Exhibitor’s manual

WELCOME

As Congress Organizer, European Lotteries and the National Lottery have a great pleasure to invite you to exhibit at the 10th European Lotteries Congress, held in Antwerp, Belgium on May 27-29, 2019.

Take this opportunity to participate by showcasing your company products and services to key sector players from Europe and all over the World. We hope that you will join us at the congress and are looking forward to meeting you in Antwerp.

In order to assist you in preparing for this Exhibition, we have designed this Manual to simplify your arrangements, and we strongly recommend a careful study of its contents. Please return Exhibitor Application Form by the due date so that we can ensure your needs are supplied before your arrival.

Should you wish to express your interest in exhibiting at this prestigious event or for more information please  read  this  Manual. Fill  in  the  forms  and  contact  us  by  March 8, 2019 at: elexhibition2019@eventmasters.be

In any unusual query the contact persons are:

Sophie Fransen   sophie@eventmasters.be  +32 3 860 60 87

Exhibitor Manager

Jan Van den Broeck jan@eventmasters.be +32 3 860 60 87

Project manager

EXHIBITION VENUE

In 2016, the newly renovated Elisabeth center opened its doors. The Conference center is uniquely located in the city center of Antwerp next to the Central station and the Zoo of Antwerp.

The exhibition area will be located in the Atrium of the Elisabeth Center on level 0.

Please choose your preferred location on the floor plan, through the following link:

Exhibition space will be confirmed on first come first served basis.

Elisabeth Center
 Address: Koningin Astridplein 26

2018 Antwerp

Note: Deliveries must NOT be made before move-in day

VENUE ACCESIBILITY

Elisabeth Center Access

All exhibitors can use the Loading dock for unloading and loading of build and exhibition equipment. (accessible from Carnotstraat 12, 2018 Antwerp)

All exhibitors must confirm unloading and loading time at  elexhibition2019@eventmasters.be

FEE FOR TRADE SHOW SPACE

Area type

Basic Stand naked space

PAYMENT CONDITIONS

Prepayment, 100 % of the total amount for space rental, must be sent within 14 days after application for the exhibition space. Bank transfers should be made to the Exhibition Organiser’s bank account:

Beneficiary: Nationale Loterij N.V. van publiek recht Belliardstraat 25-33 1000 Brussel Belgium VAT BE0233 967 357

Bank details: KBC SWIFT: KREDBEBB IBAN: BE68 4252 0931 0134

Please, fill in the comment field with the text: EL 2019 Exhibitor + company name

Note: Payment for stand must be made before 6 May, 2019. Any cancellation of the exhibition should be notified to the Exhibition Organiser. Cancellations are not refundable.

OFFICIAL TRADE SHOW CONTRACTOR

Event Masters NV
Venusstraat 7
2830 Willebroek, Belgium Tel.: +32 3 860 60 87 e-mail: elexhibition2019@eventmasters.be

Event Masters is fully responsible for the supervision and erection of all basic stands build type. Exhibitors who prefer custom design stand should send   a request to elexhibition2019@eventmasters.be Event Masters will also provide a full on-site management and technical service. Exhibitors who have booked a basic shell scheme stand will receive a stand erected to the specification described on the following pages.

TRADE SHOW FLOOR PLAN

EXHIBITION DATES AND HOURS

May 25th, 2019 – Saturday

Event Masters Exhibition Stands Installation

May 26th, 2019 – Sunday

Registration & Check-in for all Exhibitors

Trade Show Opening

May 27th, 2019 – Monday Opening hours

May 28th, 2019 Stand dismantling / Break down

Exhibitors will have access to the Trade Show Hall for set-up of displays and stands on the date and time shown above. The access to the Trade Show Hall will be granted to the staff of the company who have been registered and are wearing the identification badge.

Note: The Organisers and the venue are not held responsible for any items left at the stands overnight / or beyond 19:00 hrs on Wednesday, May 29th, 2097.

TRADE SHOW REGULATIONS

1.  Exhibitor

• Is a company that decided to build it’s own booth at the exhibition during the Congress and paid the appropriate fees for space rental and stand build. All exhibitor staff members must be registered as Congress participants (except exhibition technicians), having paid the registration fee and booked hotel accommodation.

2.  Damage to Stand Structures and Trade Show Premises

• No person under any circumstances shall cut into or through any floor covering or wall nor alter stand service structure except when authorized in writing by the Organiser. Any such damage to stand service structures and exhibition premises will be invoiced to the Exhibitor.

• During every installation/removal, the floor should be protected from damage or scratches with cardboard, lining, foil etc., while all hard, scratching and metal elements should be placed on pads. Only the use of transport trolleys equipped with rubber wheels that do not leave any marks on the foyer floor is permitted during installation/removal

• The so-called “dirty assemblies” are strictly forbidden, all gluing, painting, plastering, grinding, welding and so on should be done outside of the premises. Only the required assembly and finishing work is allowed on the premises. 

3.  Insurance

Exhibitors must carry their own fire, theft, or other insurance to cover all risks. The Organisers and the Elisabeth Center will not be responsible for damage to the crated materials, materials improperly or poorly packed, or any concealed damage.

4.  Stand Cleaning

It is your responsibility to maintain your stand and make sure it is in a clean condition at all times. We have made arrangements for general cleaning of the exhibition tents and gangways; however the cleaning of stands is the responsibility of the exhibitor. A full cleaning of the exhibition tents will take place either in the evening or before the show opens. During build-up, we will remove and dispose of reasonable general build-up of waste such as paper, wrapping materials, cardboard etc.; however this does not include construction waste such as pallets, wood, paint tins etc. It is the responsibility of contractors and exhibitors to dispose of such excess construction waste.

5.  Floor Loading Capacity

Stands in Trade Show halls – 500 kg/m2 of concrete flooring. The permitted floor loadings stipulated by the venue owners must not be exceeded. However, on a case-by-case basis subject to the approval of the venue owner, special arrangements including the provision of steel base may be required for any exhibit exceeding these limits. The Organiser’s delivery schedule for heavy and large exhibits must be strictly adhered to.

6.  Fire Exits & Regulations

• Fire exits must be kept clear of obstructions at all times both inside the tents and outside in the loading bays. Any items found blocking at fire exit will be deemed as rubbish and will be disposed without notice

• All stand construction material and displays must be FIRE RETARDANT. Any goods attached to your stand will constitute as part of your stand and will be subject to these regulations

• No items to be stored behind the stands within the tents or in the marshalling yards. This included boxes, catalogues, pain or thinner, etc.

• Fumes from open fires or candles are not permitted in this Exhibition

7.  Rights in Intellectual Property 

• Use of name

Exhibitor grants to Event Masters a fully paid-up license to use, display and reproduce Exhibitor's name, trade name, or product name in every advertising medium utilized for the Conference and also for use by Event Masters to promote the Exhibitor’s services and/or products for a period of three (3) years from the end of the Congress.

• Photography and recording

  Exhibitor grants Event Masters the right to take photographs and video recordings of Exhibitor's stand space, exhibits, before, during, or after the Conference's scheduled times, and further grants Mazurkas the right to use such photographs and video recordings for promotional (advertising) purposes for the Conference and also on Mazurkas web portal for a period of three (3) years from the end of the Congress.  

Shipping, Receiving and Storage

Exhibitors are responsible for the movement of their material to the Exhibition area, i.e. from the place of origin to Elisabeth Center – Congress Venue. Custom clearance, insurance, unloading, storing, and packing of exhibit material is the Exhibitor’s responsibility.

• Please add the name of the congress, date, exhibitors name and booth number on your package.

• Packages can be delivered at our  loading dock on a date to be confirmed by the event planner.

• A detailed delivery schedule will be provided two weeks before your congress.

• If required we will store everything in a private storage room (see details storage capabilities).

• The loading dock phone number is: 00 32 492 25 01 25

• After the conference it will be possible to pick up the packages at the loading dock between 06h00 am – 12h00 am. Details will be discussed with the event planner.

• Please note that the owner is responsible for the preparation of his package.

• We cannot provide boxes, tape, plastic to wrap. All exhibitors have to provide this themselves before handing the item over to our logistic team or until it is picked up.

• All the paperwork has to be done by the owner of the item. 

FMCCA is not responsible for the lost of an item. We just accept the goods, put them in storage.

Note: Exhibitors or exhibit contractors with specialized or dedicated equipment requirements should contact the Exhibition Technical Organiser.

All shipments should be prepaid and consigned. The Exhibition Organiser will not accept delivery of any goods prior to the move-in day.

WEBSHOP FOR EXTRA SERVICES

After full payment of your booth, exhibitors will receive a personalized link that gives them access to the online webshop. In this webshop extra services can be ordered such as:

• Printed backdrop

• Extra/other furnishings

• Plants and flowers

• Extra power

• Audiovisual equipment