual cost incurred by the Exhibition Management
in such removals of abandoned exhibits.
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23rd Annual Meeting of the Asian Society for
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7. Liability: The exhibitor is liable for all damages caused by himself, by his staff, by his visitors and clients
and by any agent acting for him; the exhibitor indemnifies the Exhibition Management in all such cases. The
Exhibition Management recommends that the exhibitors take out an insurance policy to cover damage to
their furnishings and fittings during entire time of the exhibition, including the time allotted for setting up
and dismantling, as well as during the exhibition days themselves, as the Exhibition Management is not liable
for personal or property damage.
8. Payments – Breach of contract: The given dimensions of floor space, stands and rented items are
approximate. The Exhibition Management reserves the right to change the dimensions in order to use the
available exhibition area most efficiently. Prices charged are based on the actual dimensions; if more floor
space than was ordered is later allotted and actually used, the fee for it is to be paid immediately. The exhibitor
must bear the cost of any special installations.
9. Final stipulations: Any company which disobeys the directives of the Exhibition Management can be
excluded immediately from the exhibition by the Exhibition Management. Such companies are liable for the
whole rental sum, and for all incidental expenses including the legal value added tax. In cases in which the
Exhibition Management is indebted to the exhibitor, the exhibitor may demand compensation instead of cash
payment only with permission of the Exhibition Management. The exhibitor gives up all claim to contestation
of the contract especially in cases of mistakes and in cases in which the value of the contract exceeds or falls
short of half the true value. All oral agreements, special permissions and special arrangements are valid
only upon receipt of written confirmation. In all cases of litigation it is agreed to by the exhibitor that the
competency of the duly authorised court in Hong Kong is recognised. Electively the Exhibition Management
may choose to appeal to the competent court in whose jurisdiction the exhibitor falls. Hong Kong law is to
be used.
10. The applying exhibitor fully accepts these conditions and the full regulations that will be part of the
Exhibitors Manual.
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23rd Annual Meeting of the Asian Society for
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9) ELECTRICITY
9.1. STAND ELECTRICAL INSTALLATIONS
Regulations
All Electrical installations for Stands, features, displays or exhibits must comply with these rules and
regulations; and, any applicable Relevant Legislation and Regulations. Organization management will not
supply electricity to any installation which does not comply. Information about all general electrical layouts,
power consumption, and the other necessary technical information must be submitted by the exhibitors to
Congress secretariat for approval at least 45 days before the start of the set-up.
Responsibility
Organization management will not accept any responsibility for any delays in supplying power to
installations found unsatisfactory, or for which insufficient time has been allowed for testing; or any faults
discovered in installations after testing and supplying power.
9.2. ELECTRICAL CONTRACTORS
HKCEC Management places certain restrictions on the selection of contractors used to carry out electrical
installation work, and the selection of such contractors is subject to review and disapproval by HKCEC
Management. Contractors must be licensed by Hong Kong Government as applicable for the electric work
beeing accomplished for the event.
9.3. ELECTRICAL SUPPLY
All electrical current for consumption in HKCEC, will be supplied by HKCEC Management as provided by the
HKCEC’s electric supply company.
Standard Supplies
The standard supplies are:
a)
Single Phase Neutral & Ground 220V +/- 6%
50 cycles per second AC Supply
b)
Three Phase Neutral & Ground 380V +/- 6%
50 cycles per second AC Supply
10) CATERING
No outside food or beverages are allowed in the Hong Kong Convention and Exhibition Centre. Exhibitors
can order food and beverages directly from the Congress Secretariat at secretariat@ascvts2015.org
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11) INTERNET
WIRELESS INTERNET ACCESS
Exhibitors and visitors can make use of wireless internet connectivity on a complimentary basis. However,
as this service intends for light usage by a considerable amount of users, unstable connection may be
resulted occasionally. To ensure smooth connection throughout the fair period for business usage that
requires stable connection e.g. website demonstration, it is recommended to order a fixed broadband
line on a rental basis by completing the order form.
General Information on the Wireless Internet LAN System:
The wireless system is IEEE 802.11a/b/g/n standard and the connected device (notebook, pocket pc,
PDA, hand-phone, etc.) must be compliant. The system is supported by a 200 Mbps premium
broadband line, which can facilitate up to 5,000 concurrent Users at any one time. The maximum
bandwidth set for each wireless User is 512Kb (upstream and downstream).
Steps for Use of Wireless Internet Service
1. Open the wireless connection on your device and select “HKCEC_Public” network from the
available wireless network list.
2. Open a web browser and access to any web page.
3. You will be connected to the logon web page. Please select the “Free User” button.
4. Internet access is now enabled. You can access to your desired web page while you are within the
wireless network in HKCEC.
Note : Wireless internet service User account will be automatically logged out after a 60-minute computer
idle period.
Access to the Wireless network depends on the compatibility of your computer to this service. The
Organiser and HKCEC cannot guarantee the compatibility and stability of the service. Moreover, the wireless
network is also “open”; a broadband line is therefore recommended for transmission of sensitive or
confidential data.
On-site technical support service counter will be provided by Organiser for further assistance.
BROADBAND INTERNET SERVICES
Speed
2 Mbs
Day(s)
3
Fee
300,- USD
Deposit per line
500,- USD
A charge of 500,- USD per set will apply for lost and / or damaged Interface Modem and/or power adaptor.
One 2M broadband line supports 1 computer only.
Exhibitors are strictly prohibited from connecting the rented broadband lines to any device such as
Wireless Access Points or computers to provide any form of ad-hoc wireless networking services which may
adversely impact in any way HKCEC’s existing Wireless System.
18
ORDER
FORMS
23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
FURNITURE & ELECTRICAL ITEMS
20
23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
21
23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
CONDITIONS OF PAYMENT FOR ORDERS
CONDITIONS OF PAYMENT
On recipt of the invoice, the exhibitor shall transfer the total sum to:
Beneficiary
: Dekon Kongre ve Turizm Hiz.A.S.
Bank Name
: T.Garanti Bankası A.S.
Branch Name
: Esentepe Branch (347) Istanbul
IBAN number (USD) : TR81 0006 2000 3470 0009 0938 00
Swift Code
: TGBATRISXXX
IMPORTANT - Please read carefully :
- Payment upon receipt of the invoice and without charges for the beneficiary!
- Please indicate company name in your transfer.
- Deadline for orders : April 10, 2015
- Deadline for payment : April 24, 2015
- A surcharge of 25% will be applied on all rates for orders made within 30 days before the start of the
set-up and for onsite orders.
- Orders onsite have to be paid in cash or by credit card and are without guarantee and time limit for
delivery.
- Exhibitors may cancel a service 30 days leading up to the set-up or during the set-up by paying 40% of
the corresponding fee.
- If a service already provided is cancelled, 100% cancellation fee applies.
CONDITIONS FOR ORDERS
For rental items - please note:
With your application form / contract you ordered only floor space - wall separations, stand construction,
furniture, electricity etc. are not included.
Prices for rental items include delivery and removal from your booth space.
Electrical connections for rented items are not included.
All rented items are not insured and must be returned in good condition.
Lost or stolen items will be charged to the exhibitor.
Service positions for electicity, internet and phone:
Please submit a dimensional showing the main position (supply duct) of all ordered services.
Should you require a change of position once services are in place, a fee of 250,- USD will be charged for
each service.
22
23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
INVOICE DATA SHEET FOR ORDERS
Please return to:
Fax : +90 212 347 63 63 / E-mail : secretariat@ascvts2015.org
Dekon Congress & Tourism
Yıldız Posta Cad. Akın Sitesi 1.Blok No:6 Kat:1 D:1
34349 Gayrettepe - Beşiktaş, Istanbul / TURKEY
For placing an order please complete this form and submit it together with order form, otherwise your
orders cannot be processed.
Exhibitor :
Represented by Mr/Mrs/Ms :
Position :
Company Invoice Address :
Postal Code : City :
Phone : Country :
Fax :
E-mail :
V.A.T. Number : P.O. Number:
(Obligatory for companies registered in EU)
(if applicable)
Comments :
We hereby accept the conditions of payment as stated on page 30.
Place and Date 23
Signature and Stamp
23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
FORM A - COMPANY NAME
(COMPULSARY FOR ALL EXHIBITORS)
PLEASE RETURN THE FORM TO: DEKON Congress & Tourism before 10 April 2015
Contact Person: Mr. Berk Yumer berkyumer@dekon.com.tr
Yıldız Posta C. Akın Sitesi, 1.Blok No:6 Kat:1 D:3
Gayrettepe Sisli, Istanbul / TURKEY
Tel.: +90 212 347 63 00
Fax: +90 212 347 63 63
PREFERRED NAME AS SHOWN ON FASCIA BOARD AND PROGRAMME BOOK
Yes, we need Fascia Board (please tick)
English (max. 34 alphabets)
We do not need the Fascia Board (please tick)
We do not need the following standard items provided (please specify below)
CONDITIONS
The conditions for rental of furniture and electrical installation are:
1. All items ordered are on rental basis and exhibitors will therefore have to make good for any damage or loss.
2. Any complaint regarding rental furniture / installation must be lodged the day before the exhibition commences.
Otherwise all items are deemed to have been received in good order.
3. Exhibitors are not permitted to fix their own spotlights or fluorescent lights. Special lighting supplied by exhibitors can be
handed over to DEKON for installation at a nominal price.
4. Exhibitors are required to mark on the plan above the position of their electrical requirements. We will install at our
discretion if we do not receive any instructions before move in. Requests for re-positioning on site will be subject to a
relocation charge.
5. No multi-plug is allowed to be used. All sockets are for machine operation only, not for lighting, and one socket for one
machine only.
6. Power voltage of 220V is adapted in Hong Kong. Exhibitors with very sensitive equipment are advised to bring their own
stabilizer to cater for voltage fluctuation.
Exhibiting Company: Tel:
Booth No.: Fax:
Address:
Contact Person:
Signature:
E-mail:
24
23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
FORM B - NON-OFFICIAL CONTRACTOR INFORMATION (IF NECESSARY)
PLEASE RETURN THE FORM TO: DEKON Congress & Tourism before 10 April 2015
Contact Person: Mr. Berk Yumer berkyumer@dekon.com.tr
Yıldız Posta C. Akın Sitesi, 1.Blok No:6 Kat:1 D:3
Gayrettepe Sisli, Istanbul / TURKEY
Tel.: +90 212 347 63 00
Fax: +90 212 347 63 63
Exhibitors using non-official contractors to construct their booths MUST submit the following document and deposit:
1. The plans of special design (with height indicated) for approval. Once the booth design is approved, no alternation
may be made without the prior written consent of the Organisers.
2. Full payment for Safety and Cleaning Deposit to DEKON Congress & Tourism.
3. Insurance Policy
Exhibitor’s Details
Exhibiting Company Name : _________________________________________________________________
Total Booth Area : __________________ (Sqm.) Dimension : ______________ m. x _________________ m.
Booth Number : ______________________________
Contractor’s Details
Contractor Company Name : ________________________________________________________________
Contact Person : __________________________________ E-mail : _________________________________
Tel : _________________________ Mobile Phone : ____________________Fax: ______________________
Electrical Contractor’s Details
(Pursuant to Electricity (Wiring) Regulations of Electricity Ordinance)
Name of Electrical Contractor : _______________________________________________________________
Registration No.: __________________________________________________________________________
Contact Person : ________________________________ E-mail : ____________________________________
Tel : ________________________ Mobile Phone : _______________________________________________
Payment should be made directly to DEKON Congress & Tourism by company cheque drawn from local bank or credit
card. Deposits will be refunded within 45 days if no damage has been made to the venue and refuse deposed of
properly.
Special Design Booth
Safety & Cleaning Deposit
9sqm
USD 750
18sqm
USD 1500
27sqm
USD 2250
36sqm or above
USD 3000
Exhibitor Company Stamp & Signature:
(Note: No refund can be made without exhibitor company stamp & signature. Exhibitor company stamp must be
complied with the stamp on the application form.
25
ORDER FORM
Please retun this order form together with the invoice data sheet and payment form to :
Dekon Congress and Tourism
via e-mail or fax.
e-mail: secretariat@ascvts2015.org
Fax: + 90 212 347 63 63
Item Description (Dimensions)
Unit Cost
1. White folding table (1830W x 610D x 750Hmm)
60,00 USD
2. White square table (770 x 770 x 780Hmm)
75,00 USD
3. Glass bar table (Ø800 x 780Hmm)
100,00 USD
4. Glass table (1570 W x 780D x 730Hmm)
300,00 USD
5. Long table (1200 x 600 x 750Hmm)
60,00 USD
6. Information counter (1030W x 535D x 750Hmm)
60,00 USD
7. Lockable cabinet (1030W x 535D x 750Hmm)
75,00 USD
8. Table showcase with cabinet (1030W x 535D x 1000Hmm)
160,00 USD
9. Tall showcase with 2 nos. down light (1030W x 535D x 2155Hmm)
325,00 USD
10. White folding chair
15,00 USD
11. White leather chair (490W x 580D x 820Hmm)
30,00 USD
12. Black leather chair (490W x 580D x 820Hmm)
30,00 USD
13. Aluminium chair (460W x 530D x 830Hmm)
35,00 USD
14. Hilton chair (440W x 420D x 840Hmm)
60,00 USD
15. Brown leather chair (470W x 530D x 950Hmm)
150,00 USD
16. Black bar chair (440W x 390D x 660-860Hmm) (adjustable)
75,00 USD
17. Leather bar chair (400W x 420D x 670-830Hmm) (adjustable)
85,00 USD
18. Red armchair (600W x 610D x 710Hmm)
120,00 USD
19. Red sofa (720W x 640D x 660Hmm)
120,00 USD
20. Brown leather sofa (1300W x 900D x 850Hmm)
275,00 USD
21. Shelf (
30,00 USD
Flat or
Slope) (1000W x 300Dmm)
22. Catalogue rack (5-slot for A4 size)
115,00 USD
23. Coat hanger (floor stand)
50,00 USD
24. Single wall panel (950W x 2480Hmm)
65,00 USD
25. Poster supporting stand (for A1 size)
95,00 USD
26
Unit(s)
Total
ORDER FORM
23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
ORDER FORM
23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
Item Description (Dimensions)
Unit Cost
Spotlight (100 watt)
65,00 USD
Fluorescent tube (40 watt)
65,00 USD
HQI spotlight (150 watt)
165,00 USD
13Amp / 220V single-phase socket (max. 500 watt for single machine)
80,00 USD
13Amp / 220V single-phase socket (max. 1,000 watt for single machine)
150,00 USD
24 hr. power supply (13 Amp)
225,00 USD
30Amp / 220V single-phase power supply main
1.300,00 USD
15Amp / 380V 3-phase power supply main
2.000,00 USD
Bin
10,00 USD
19” LCD monitor (for PC)
275,00 USD
32” LCD screen (16:9 for PC or Video)
450,00 USD
42” Plasma screen (16:9 for PC or Video)
550,00 USD
50” Plasma screen (16:9 for PC or Video)
575,00 USD
DVD / VCD player
120,00 USD
Plasma stand
200,00 USD
LCD projector (4500 ANSI lumens, 1.8-2.4x lens)
Unit(s)
Total
1.200,00 USD
Projector screen (70” x 70”, front projection) ( Tripod or  Wall)
PA system with mixing amplifier, microphone with stand, and
2 nos. mini speakers
2Mbs Broadband Internet Connection
(Subject to 500,- USD deposit)
Notebook – Lenovo ThinkPad T61
- Intel Core 2 T7100 (1.8Ghz), - 14.1” XGA, CD-RW, DVD Rom
- 2GB Ram, 250GB HDD - Windows XP professional & MS office 2007
180,00 USD
640,00 USD
300,00 USD
450,00 USD
GRAND TOTAL ......................... USD
27
23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
PAYMENT FORM
By bank transfer (Please use the bank account details given below for payment)
Bank Name
: T.Garanti Bankası A.S.
Branch Name
: Esentepe Branch (347) Istanbul
Acc.Holder
: Dekon Kongre ve Turizm Hiz.A.S.
IBAN number (USD) : TR81 0006 2000 3470 0009 0938 00
Swift Code
: TGBATRISXXX
By Credit Card
I hereby authorized DEKON Congress & Tourism to debit this credit card account for the total amount
due
USD.
Name of Cardholder :
Card Number (16 digits):
/
/
Expiry Date :
CVC Number :
Signature
(Last 3 digits on signature panel)
:
28
Date:
23rd Annual Meeting of the Asian Society for
Cardiovascular and Thoracic Surgery
11-14 May 2015 • Hong Kong
APPENDIX 1 - EMERGENCY PROCEDURES
FIRE EMERGENCY
IF YOU DETECT FIRE OR SMOKE
• Activate the nearest fire alarm if possible and safe to do so.
• Leave the area of fire immediately by the nearest exit (emergency exits marked in green);
do not use lifts.
• Close doors behind you.
• Leave the HKCEC, if necessary, by the nearest exit (emergency exits marked in green);
do not use lifts.
IN CASE OF FIRE ALARM
(1) IF YOU HEAR A FIRE ALARM
• Remain calm and aware, prepare to leave the HKCEC
• Resume the normal activities once firm alarm is stopped.
(2) IF YOU HEAR A FIRE ALARM EVACUATION ANNOUNCEMENT OR INSTRUCTION
• Leave the HKCEC, via the nearest exit (emergency exits marked in green); do not use lifts.
• If you encounter smoke in the stairway, use alternate exits where available.
• Do not attempt to remove vehicles from parking garage or loading docks.
• Follow announcements over the public address system or instructions by HKCEC staff and/or
Fire/Police officials.
• Once outside the HKCEC, stay clear of the HKCEC and Convention Plaza complex; do not return
until conditions are declared safe to do so by HKCEC management or Fire/Police officials.
MEDICAL EMERGENCY
IN CASE OF A MEDICAL EMERGENCY
• Dial emergency number for Security Control Room “33” from the closest house phone or call
2582 7162 (24 Hours)
• Give exact location
• Give detailed information when possible of the situation concerning injuries and the cause of
any injuries.
• Remain in contact with HKCEC staff until emergency personel have arrived.
29
WC
REGISTRATION AREA
MAIN HALL
EXHIBITION FLOOR PLAN
PARALLEL HALL
PARALLEL HALL
WC
PARALLEL
HALL
PARALLEL
HALL
for updated floor plan.
http://ascvts2015.org/files/downloads/ASCVTS2015-FloorPlan.pdf
Please refer to
www.ascvts2015.org