Exhibitor Guide

In the Exhibitor Guide you will find a lot of practical information which will help you in organising your booth at the exhibition.


Topics are sorted alphabetically:


Assembly

Building up your booth is possible on Monday 24 October, from 12:00hrs. A sandwich-lunch will be provided to the people building up their stand.


Booths

The booths of the ARTEMIS project exhibition have a standard setup of 3 meters wide x 1 meter deep. Should a project require more space, because of a demonstrator, this can be requested via the booth requirements form. The organisation will then review if the extra space request is available.

Booth Occupation

It is highly recommended to each ARTEMIS JU Project to be represented at the Exhibition. Each project will have a dedicated space to present, by means of demonstrations and/or posters or displays, their plans and/or results achieved so far and their exploitation perspectives (utmost important for completing/completed projects). Booths (also when only showing posters) will have to be attended by a project representative during all the exhibition opening time slots. 


Booth Requirements

At the ARTEMIS-IA Community website each project coordinator of a project that will exhibit at the Co-summit 2011, will find a link in their 'My Overview' to complete/update the project booth requirements and stand crew. 

Car parking for Exhibitors

There is the Scandic Marina Hotel, across the street from the Scandic Marina Congress Center offers an underground car park with for 40 cars. Costs for the underground parking is 20,00 Euro per day

The Scandic Marina Congress Center offers also outdoor parking spacec infront of the building. Costs for the outdoor parking is € 12,00 per day.

> During setting up and dismantling days guest parking is free of charge for exhibitors. During event parking will be charged. 


Cloakroom

There is a cloakroom available at the entrance of the Scandic Marina Congress Center. The cloak room will be opened during the opening hours of the exhibition.


Contact

All questions regarding the exhibition or event may be directed, via email, at: Yvonne van Hattum or telephone: +31 (0) 88 0036188.


Costs

The costs of the project booths, tables and chairs, power supply provision & consumption and internet connections will be born by ARTEMIS. Except when the request is unusual and costly or is expressed after the deadline, then only to the extent still possible and possibly at the cost of the requesting Project.


Deadline

Dismantling

Dismantling of your booth may start on Wednesday October 26th at 16:00hrs until 20.00hrs. 


Displays

 We highly recommended the use of 40" LCD full HD displays. Please note that the rent of a display will be at the Projects’
 costs against a discounted price of 260,00 Euro per LCD screen, for the duration of the event, including built up and break
 down.

 The ARTEMISIA Office will be able to rent large (LCD or plasma) displays (40" LCD full HD) to enable you to present your 
 Project with a PowerPoint Presentation. Please indicate on the Booth requirement form if you will use the audio. If you
 choose not to make use of a display, you may also bring your own beamer.

Exhibition opening times

Floor plan

The ARTEMIS Project Exhibition is located on the ground floor of the Scandic Marina Congress Center, in front of the Plenary room.  Further the entrance to the Auditorium room where all plenary sessions will be held as well as all break out rooms are located within walking distance of the ground floor. This will provide a lot of visibitlity to all projects presented in the ARTEMIS exhibition.

The joint area around the theme 'Clean Technologies' will be between the ARTEMIS exhibition and the ITEA 2 exhibition in the foyer of the first floor.


Guided Tours

There will be Guided Tours during the exhibition. These Guided Tours are meant for Press, ARTEMIS JU Public Authorities Board, Steering Board and Presidium of the ARTEMIS Industry Association, National Public Authorities, Project leaders.


Hotel accommodation

The Co-Summit organisation has arranged a preferred rate a the Scandic Marina Hotel, directly across the Scandic Marian Congress Centrer Please visit the Hotel Accommodation to find the reservation form. In order to use the preferred rate, please book on time!


Internet connections

The entire exhibition space will offer free WiFi access for all visitors.

Each project booth will be provided with 1 wired internet connection, which you may use for your booth and/or demonstrator. Should you have the need for more internet connection or capabilities, you may indicate this on the booth requirement form.


Miscellaneous

All the installations (posters, demos, etc.) will have to be finalised by Monday October 24.
Closure of Business is at 19:00hrs.

Security concerning demonstration material will be fully ensured at the Co-summit while the exhibition will be closed (e.g. at night).


PowerPoint Presentations

PowerPoint presentations are highly recommended for your 'stand pitch of 5 minutes' and in depth presentation. Click here to go to the PowerPoint Instructions.


Power Supply

Each project booth will be equipped with one 3-parted power socket (max 1kW/ 230V). You must bring your own extension cord in case the 3-parted socket does not suffice.

Should your booth require additional power needs, you may indicate this in the booth requirement form.


Press

Journalist from different European magazines will participate in the Co-summit. A guided tour for the press at the exhibition will be scheduled. Almost all journalist will stay both event days, so a journalist will also visit the exhibition at other moments and without being accompanied by someone of ARTEMIS-IA. A journalist can be recognised by the special colour of their badges (purple).

See the media briefing for a few pointers to take into account at the exhibition. It also pays attention to Do's and Don'ts in press contacts. 


Press contact

For press related issues contact Else Embregts via email at: Else Embregts or by phone+31 88 0036136.


Project Demonstrators

Projects by default, get a 3 m wide x 1 m deep booth equipped with tables; if more space or a special shape is needed, please specify your needs and they will be carefully considered (we would give a feedback when it raises an issue).

The displaying of motor vehicles must be agreed in advance with the Scandic Marina Congress Center. 


Project Leaflet

Project profile leaflets will be produced to disseminate through the stands. Click here to go to the Project Leaflet Instructions.


Project Poster

All projects have to show at least 1 project poster and 1 partner poster. Click here to go to the Project Poster Instructions. For the ARTEMIS Projects, the posters will be physically produced for free by the ARTEMIS-IA Office on the basis of the contents provided by each Project; their size will be A0.


Transport and Storage

The Scandic Marina Congress Center has a loading dock and platform adjoining the goods lift. The internal dimensions of this service lift are as follows:

- door width 2500 mm
- door height 2250 mm
- lift depth 3600 mm.

The carrying capacity of the lift is 5000 kg.

As a rule, Marina Congress Center has no storage facilities for incoming exhibition goods or other materials. In case material and goods will be delivered before the event, dates and times must be negotiated with the Scandic Marina Congress Center.

Contact for more information the Meetings Manager of Scandic Marina Congress Center, by email at:

sales.marinacongress @ scandichotels.com or by phone: +358 9 1666 975.


The shipment must include following information:

The exhibitor will be responsible for the reception, unpacking and storing of his goods and for their removal after the exhibition.

Please prepare your return shipment! Bring shipping labels and telephone numbers of you preferred shipment company.


Tables & Chairs

Each project booth will standard be equipped with 1 table and 2 chairs. Should you require more tables and chairs, please indicate this in the project booth requirements form.