Exhibitor FAQ

welcome

1. Welcome for Sponsors and Exhibitors

The European Neuroendocrine Tumor Society (ENETS) welcomes exhibitors and sponsors to its 14th Annual ENETS Conference. We expect approximately 1,500 participants at the 2017 conference, who represent every medical discipline related to the diagnosis and treatment of neuroendocrine tumor disease (NET) and include gastroenterology, oncology, endocrinology, nuclear medicine, pathology, radiology, surgery and nurses. Physicians, researchers, nurses and lab researchers alike attend ENETS Annual Conferences and thus the conference program has been designed to present the most current advances in NET disease research.

2. Exhibitor Benefits

The Exhibitors benefits are as follows:

•    Access to all conference participants (physicians and clinicians) seeking current information on your products and services
•    Exhibitor listing in the Conference Website
•    Exhibitor listing in the Conference APP
•    Booth listing in ENETS conference program (2nd part)
•    FREE participation for the ENETS Welcome Reception on Wednesday, 8 March 2017 (see conference online program for more information)


Other services:
•    Daily cleaning of aisles within the vicinity of the booth
•    Food & beverage is organized by ENETS for all conference participants and is exclusively ordered from the CCIB

Please contact for more information: exhibitors@enets.org

3. Annual Conference Participation - Statistics 2016

For a better understanding of demographics, the 2016 Annual Conference participation amounted to 1550 participants worldwide:

 

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4. Exhibitor Booth Prices

12-square meters, commercial booth  

Start-up Companies (Requirement less than two years since establishment)

(excludes furnishing, electricity and any other conference center rentals)  

€ 3.500 

€ 1.000

 
     

Table, non-profit organization 

(ENETS allocates table and all delegates must register online for the conference)

Free, but must register by latest 22 January 2017  

Exhibitor registration (excludes access to plenary room) 

All exhibiting staff must register online via the ENETS website.

Set-up crew workers 

€ 250 per booth exhibitor (lunch and coffee breaks included).

 

 

 Free, but must register in advance (excludes lunches or coffee breaks)

 
5. Registration and Payment / Cancellation Policy
Please note the following non-negotiable registration deadlines for all participants at the ENETS 2017 Annual Conference:

Exhibitors must register themselves for the conference online via the ENETS website:
LINK: http://enetsconference.org/conference_registration_overview.html.

Information must include the following:
Exhibitor first and last name
Country of exhibitor
Exhibitor firm
6. Registration for Exhibitors Booth

Please note that conference sponsors are given priority for location of their exhibition booth space. If your company does not plan to sponsor the conference, but would like to have a booth, the ENETS Office in Berlin must receive your company’s request by no later than 05 January 2017. Exhibitors will receive confirmation of their exhibit space within seven days of the space assignment. Applications received after 05 January 2017 will be assigned on a space-available basis only in order of the date received. Registration for a booth must be made via e-mail to exhibitors@enets.org. Within one week of confirmation an invoice will be sent to the company.

7. Assignment of exhibit space

Conference sponsors are given priority for location of their exhibits. If your company does not plan to sponsor the conference, but would like to have a booth, the ENETS Office in Berlin must receive your company’s request by no later than 22 January 2017. Exhibitors will receive confirmation of their exhibit space within seven days of the space assignment.

Applications received after 22 January 2017 will be assigned on a space-available basis only in order of the date received. Applications must be made via e-mail to the ENETS Office (exhibitors@enets.org). Within one week of confirmation, an invoice will be sent to the company.

 

8. Advocacy group exhibitor fees

Only registered non-profit organizations are eligible to exhibit at the ENETS Annual Conference without paying the exhibit fee. These groups are limited to a table that will be assigned by ENETS. However, there will be a “non-profit section” with standard booth structure, carpet and lighting available. The usage of these booths is not free of charge, but is recommended, as a single table may not receive as much attention. The ENETS Office in Berlin must receive your non-profit request and conference registration(s) by no later than 22 January 2017.

Exhibitors with non-profit are exempt from the conference registration fee (for access to plenary room, registration fee applicable), but MUST still register. In addition a reduced fee applies for trainees/nurses. Advocacy exhibitors will receive confirmation of their exhibit space within seven days of the space assignment. Applications received after 22 January 2017 will be assigned on a space-available basis only in order of date received.

Applications must be made via e-mail exhibitors@enets.org

 

9. Spanish and Catalan laws, regulations and ordinances

ENETS expects all exhibitors and sponsors to familiarize themselves with – and of course abide by – all current relevant Spanish and Catalan laws, regulations and ordinances governing the advertising of medicines to health professionals.

10. Use of the ENETS logo

Use of the ENETS logo

 

ENETS does not loan out its logo for commercial purposes, including giveaways. If you have more questions related to this matter, please contact the ENETS Office.

In case ENETS has approved of loaning the ENETS logo, please read the ENETS logo branding guidelines.

11. Registration and material pick-up

Onsite Registration and material pickup is possible at the ENETS registration desk, ground floor, CCIB at the following dates and times:

Tuesday, 07 March    14:00 - 18:00 hrs (Early pick-up on demand)
Wednesday, 08 March  07:30 - 17:30 hrs
Thursday, 09 March 07:00 - 17:30 hrs

Friday, 10 March    

06:45 - 13:30 hrs
12. Blackout times for ENETS 2017 ancillary meetings

Exhibitors and sponsors may not hold satellite events during the defined “blackout” times unless approved by ENETS. ENETS will strictly enforce this policy. The blackout times for ENETS 2017, which correspond to the conference program, are as follows:

Wednesday, 08 March 2017 8:15h - 18:15h
Thursday, 09 March 2017

7:30h - 18:45h

Friday, 10 March 2017

7:30h - 16:20h

 

ENETS also prohibits marketing research and marketing events from being conducted during the Annual Conference. ENETS encourages pharmaceutical companies to observe phRMA guidelines in determining how to interact with delegates at the Annual Conference. Specific questions related to marketing activities should be directed to the ENETS Office in Berlin at exhibitors@enets.org.

13. Shipping in advance / Delivery / Storage

The CCIB does not store materials for exhibitors on-site. Instead, all exhibitors needing to ship booth materials are required to contract with the freight forwarding company RESA International. The contact for this is Mr. Jorge Reina: operations@resainternacional.com. Phone: +34 93 233 4743. RESA will store the materials and then deliver them to the CCIB. Exhibitors are encouraged to ship all displays such that materials are on-site by the noon of Saturday, 4 March 2017 for set-up.

In early February ENETS will ask all exhibitors to send their contact details with reference to shipping information and amount of materials they plan to send to the conference venue. All materials must be clearly marked ENETS ANNUAL CONFERENCE 2017 and all postage must be paid for.

Exhibition material arriving on 7 March 2017, when the booth is to be installed, must be unloaded in the exhibition zone in the presence of the consignee. Neither ENETS nor the CCIB will accept materials for installation, i.e. an exhibitor representative must be on hand for this.

Exhibitors will also be asked to identify the people who will be present during the conference exhibition. The exhibitor contact should present him- or herself at the conference registration area, on the ground floor of the CCIB, prior to installing the exhibit and to receive the exhibitor and crew badge(s). If your company is contracting with RESA for shipments to be picked up post-conference, all material to be shipped must be properly packed and labeled and all relevant dispatch documents must be filled out, before being given over to the conference reception area.

14. Installation / Dismantling

Exhibitors should plan on setting up their booths on 7 March, between 8:00 and 20:00 hrs. This means that if any exhibit material is needed for the assembly, exhibitors should ensure that all material is received at the CCIB by then. The CCIB prohibits the use of glue, sticking tape of any kind, nails, screws, etc. to attach panels, signs, posters or other materials onto doors, windows, columns or pillars and in general any item of furnishings belonging to the Center, nor does it allow for any kind of floor coverings other than what is already in place at the Center. Fire hoses, fire call points and emergency exits must be kept clear within 1.5 meters. The Center allows for carpets or mats to be used provided they are simply placed on the ground and are not fitted by any means whatsoever. Carpets and mats should be kept in place by adhesive tape that can be easily removed while dismantling the exhibition stand. All adhesives must be fire-proof. Stands including metal structures must be properly “earthed”.

Dismantling will take place on 10 March 2017 after 17:00 hrs. Exhibitors should plan to have their materials shipped promptly following the end of the conference.
The exhibit area must be cleared following the conference and must be left clean and free of waste material. Areas left unclean after the conference will be cleaned by the conference staff and this service will then be billed to the exhibitor via ENETS. CCIB staff cleans the exhibitor’s area excluding the booths every evening from the time the area is set-up until it is dismantled.

Exhibitors who wish extra cleaning services, such as having their booths vacuumed, must order this separately from the CCIB. If trash bins are placed in the general area, i.e. outside of the booth, the bins will be emptied. Please contact stands@ccib.es for that service.

15. Special regulations

ENETS reserves the right to control and prohibit any exhibit or part of any exhibit that it considers unsuitable or not in keeping with the nature of the ENETS conference. Distribution of cards, advertisements or other commercial exhibit material is expressly prohibited in areas outside of the exhibit area. Exhibitors will not be allowed to use strolling advertisements nor are they to hold prize contests, either in the exhibit hall or in connection with the meeting. Megaphones or loud speakers are also prohibited. Exhibits cannot obstruct the view of other exhibits. The maximum allowed height is 3.50 m.

16. Food and Beverages

Registered exhibitors are entitled to food and beverages ordered and provided by ENETS during the coffee breaks and lunches. The CCIB does not allow conference organizers and, as such exhibitors or any third parties, to bring in food and beverages from outside the conference venue.  Please contact for catering@enets.org

17. Advertising submission and distribution

Exhibitors may choose, at their own cost, to send paper advertisements to the conference center with the intention that these advertisements to be placed at their booths only.

The ENETS Office must be notified and information of this must include samples of advertising material, and also information regarding the number of shipped boxes you will be
shipping by 09 January 2017.

Exhibitors must be aware of their advertisements outside and note that it cannot dominate the official academic conference materials in size or volume, so a certain restraint is suggested. The planned attendance at the Barcelona conference is approximately 1,500.


Conference bags will be packed on Saturday, 4 March 2017 at 12:00hrs noon, so all advertising must be received at the CCIB by then. If your inserts are not received by
4 March 2017 (8:00hrs), they will not be included in the conference bags, nor will exhibitors or sponsors be allowed to distribute their materials around the conference venue.

18. Security

Security, logistics, general cleaning and first aid services are covered by ENETS in the rental fee paid to the CCIB. These services are based on the conference timetable, conference set-up and dismantling times, the number of attendees, and the number of escalators used. If exhibitors wish additional services, these must be ordered directly via the project manager at the CCIB at stands@ccib.es.

19. Liability

ENETS requests and advises that exhibitors carry liability insurance. The CCIB bears no responsibility for any damage, to include theft, fire, water damage or leakage, breakage, destruction or civil liability.

20. Can I get a floor plan of the exhibitors hall for the 14th ENETS Annual Conference?

A 2017 conference floorplan is available for viewing and download here. Please note that the floor plan numbering is subject to change once the conference date closes in. Prospective exhibitors should contact the ENETS Office to inquire about having a booth at the conference at exhibitors@enets.org.

The conference sponsors have first choice of their booth locations. All other exhibitors are granted space on a first-come-first-served basis, depending on availability. Please note that the floor plan numbers and space may be change.

21. Exhibitor Booth Space Information

Requests for meeting space for industry meetings, including hospitality suites, must be sent to ENETS.  All booths must conform to a 12-square-meter area, i.e. 4m wide x 3m deep. Exhibitors may either ship or bring their own booth or can rent one from the CCIB. Should you need extra information on exhibitor booth space, please send your requests to exhibitors@enets.org
conference venue.

  • The exhibition hall is not carpeted.
  • Furniture rental, booth infrastructure and carpeting can be purchased separately from the CCIB conference venue.
  • Furniture / decorative rental items can be rented from the CCIB via ENETS.
  • The  rental catalogue can be sent to you upon request exhibtors@enets.org.
22. Floor Plan

Please note that the floor plan is preliminary. All booth numbers depicted on the floor plan are subject to change and dependent on the booth space distribution.  Should you need more information, please write an e-mail to exhibitor@enets.org.

 

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23. CCIB Fire Regulations

The CCIB has strict and specific fire regulations and fireproof exhibition materials. All exhibitors are required to read the rules and general regulations of the CCIB and refer to
http://www.ccib.es/home.

Any damage caused at/to the CCIB will be charged to the exhibitor.

24. Advertisement on Memory Sticks

Should exhibitors wish to have advertisements (sent to ENETS for confirmation by 09 January 2017) as a PDF loaded onto the memory sticks (fee applies, if you have booked the Conference Bag package) in a folder named ‘Third Party Material’, which each conference participant will receive on site, the ENETS Office must receive the PDF advertisement by 17 February 2017.

25. Important Deadlines and Dates for the 2017 ENETS Annual Conference

Important dates for the 2017 ENETS Annual Conference:

  • 01 September 2016 Online conference registration opens.
  • 30 November 2016 Early registration fee expires (see ENETS website for details).
  • 09 January 2017 Deadline for drafts of symposia invitations and advertisements to be sent to the ENETS Office for approval by the ENETS Executive Committee.
  • 01 February 2017 Deadline to request exhibit registration for conference.
  • 01 February 2017 Deadline to inform ENETS Office as to whether exhibitor will send advertising materials to be included in conference bags (fee applies).
  • 01 February 2017 Deadline to send ENETS Office exhibitor shipment details and exhibitor names.
  • 10 February 2017 Deadline to cancel exhibition without penalty.
  • 11 February 2017 Registration fee payment deadline expires, no cancellation refunds beyond this date, no exceptions.
  • 17 February 2017 Deadline to send ENETS Office PDF advertisements for inclusion on conference participant memory sticks.
  • 04 March 2017, 8:00 in the morning is deadline to have exhibit or symposium advertising on-site at conference venue.
  • 07 March 2017 Exhibit installation, 8:00 – 20:00 hrs.
  • 08 March 2017 Exhibit hall open, 8:00 – 17:00 hrs Exhibitors have discretion as to when booths are staffed.
  • 09 March 2017 Exhibit hall open, 8:00 – 17:00 hrs. Exhibitors have discretion as to when booths are staffed.
  • 10 March 2017 Exhibit hall open, 8:00 – 16:00 hrs. Exhibitors have discretion as to when booths are staffed. Dismantling is scheduled 17:00 hrs and is open-end.