Exhibitor & Sponsor Information

Exhibiting will enable you to network and give a space to hold brief meetings with the high level professional attendees. The busiest times for the Expo are during the conference breaks when all the conference attendees will be in the Expo area, as well as during the two Networking Parties, being held on Tuesday 3rd and Wednesday 4th March.

To receive the most up to date information on the conference and Expo please refer to the website at: http://www.sfeeurope.com/

CONTENT

YOUR CONTACTS

There is an eyeforpharma team working on your event:

THE VENUE

The Conference and Exhibition are being held all in Level -1 of the Palau de Congressos de Catalunya, which is the conference venue of the Hotel Rey Juan Carlos.  Please refer to the venue floor plan for more details. Click here to see an interactive floorplan of the venue space.

You can also obtain more details from the Venue:

Address:          
Hotel Rey Juan Carlos I
Av. Diagonal, 661-671 08028 Barcelona SPAIN
T +34 933 644 040 F +34 933 644 264
www.hrjuancarlos.com/en/index.html
hotel@hrjuancarlos.com

Venue Contact:

Jose Gil
Exhibition Co-ordinator
The Catalonia Palace of Congresses
T. + 34 93 364 40 86
jose.gil@hrjuancarlos.com  

EXHIBITION FLOORPLAN

See attached for exhibition floorplan

STAND ALLOCATIONS

The eyeforpharma team works on a first come first serve basis of package (starting with Global, Platinum and Gold sponsors then working through the list as and when your company signed). Where possible, eyeforpharma will try to give you your first choice but if this is not available we will offer you the next best alternative.

EXPO PACKAGE

The following is included in your eyeforpharma package:

• Fire-proof carpet (blue)
• “Octanorm” walling system which is a combination of white melaminated hard-board panels supported by white aluminium bars and rods.
• Fascia board 40 cm high – to run along the top front and top lateral sides of the stand on which the company name will be attached.
• Company name to be printed onto black vinyl using standard letters 10cm high.  20 letters each.
• Lighting: 1 300W halogen spotlight for each 3sqm area.
• 1 main fuse box for each stand which comes with a 1000W-220V socket.

Also included is:

• Exhibitor Staff passes (access to exhibition area only; however, these include lunch). The number of passes may differ depending on what was agreed in your exhibition/sponsorship contract.  Please contact Nina Hattingh at nina@firstconf.com  or Ed Harris at eharris@eyeforpharma.com if you have any questions regarding the number of staff passes or refer to your signed contract for details.
• Company Overview (100-150 words), Logo (EPS format) & URL in Show Guide

Additional equipment orders, telephone and hard-line internet connection, furniture, as well as audio visual equipment need to be ordered separately with the PCC.

NOTE – you do not need to order and pay for the PCC shell scheme / stand modular, as eyeforpharma will be providing this.

The exhibition space is yours to do with as you choose. Some exhibitors will bring pop-up stands of their own. The only restriction is that whatever you bring must fit within your allocated space.

Please note the ceiling height is 4 meters!

EXPO STAFF

As an exhibitor, you are also given 2 Exhibit Staff Passes to allocate to those you intend to man your stand. Please note these do not include access to the main conference. Lunch is included for 2 exhibition passes; however, should you require more expo pass, they can be purchased at €295 + VAT per person by contacting Nina Hattingh or Ed Harris on the details above.

Please inform Louisa Spiteri at louisa@firstconf.com with the;

• Full name
• Job title
• Company Name
• Email address

of the people from your company obtaining these tickets so that we can send them confirmation. If we do not receive the names by Friday 20th February then there will be no badges available at the registration desk which in turn will not grant entry into the exhibition area. 

Should you require additional exhibit passes, these may be charged per additional person. Please contact Nina Hattingh or Ed Harris on the details above for more information.

EXPO TIMES

Please find below the exhibition opening times for all delegates. These may change slightly closer to the event; however, eyeforpharma will inform you of any changes via an email.

Tuesday 3rd March
10:20 – 19.30 (Registration from 9.00am)

Wednesday 4th March
08:00 – 19.30

Thursday 5th March
09:00 – 15.00

For your information, the busiest times will be during the coffee breaks (i.e. before the plenary sessions commence, the morning and afternoon breaks), lunches and during the two cocktail receptions when conference attendees are able to walk the Expo floor. A timed program with exact timing of the breaks will be sent to you closer to the event.

SET UP TIMES

Monday 2nd March
12:00 - 19:00 (for security purposes the
venue must lock the doors at 20:00.  If you will be arriving after this time please inform Louisa Spiteri)

Tuesday 3rd March
07:00 – 09:00 (additional set up)

Please note that no exhibitors or visitors will be granted access before these times.

Tuesday 3rd March is an additional set up morning to allow exhibitors to finish up; all exhibitors are required to begin set up on Monday 2nd March. All exhibits must be set by 09:00 on Tuesday 3rd March to be ready for the registration breakfast.

If you are shipping packages in advance it is advisable that you or a colleague arrives in advance, to ensure everything you have sent has arrived. It is important to bring the tracking numbers for the unlikely event a package need be traced.

BREAK DOWN TIMES

Thursday 5th March
15:00 – 18:00

The area must be cleared of equipment and rubbish by 18:00 on Thursday 5th March. Anything left after this time may be disposed of by the facility unless prior shipping arrangements have been made.

Important: In fairness to your fellow exhibitors and Expo attendees, and in the interest of maintaining the integrity of First Conferences’ exhibitions, no one will be permitted to disassemble or remove their exhibit in whole or in part prior to the scheduled beginning of break down on Thursday 5th March.

EXHIBITION EXTRAS

AUDIO VISUAL EQUIPMENT, FURNTIURE, PHONE & HARD INTERNET LINES

Please note that there will be complimentary wifi for all visitors and exhibitors.

FURNITURE - Can be ordered with Expo Congres. Furniture Catalogue and order form attached. 

Furniture Contact:
Cristina Ulíbarri
Coordinadora
cristina@expocongres.com
Telf: +34.933.250.722
Fax: +34.934.262.010

For shell scheme pictures please click – FOTO 1 / FOTO 2

ELECTRICITY – you will be provided with 1 main fuse box as part of your exhibition shell scheme package, however PCC allows a maximum of 150w per m2 for electricity power supplied during the event to the exhibitor stand.  If you need more electricity you must fill in the ‘Electrical Inspection form n.1’ and return it to jose.gil@hrjuancarlos.com  

NB. Additional Audio Visual Equipment, phone and internet will be charged extra to the exhibiting company. Please complete the relevant form in the PCC Exhibitors Kit which can be found by following the link:

PCC Payment Form
PCC Electrical Form
PCC Telephone Form
PCC Maintenance Material

and ensure you supply credit card details when placing your order.

SEND THESE FORMS TO: Jose Gil jose.gil@hrjuancarlos.com  

Please ensure orders are made by 20th February.

ACCOMMODATION

eyeforpharma has secured accommodation with preferential room rates at the Hotel Rey Juan Carlos.  To benefit from the eyeforpharma discounted rate please fill in the attached form and fax it directly back to the hotel.

Please note that this rate is only available until the 2nd February 2009.  After this date the hotel will only release rooms upon an availability basis, so early booking is advised!

Due to the location of the Catalonia Palace of Congresses, the Hotel Rey Juan Carlos is the only hotel within walking distance.  We have arranged for a special accommodation rate at the Hotel SPA Senator however this is a short taxi ride away.  Please find the booking form attached to this email.

Hotel Rey Juan Carlos – booking form

Since the opening of the Hotel Rey Juan Carlos I, member of “The Leading Hotels of the World”, days before the Olympic Games of Barcelona '92, we have enlarged its majestic facilities. It is now one of the best city complexes resorts in the world, called “Hotel Rey Juan Carlos I – Business & City Resort” thanks to the addition of the Royal Fitness, The Royal Catering, the restaurants and pools located in its spectacular gardens and the state of the art Catalonia Palace of Congresses. Rooms offer impressive city views, large windows, spacious rooms with all the services and amenities of a 5 star G.L. hotel.  The 18 metre heated outdoor swimming pool located by The Royal Fitness & Spa remains open all year round taking into account the warm weather enjoyed in Barcelona all year round, this pool is used by the hotel guests even during sunny winter days.

Hotel Senator Barcelona – booking form

The Hotel Senator Barcelona is located in the highest part of Barcelona, very near the Nou Camp football stadium, 15 minutes from Prat airport, five minutes from Sants train station, 10 minutes from the Plaza de España and 4 minutes from the Collblanc metro station.  The hotel's other services include: a parking service with room for over 100 cars (with extra charge), a non-smoking floor, superior rooms (with extra charge), outdoor swimming pool on the hotel roof and our incredible "ACQUAPLAYA" water centre (with extra charge) We have WIFI technology in meeting rooms, rooms and common areas (free).

DIRECTIONS TO PCC

From the airport: Aeropuerto Barcelona El Prat (11 km)

By car/taxi: Leaving the airport take B-17, direction Barcelona 5 Kilometres further, follow the signs B-20, Ronda de Dalt (blue). Once on the B-20, go until the exit 11 (Les Corts - Zona Universitaria) where you shall get out. From there you have a visual reference of the Hotel. Drive 200 mts on the right hand side of the Diagonal Avenue and take the second turning on the right to get to the Hotel. (Travel time: around 15 min.  Taxi Approx 25€)

By train/metro: You will find the railway station directly next to the airport. Take the train until the main station of the city called Sants Estació. When you get there take the metro line number 3 (green line) and get out at the stop called Zona Universitaria (2 minutes walking distance from the hotel). (travel time: around 40 min.)

The aerobus is a shuttle bus service that links Barcelona airport to the most important places of the city centre. You can catch the aerobus directly in front of the airport (in all 3 terminals). For going to the Hotel, get out at Plaça Espanya (first stop). Take the metro line 3 (green line) and get out at the stop called Zona Universitaria (2 minutes walking distance from the hotel). (Travel time: around 40 min.) 

SHIPPING

All shipping is to be organized and paid independently by the exhibitor.  If you are shipping in advance it is STRONGLY ADVISED to pre-arrange for return shipping from the venue, before attending the exhibition.  It is also important to bring TRACKING NUMBERS with you in the unlikely event a package needs to be traced.  Please also bring all necessary packing and shipping materials with you.

It is not the responsibility of eyeforpharma to arrange shipment although we will be on hand to offer advice.

All shipping handling should be done through RESA EXPO LOGISTICS. Please read the Shipping Manual carefully and the Tariffs associated with the shipping handling company.

If you have any queries about the shipping handling process, please contact;

Pablo Martinez
RESA EXPO LOGISTIC
+ 34 93 233 47 45
pmartinez@resainternacional.com

C/ Ciencias, Entrada no 1
P.O Box / Apartado de Correos 2045
08908 Hospitalet – (Barcelona) - Spain

The PCC will not accept deliveries from exhibitors as there is NO storage area or parcel reception.

For your convenience I have created 2 shipping labels – Shipping Label Booth Material & Shipping Label Insert Material, which must be printed out and attached to all appropriate exhibition material boxes.

COMPANY OVERVIEW & LOGO

Exhibitors each get a 100-150 word overview and their company logo in the eyeforpharma Show Guide.

OVERVIEW

The idea of the overview is to simply give a brief description of your company ‘products & services’. 

COMPANY LOGO

Your company logo must be saved in an EPS format and saved in outlines.

If you haven’t already done so, please submit your company overview together with your company logo to Louisa Spiteri at louisa@firstconf.com as soon as possible but before 29th January at the very latest.

eyeforpharma will not be responsible if your logo and overview is not received in time or in the right format. We also reserve the right to change your company overview if it is longer that 150 words.

ADVERTISEMENTS

Please refer to your contract to see if you are eligible for submitting an advert in the showguide.

The Show Guide will be produced in A4 (297mm x 210mm); our designer has asked that all artwork be produced to this size. Please supply electronic artwork as a Press Optimized PDF with the fonts embedded.

Also note the following:

If the advertisement is to cover the overall page, it should be supplied with crop marks and bleed of at least 3mm.

Delivery address for electronic files: louisa@firstconf.com

Deadline for receiving artwork is 29th January

If we do not receive your advert by the deadline stated or in the wrong format, we cannot ensure it will be in the showguide.

INSERTS FOR DELEGATE PACKS

If you have opted for an insert as part of your Expo package, please note that they must arrive at the PCC during business hours by 13:00 on Monday 2nd March, 2009.  If shipping, please read the Bag Insert Instructions
 
Please print off the Shipping Label Insert Material and attach to any packages sent to eyeforpharma at the PCC.  Please note:  The PCC is unable to accept deliveries of material, if you are unable to hand delivery you material by 13:00 on Monday 2nd March directly to a member of the eyeforpharma team then you will have to use the expo logistics company – details found in the Shipping Information.

If we do not receive the inserts by the date and time stated, we cannot guarantee they will be placed in the Expo/Conference attendee packs.

It is also important to bring the TRACKING NUMBERS with you in the unlikely event a package needs to be traced.  If you are unsure whether your package includes an insert then please refer to your contract or contact eyeforpharma directly.

Please note that companies are not permitted to put USB keys, pens and notebooks, etc. as inserts.  Please consult Louisa Spiteri at eyeforpharma (Louisa@firstconf.com) should you have any queries.

“Please provide approximately 500 inserts for the bags”

INSURANCE

Whilst we will take every precaution to protect your property during the event, we are not responsible for any loss or damages and recommend that you obtain insurance coverage. 

Such insurance is available through our insurer, Insurex Expo-Sure, who will be happy to provide you with a quote. You may contact Elaine Osborne on +44 (0)1206 773942 or at elaine.osborne@hiscox.com

You are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties, and you may wish to protect your investment against abandonment, cancellation or curtailment of the event due to reason beyond our control.

DEADLINES

For your convenience I have put together a Check List with exhibition deadlines.  It is important that you work to these deadlines:

FINALLY

Please remember to send any order forms (i.e. Telephone/Internet Connection, Electricity, AV etc.) to the PCC ASAP, but no later than 20th February, as well as coordinating the shipping handling directly to Resa Expo Logistics.

We are very excited to have you participate in eyeforpharma’s 7th Annual Sales Force Effectiveness 2009 and the team wish you the very best of success at the event!

Kind regards,

Louisa

Louisa Spiteri
eyeforpharma Exhibition Manager
7-9 Fashion Street
London E1 6PX
t. +44 (0)20 7375 7245
f. +44 (0)20 7375 7172 
e. louisa@firstconf.com