e

EUROPE BIOBANK WEEK CONGRESS

HOFBURG, VIENNA
TECHNICAL EXHIBITION MANUAL
 Table
Table of Contents
of Contents
Welcome … ............................................................................................................................................ 3
Important Contacts ................................................................................................................................ 4
Important Deadlines .............................................................................................................................. 5
Booth Building Rules & Booth Sketches .................................................................................................. 6
Electrical Installations ...................................................................................................................................6
Booth Drawings and Visualisations ...............................................................................................................7
Modul/Shell Scheme Booth Info Sheet ................................................................................................... 8
Equipment Orders .................................................................................................................................. 8
General Information ............................................................................................................................ 11
Floorplan .....................................................................................................................................................11
Exhibition Opening Hours, Build-up and Dismantling ............................................................................ 12
Access for Stand Builders and Exhibitors for Build-up ................................................................................12
Coffee / Lunch break times .........................................................................................................................13
Lunch Workshops ........................................................................................................................................13
Registration ......................................................................................................................................... 13
Registration Opening Times ........................................................................................................................13
Scientific Sessions & Poster Area .......................................................................................................... 13
Delivery and Build up Access Instructions ............................................................................................. 14
Shipping information and Handling Rates ............................................................................................. 15
Access Plan Congress Venue ................................................................................................................. 20
Terms & Conditions.............................................................................................................................. 21
 Welcome …

Dear partners of the EBW 2024,

Thank you for your decision to participate at the EBW 2024 Congress in Vienna, Austria.

This exhibitor manual aims to guide you through all the necessary steps you will take during your participation at
the industrial exhibition at the EBW 2024 Congress. This document tries to feed you and your suppliers with all the
contacts and information to make the EBW 2024 Congress for you and all other participants a successful experience.

Please read this document carefully and share it with all the colleagues and companies which are involved in the
EBW 2024 Congress.

Observation of the deadlines marked on page 5 will guarantee the best service we could possibly offer to you, so
please adhere strictly to our deadlines. To ensure our high service opportunities to everyone, we will not be able to
deviate from any of these deadlines.

If you need any further assistance our dedicated team will be happy to support you in your preparation for the EBW
2024 Congress.

We are looking forward to working closely with you to create a successful and stunning EBW 2024 Congress.

Best regards,

EBW 2024 Organising Team | AIM Austria GmbH

Löwengasse 3/6 | 1030 Vienna | Austria

T: +43 1 402 77 55 - 304 | ebw.info@aimgroup.eu

Errors and omissions excepted

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 Important Contacts
Please contact the following addresses necessary for your queries.

Exhibition & Industry Liaison Registration

AIM Austria GmbH AIM Austria GmbH
Löwengasse 3/6 Löwengasse 3/6
1030 Vienna, Austria 1030 Vienna, Austria
Bettina Pugl Aljosha Glitzner
Phone: +43 1 402 77 55 – 304 Phone: +43 1 402 77 55 – 308
Email: ebw.info@aimgroup.eu Email: ebw.info@aimgroup.eu

Congress Venue Accommodation

Kongresszentrum Hofburg For any inquiry or to proceed with arrangements for
Heldenplatz accommodation, please visit
1010 Vienna, Austria https://EBWcongress.org/general-
information/accommodation.html

Kindly note that the hotel rooms are sold on a “first-

come - first-served” basis, exhibitors are advised to
book as soon as possible and preferably in advance to
receive preferential rates.

Our exclusive Partners for the EBW 2024

Logistic Services
IML Messe Logistik GmbH
Wolfgang Unzeitig
Phone: +43 676 842118201
Email: wolfgang.unzeitig@iml-vienna.at

Catering
Serving and ordering food and/or drinks is only allowed through the caterer selected by the organizer. If you wish
to order any catering for your exhibition stand, contact:

Theuer & Punzet

Robert Theuer
Spargelfeldstraße 191
1220 Wien, Austria
Phone: +43 50 555 31233
Errors and omissions excepted

Email: office@theuer-punzet.at

Thank you for understanding that it is prohibited to bring your own drinks and/or food.

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Important Deadlines

The following checklist will help you organize your participation at EBW 2024. This list is sorted chronologically.

EXHIBITORS CHECKLIST

03/04/2024 □ Upload Booth Designs via Exhibitor Service Portal (plan and visualizations)

22/04/2024 Deadline for Orders of Booth Equipment (Web shop Exhibitor Portal)

28/04/2024 □ Deadline for Airfreight Shipments to arrive at IML (details see page 16)

29/04/2024 □ Deadline for Road Freight or Courier Shipments to arrive at IML (details see page 15)

02/05/2024 □ Deadline for Catering Orders

 Booth Building Rules & Booth Sketches
Self-built booths need to adhere to the following:
▪ Enclosure of rented area with maximum build height of 3.00m
▪ IMPORTANT: Roll-Ups, Pop-Up booths and similar items will be not accepted as enclosure (wall)). Rear
wall of neighbouring stands cannot be considered as a wall in this sense.

For pre-ordered module/shell scheme booths and self-built booths the following rules need to be respected:
▪ The maximum build height is 3.00m
▪ The exhibition area inside the HOFBURG Vienna premises must be treated with care at all times. This
applies in particular to the floors, walls, doors and doorposts, light fittings, staircases and lifts.
▪ It is not permitted to drill, screw or hammer nails into the building’s walls, ceilings, floors or pillars.
▪ Walls and pillars may not be subjected to loading by the weight of exhibition stands or exhibits. When
planning your event, please bear in mind that all structures, stand elements, equipment, etc. must be self-
supporting.
▪ Where objects (stand structures, rigs, etc.) are set up for exhibitions the Contractor shall lay
suitable protective sheeting or carpeting (minimum thickness 2 mm) under them. Such structures must be
positioned at least 15 cm away from the walls. If rigs are erected on stands, these superstructures must
immediately be approved and declared structurally sound in writing by a structural engineer; this must
take place prior to the inspection by the authorities.
▪ Painting and wallpapering within the exhibition facilities during the course of stand set-up works is only
permitted if the floors and walls are protected by suitable sheeting that has been approved by HOFBURG
Vienna.
▪ The Contractor shall make best efforts to prevent dust being generated. Woodworking equipment such as
milling cutters may not be used unless fitted with an appropriate integrated automatic dust extraction
system (dust bag).
▪ If double-sided adhesive tape is employed to fix carpeting or tiles to the floor, and/or secure decorations,
only tape approved by HOFBURG Vienna from the company Tesa; name: tesa-Oberflächenschutzband
60428 and label: Schutztape PVC-Träger Naturkautschuk 28mm wide x 66m long per roll may be used.
Such tape must be removed by the Contractor after the event so that no residues remain.
▪ Only loose laid carpets or floor tiles may be used to cover the floor or staging blocks inside the exhibition
facilities. Use of adhesives to fix floor coverings to the floor, or of self-adhesive carpet tiles, is prohibited.
Use of adhesives to fix tiles on top of a carpet that has been affixed (e.g. on staging blocks or fixed stage)
is also prohibited.
o ATTENTION: Under no circumstances may any residue (e.g. adhesive/ glue) remain on the
existing floor of the venue. Any damage to the venue floor will be billed to the exhibitor.
▪ Roofs may be built provided that the roofing complies with the fire regulations.
▪ Booths must be made of fire-retardant materials. Certificates may be requested on site.
▪ No rigging points are available.
▪ The maximum permitted floor loading capacity of 350 kg per square metre must be adhered to. This also
applies to loading carts, trucks or trolleys.
Errors and omissions excepted

Electrical Installations
All electrical installations will be tested for compliance with the regulations by the electricity partner of Hofburg
Vienna (Richard Lesonitzky GmbH) and will not be energized if found to be unsafe. All contractors and exhibitors
must be aware of all current regulations that apply to electrical installations and must adhere to them.

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 This is to eliminate the risks of any accidents and electrical fire. All temporary electrical installations shall be installed
in accordance with the relevant rules of good practice by qualified, competent electricians. The creation of a
connection, the installation of a distribution cabinet and the provision of electric current to the booths as well as
making power live shall be carried out exclusively by electricity partner of Hofburg Vienna (Richard Lesonitzky
GmbH). Daisy chaining is not allowed under any circumstances.

Fire Safety of Booth Materials / Hazardous Substances

All materials used for booth construction or display should be fireproof. No inflammable decorations or exposed
flames be used at any time. All decoration material of paper and inflammable fabric must be made fireproof and
certificates will be asked on site.

Booth Drawings and Visualisations

▪ It is mandatory for exhibitors to submit their detailed booth drawings and visualisations (incl. elevation
and floor plan) for sign off by AIM Austria GmbH, by 03 April 2024 at the latest. Please note that sign off
may take some time.
▪ All further important information can be found at the Exhibitor Platform.

Please note the following for the preparation of booth drawings:

▪ Draw the booth layout and indicate exact positions for the fittings on the plan by using the following
symbols:

Booth entrance

Self-built stands: please(arrow

Spotlight also provide a visualization
in direction of light) of the stand including the building height.

Simple socket

Triple socket

▪ Draw additional items and booth equipment according to scale

▪ Self-built booths are required to submit a visualisation of the booths incl. building height and stand walls
in addition to the sketch.
Errors and omissions excepted

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 Modul/Shell Scheme Booth Info Sheet
The shell scheme booth includes a carpeted floor (colour of choice – see options in online order form), white
infill panels with silver aluminium uprights and a white surrounding fascia with one-sided lettering/two side
lettering. The overall stand height is 250cm (panel height: 248cm, panel width: 99cm).

Included:

▪ Carpet tiles
▪ Panels white h = 250cm
▪ Fascia in aluminium construction h = 38,5cm
▪ Text field 194 x 28cm white
▪ One sided fascia lettering (max. 20 letters)
▪ 2 chairs
▪ 1 table
▪ 1 electricity socket 1500W

Please note that due to technical and timing reasons a shell scheme booth can only be rented through the
exhibition management of AIM Austria GmbH.

Equipment Orders
Equipment orders for your exhibition booth, ordering conference passes and booth plan submissions are
possible online via the Exhibitor Service Portal. Below an overview of the functions is presented.

The portal offers several services:

▪ Checking your invoice address before additional equipment orders and making changes if needed
▪ Booking of equipment for your exhibition booth
▪ Orders for conference passes
▪ Upload of booth plans and visualisations
▪ Downloads of various documents like exhibitor manual or logistical information.
Errors and omissions excepted

Detailed instructions on using each service are provided on the following pages.

Enter the portal via the personalised link sent by email.

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 Below the instructions for ordering equipment for your exhibition booth can be found:

1. Enter directly via the personalised link sent via email.

2. Choose “Exhibition Planner & Shop“ in the menu bar.

3. Click on the blue button “Book“ next to the point “EXHIBITOR WEBSHOP” in the checklist. You will be
redirected to the online order form.

Note: Open the order form in a new tab, by choosing „Open in new tab“ upon a right mouse click.

4. Choose “Start Order“ at the end of the page.

Errors and omissions excepted

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 5. The order form is divided into the following sections: Shell Scheme Booth, Furniture, Equipment,
Technical Equipment, Power, Graphics and Hygiene Equipment and Plants. Should you not wish to
order items from one category, please proceed to the end of the corresponding page and click on
"Next". At the end of the form you will find an overview of your order. All prices quoted in the order
form include 20 % Austrian VAT.
6. To submit your order, please accept the booking and cancellation conditions at the end of the
summary page and click on “Save order“. After the order is submitted, you will receive a confirmation
by email including payment information. You will be redirected back to the Exhibitor Service Portal
after completing your order.
7. After your order has been verified, you will receive an invoice within 2 working days by email. The
open amount can be paid by bank transfer or credit card. The corresponding details will be sent to
you along with the invoice.
8. In case you would like to order additional items later, please enter the online order form again as
described in point 3 and add the items to your order. This is possible until 22 April 2024.

Below the booth plan upload function in the Exhibitor Service Portal will be explained.

1. Choose “Exhibition Planner & Shop“ in the menu bar.

2. Click on the green button “Add & Remove“ or „Upload“ next to the point “Booth Plan“ (for .pdf files) or
“Booth Visualisations” (for .jpeg, .jpg or .png files) in the checklist. A pop-up window will open.

Please note that for self-built booths, in addition to the booth plan also a visualization of the booth
including the building height must be provided.

3. Close the pop-up window.

In case have any questions, please contact ebw.info@aimgroup.eu.

Errors and omissions excepted

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 General Information
Floorplan

An updated floorplan of the Exhibition Area is available at the Exhibitor Portal.

Errors and omissions excepted

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 Exhibition Opening Hours, Build-up and Dismantling

Loading and offloading is only permitted through the designated loading door. At no time is it allowed to deliver
through the main entrance.

Not clearing the venue before curfew may result in penalty charges.

Exhibitors are obliged to be present and man their booth sufficiently as indicated. Timings may vary. Please check
latest timing schedule online in the Sponsorship & Exhibition Section.

Access for Stand Builders and Exhibitors for Build-up

Access to the venue during building days will be granted only for those in charge. Upon arrival, please join us at the
exhibitors’ desk in the exhibition area (Festsaal). We will register you and you will receive a colored wristband in
return. The organizer and the venue reserve the right to deny access to any person not in charge. Please make sure
all stand builders are able to identify themselves (bring ID).
Errors and omissions excepted

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 Coffee / Lunch break times
In this chapter you will find all the Refreshments/Lunch breaks which take place in the exhibition area.

Lunch Workshops
Various corporate workshops will be taking place throughout the lunch break of the EBW 2024 Congress. For details
have a look at the website or get in touch with us.

Registration
Online Registration
Every exhibitor must be registered online as a congress participant prior to the congress.

In March all exhibiting companies will receive an e-mail from the EBW 2024 Organizing Team with details for the
registration.

Registration Opening Times

On-site registration will be located at Hofburg Vienna (entrance via Schweizerhof, Boschafterstiege). All exhibitors
have to check-in at the registration desk before getting access to the exhibition area. The registration desks will be
open during the following times:

Tuesday, 14 May 08:00 – 17:00

Wednesday, 15 May 08:00 – 18:30
Thursday, 16 May 08:00 – 18:30
Friday, 17 May 08:00 – 15:00
Please note that all times are subject to change. Check timings at https://www.europebiobankweek.eu/

Scientific Sessions & Poster Area

Errors and omissions excepted

All session halls are located at Hofburg Vienna. Details of plenary and parallel sessions will be available online on the
EBW 2024 Congress Website and will also be via the official EBW 2024 Congress App. Posters will be presented on
poster boards in the exhibition area as well as orally.

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 Delivery and Build up Access Instructions
Please be advised that the venue and the organizer do not accept delivery of any goods on behalf of exhibitors,
nor will there be any responsibility taken for the safety of any such items delivered to the site.

The organizer has appointed IML Messe Logistik as the official and exclusive freight forwarding company for the
event. For IML to be able to send exhibitors the complete shipping manual, exhibitors are required to contact IML.
Services offered by IML for transport of exhibition goods & promotional material:

▪ Transport from your company up to IML’s warehouse or direct delivery from your company to the venue
without storage at IML’s warehouse
▪ Customs formalities
▪ Storage of empty packaging material for the period of the congress
▪ On-site assistance

All deliveries, even self-organized shipments, must be pre-registered with the officially appointed freight & on-site
forwarding company, IML. Entrance to the venue’s premises will be refused for non-registered trucks! For any
sending made to IML the pre-advice form must be filled out and sent to IML.

Contact details IML Vienna

IML Messe Logistik GmbH
Wolfgang Unzeitig
Email: wolfgang.unzeitig@iml-vienna.at
Phone: +43 676 842118201
Errors and omissions excepted

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 Shipping information and Handling Rates
Shipping Instructions

Dates and Deadlines

To avoid delays and to ensure your shipment can be delivered on the required date please look that your
shipments arrive no later than the dates below. All shipments which arrive after the dates below will incur a 25%
late arrival surcharge.

Airfreight Shipments: Monday, 29 April 2024

to Airport Vienna / only direct AWB / MAWB (no HAWB)
Road Freight or courier shipments: Tuesday, 30 April 2024 (attention 01 May public
all shipments via warehouse IML Vienna holiday )

Pre-Advice and Documents

For shipments via warehouse/airport VIE you must send a full pre-advice/order form incl. handling- ,shipment &
payment details latest 3 working days before the shipment will arrive.
For direct shipments please send your order form incl. handling-, shipment & payment details latest 10 days
before we must start with the service.
Please send all documents to the following address: office@iml-vienna.at
Cargo arriving from a non European Union Country need to be customs cleared on temporary or definitive
importation and released from Customs before delivery to booth. Temporary & permanent material must be
packed separately and not together.
Handwritten invoices and Items with value 0,00 are not acceptable. Before you will ship the goods to us pls. send
your invoice for checking. Attention for the following products we need special documents or the importation is
not possible: Foodstuff, Beverage, Medicines, Cosmetics, Textiles, life Animals or Plants, Pharmaceutical Products,
Protected species.

Delivery Address
VIA WAREHOUSE IML
IML – Messe Logistik GmbH
c/o EBW 2024 Hofburg / Exhibitor / Hall & Stand No.
Bruno Kreisky Platz 1
A – 1220 Vienna
Tel.: +43 1 9974133
Access via Leonard-Bernstein-Straße / Saturn Tower

Warehouse Opening hours

Monday – Thursday 8am – 3:30pm
Friday 8am – 1:30pm
closed on weekend and public holidays

All shipments must be send FREIGHT PREPAID.

A 15% commission will be charged on freight collect shipments which arrive at our warehouse.
Errors and omissions excepted

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 Airfreight Shipments
All airfreight cargo must be send to AIRPORT VIENNA with direct AIR WAYBILL. Pls. consign your MAWB as follows:

CONSIGNEE NOTIFY:
IML – Messe Logistik GmbH Exhibitor Name / Hall & Stand No.
Bruno Kreisky Platz 1 EBW 2024
A – 1220 Vienna Wiener Hofburg
A – 1010 Vienna

All shipments must be send FREIGHT PREPAID.

A 15% commission will be charged on freight collect shipments which arrive at Vienna airport.

Case Marking & Packing details

All packages must be clearly marked with following information:

Congress Name: Europe Biobank Week Congr. 2024

Exhibitor Name:
Hall / Booth No.:
Package No.: ( 1 of ..total.. / 2 of .. total.. / etc. )

IML Messe Logistik GmbH will not take any responsibilities on goods that are not properly packed or transported in
unsuitable conditions. All wooden packing materials entering the EU must be in conformity with the international
phyto-sanitary-standard ISPM-15. In Short this means only wood, free of bark, correctly treated and showing the
IPC stamp will be accepted into the EU.

Return Transportation
Return instructions must reach us at least 24 hours before show closing. Further alterations or changes in mode of
transportation can be accepted in written form only – depending on our and/or carrier’s confirmation. The same
basics/instructions as in the import apply also for the export.

Handling Rates
Basic 1 cbm = 250 kg chargeable weight maximum packing details: 240 x 120 x 100 cm / 300 kg
1a. From free arrival advance warehouse facility ( via warehouse IML Vienna )
Offloading and handlling to the booth incl. intermediate storage, providing of forklift, pallet truck and labourer
Handling of courier shipment per shipment EURO 50,00
only - up to 20 kgs
Handling of courier shipment per shipment EURO 75,00
only - up to 50 kgs
Minimum per shipment EURO 145,00
301 – 500 kg per 100 kgs EURO 47,00
501 – 1.000 kg per 100 kgs EURO 42,00
1.001 – 1.500 kg per 100 kgs EURO 39,00
1.501 – 2.500 kg per 100 kgs EURO 36,00
over 2.501 kg upon request
Intervention with courier company ( export EURO 25,00
only )
1b. From free arrival Vienna Airport
Handling (but excluding payment of Airport related charges), transport to IML warehouse, offloading and handling to booth incl.
intermediate storage, providing of forklift, pallet truck and labourer
Minimum per shipment EURO 220,00
301 – 500 kg per 100 kgs EURO 67,00
Errors and omissions excepted

501 – 1.000 kg per 100 kgs EURO 61,00

1.001 – 1.500 kg per 100 kgs EURO 58,00
1.501 – 2.500 kg per 100 kg EURO 55,00
over 2.501 kg upon request
airport related charges EURO 0,80 per chargeable weight (minimum EURO 90,00)
1c. From free arrival Wiener Hofburg ( direct shipment whitout storage )
Offloading and direct handling to the booth incl. providing of forklift, pallet truck and labourer valid for standbuilding material
crated or palletized arriving during official move-in period only
Half Trailer Load / 20’ Standard Container EURO 700,00

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 Full Trailer Load / 40’ Standard Container EURO 1.000,00
50% Surcharge for loose cargo
2. Customs clearance (temporary, permanent or Carnet ATA) only possible via warehouse or airport Vienna
Temporary or permanent clearance incl. 1 tariff item
up to 50 kg per clearance EURO 115,00
up to 500 kg per clearance EURO 145,00
501 – 2.500 kg per clearance EURO 210,00
over 2.500 kg per clearance EURO 250,00
+ additional customs tariff each tariff item EURO 8,00
item
+ Temporary import bond fee 2,25 % from CIF value minimum EURO 80,00
Carnet ATA clearance per clearance EURO 275,00
Carnet ATA management per document EURO 80,00
holding secutiry
Transit Document from per document EURO 60,00
Courier warehouse to IML
T-Document registration to per document EURO 60,00
customs
Issuing of T-Document per document EURO 75,00
T-Document Security (Export 0,5 % from CIF value minimum EURO 50,00
only)
Cancellation of Temporary per document EURO 60,00
import bond (export only)
3. Handling of empty packing material
Pick up from booth, storage during the show and re-deliver to booth after show incl. all overtime surcharges
Pick up and re-delivery only to official set up and dismantling times
each beginning cbm EURO 90,00
Minimum = 2 cbm
4. Surcharges
Duties & Taxes for permanent importation as per outlay +10 % advance payment fee
Late arrival surharge for shipment arriving after our deadline 25 %
SVS fee ( Mandatory forwarding insurance ) as per list
Documentation per shipment and way EURO 25,00
Financing fee on total invoice amount 4%
Subsequent changes of the invoice each EURO 15,00
invoice
All prices are net + 20% VAT
5. Working hours
Normal working hours: Monday – Friday 8am – 5pm
Overtime Surcharge Monday – Friday 5pm – 10pm & 6am – 8am 50 %
Saturday 6am – 10pm 50 %
Night 10pm – 6am 100 %
Sunday, Public Holiday 100 %
6. Outgoing
Same services, same rates

Miscellaneous
1. All services must be booked in advance.
2. All cargos have to be consigned “FREIGHT PREPAID”.
3. All claims must be reported to the exhibition forward’s office in written form and immediately upon
receipt of the exhibition goods. Verbal notification will not constitute any rights against the agent.
4. Responsibility for losses, damages, etc., will be accepted only within the framework of the AÖSp, which
are resting in our office.
5. All business is undertaken subject to the terms and conditions for Austrian Forwarding Agents
„Allgemeine Österreichische Spediteurbedingungen AÖSp“, in the wording subject to the relevant
publication in „Wiener Zeitung“. Payable and actionable in Vienna.
6. SVS prohibition customers must announce this in writing before/while placing the order.
Errors and omissions excepted

7. It is the exhibitors responsibility to label all empties properly. Empty labels will be distributed during
move-in period. We will remove empties on a regular basis.
8. It is the exhibitors responsibility to repack and label all outbound packages.
9. It is also the exhibitors responsibility to give clear instructions on how to return your packages. All
necessary forms will be distributed during the event or contact us to hand over it to you. Please take
special note of the instructions for documentation.
10. Returning of empties takes time. A certain delivery time cannot be guaranteed.
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 11. Return transport arrangements may take some days. On top of this comes the transit time for transport.
Please take this into account when planning the return. A quicker handling is possible, but information
must be received well in advance. Express handling charges may apply.
12. The handling tariff is valid for all services at Wiener Hofburg
13. Basis of calculation is 1 cbm = 250 kgs
14. All cargo has to be consigned FREIGHT PREPAID. A 15% commission will be charged on freight collect
shipments arriving at our warehouse
15. The exhibition forwarders liability ends with the delivery of the exhibition goods or empties to the
exhibition booth, even if the exhibitor or his representative is not present. Liability for return transport
begins upon the collection of the exhibition goods from the booth, even if the shipping documents and/or
a transport order has been handed over to the exhibition forwarder prior to the collection.
16. Early cancellation of orders / cancellation of events etc.

General cargo / air freight / courier – shipments (all shipments via warehouse IML Vienna)
As soon as your shipment arrives at our terminal in Vienna, 100% of the handling costs are invoiced without any
deductions.
In the event of early cancellation of orders / cancellation of events before delivery of the shipment, 80% of the
outbound handling will be invoiced as ordered.
If the goods have already been delivered or are on their way to delivery, 100% of the costs are invoiced for
inbound and outbound handling as ordered.
Please note that customs formalities have not been taken into account here and 100% will be invoiced for inbound
& outbound as ordered.

Direct deliveries (not via IML warehouse handling)

If the event is cancelled or cancelled by the client 5 working days before the start of the service, no costs will be
charged.
4 to 3 days before the service date, 20%,
2 to 1 day (s) before the service date 40% and on the same day 100% default service were invoiced.
If the service is currently being carried out Inbound handling and outbound handling will be invoiced 100% as
ordered.
Please note that customs formalities have not been taken into account here and 100% will be invoiced for inbound
& outbound as ordered

Terms of Payment
1. Invoices will be sent by e-mail only.
2. The invoicing is per shipment.
3. Full payment of the incoming handling charges must be received prior the delivery to the booth.
4. The outgoing handling charges are payable immediately after receipt of our invoice.
5. Payment can be made in cash, by credit card (AMEX, VISA and MASTERCARD) or by wire transfer. Personal
or foreign cheques are not acceptable.
6. Prices are net +20% VAT, no VAT for exhibitors from outside the EU or EU exhibitors providing their VAT
registration no.
7. 1,5% interest per month will be charged on overdue payments

Order Forms
Please download your order forms at the EBW Exhibitor Platform:
Errors and omissions excepted

▪ Order Form for Direct Delivery to the Venue (without storage)

▪ Order Form with Delivery via Advanced Warehouse

Shipping Labels
Please download your shipping labels at the EBW Exhibitor Platform.

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 Storage Water & Waste during Build up and Open Periods

Storage
▪ Boxes and packages must not be stored behind the stands. Also, empty packages must not be stored in the
exhibition area. If required, a storage area should be incorporated into the stand design. This applies also to
carpet, shell scheme and stand building equipment, storage boxes and crates, empties, trussing and rigging
equipment, electrical equipment, plumbing equipment, trolleys, pallet jacks, site desks, ladders, scaffolding,
cleaning machines, road cases or any items for distribution on the stand. Should exhibitors require storage this
can be arranged with the freight forwarder.
▪ Exhibitors are responsible for the removal of their waste adhering to the local regulations. The waste produced
during the exhibition, both solid waste such as paper, cardboard, plastic, etc. and liquid waste, must be removed
from stands and their surroundings every day. Once the exhibition is finished each exhibitor should remove all
waste from the stand.

During the dismantling times, waste bins will be available. Waste or other liquid products must not under any
circumstances be poured into the drains (or toilets). If the participant fails to observe these rules, the organizer or
venue shall be entitled to have the waste removed. Consequently, a cleaning company appointed by the venue or
organizer shall be used at the risk and expense of the exhibitor responsible.

Storage after the Event

It is prohibited to leave items in the venue once the event has finished. Should storage be required post event,
exhibitors are required to contact the official freight forwarder who can organize temporary storage. This needs to
be organized prior to the event and in any case prior to the end of the event. The venue or organizer does not
assume any responsibility for the storage of any items. Items left behind may be removed by the venue or the
organizer at the exhibitor’s costs.

Water and Waste

There is no possibility for exhibitors to have water and waste supply in their booth.
Errors and omissions excepted

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 Access Plan Congress Venue

Hofburg Vienna is situated at Heldenplatz, 1010 Vienna, Austria.

By Public Transport
There are multiple ways to get to The Hofburg by cheap and efficient public transport. A public transport guide is
available here.

The closest connections are the following:

▪ Underground U3 line, station Herrengasse, walking distance to Hofburg – 5 min

▪ City bus line 2A, station Michaelerplatz, walking distance to Hofburg – 3 min

For further information on public transport in Vienna please check here

By Car
There is very limited parking, by arrangement and prioritised for those with accessibility requirements.Please
contact us at info.ebw@aimgroup.eu to enquire.

Parking garages are rather expensive in the city centre (average EUR 4.90 per hour)
Errors and omissions excepted

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 Terms & Conditions

1. CONGRESS 4. ADMISSION, BOOTH ALLOCATION

EBW 2024 is organised by EBW alone decides on the acceptance of booth registrations and allocations.
Its decisions are incontestable and do not have to be justified.
ORGANISERS (hereinafter called “EBW”)
Booths will be allocated in the order in which registrations are received,
BBMRI-ERIC, Neue Stiftingtalstrasse 2/B/6, A-8010 Graz, Austria,
subject to timely receipt of payment.
represented by Prof. Dr. Jens Habermann, Director General
In order to give the event an appropriate overall appearance, the booth
ESBB, European, Middle Eastern & African Society for Biopreservation and
must be set up in the floor grid specified by the EBW or AIM.
Biobanking, Avenue des Arts 47, 1000, Brussels, Belgium, represented by
Ayat Salman, ESBB President 7. CONFIRMATION OF REGISTRATION
in cooperation with After the exhibitor has booked the exhibition package, AIM will send him the
information on order forms for stand construction, hire furniture, stand
PROFESSIONAL CONFERENCE ORGANISER (hereinafter called “AIM”)
cleaning, electrical installation, conference passes, etc.
AIM Austria GmbH
Löwengasse 3 / Top 6
8. BOOTH RENTAL / REGISTRATION AND SERVICE FEE
A-1030 Vienna, Austria The costs for the exhibition packages are shown in the sponsorship brochure
at the website of EBW 2024 The charge is made by AIM on behalf of EBW.

2. DATES The costs for additional booth orders are listed in our webshop.

Congress Dates: The charge is made by AIM as contracting partner of EBW.

Tuesday, 14 May 2024 08:00 – 17:00 8.1 PAYMENT / CANCELLATION CONDITIONS FOR STAND
Wednesday, 15 May 2024 08.00 – 18:30
RENTALS
Thursday, 16 May 2024 08:00 – 18:30
Friday, 17 May 2024 08:00 – 15:00 PAYMENT TERMS

Payment is due without discount as follows (payment term is in each case 14

The EBW reserves the right to change the specified date of the congress
days):
without the exhibitor being entitled to any claims (compensation, additional
costs, etc.). 100 % after receipt of the invoice
The date and opening hours of the exhibition are binding for all exhibitors. Exhibitors will be invoiced for ancillary costs after the conference. Bank
They may only be changed in exceptional cases with the express written charges for transfers from abroad shall be borne 100% by the client.
authorisation of EBW or AIM.
In the event of non-payment by the specified date, the authorisation may be
Build-up Times Exhibition revoked and the space allocated elsewhere. However, if payment of the
amounts due has not been made by 15 April 2024 despite a reminder, legal
Monday, 13 May 2024 10:00 – 18:00 (self-built booths)
action will be taken.
Monday, 13 May 2024 12:00 – 18:00 (shell scheme booths and
tabletops) In such a case, all costs necessary to collect the money shall be borne by the
defaulting exhibitor. Payments shall be made without deductions to EBW for
Tuesday, 14 May 2024 08:00 – 16:00 (self-built booths, shell all services invoiced by EBW plus default interest of 2% of the amount due
scheme booths and tabletops) for each month or part thereof.

Tuesday, 14 May 2024 16:00 – 18:00 (self-built booths, shell CANCELLATION TERMS
scheme booths and tabletops)
Cancellation of the booking is only possible by registered letter or e-mail
confirmed by the organiser. The organiser is entitled to invoice ordered
services in advance. Payments made will first be credited against
Dismantling
outstanding amounts. Invoices resulting from cancellations are due within 7
days of the invoice date.
Friday, 17 May 2024 13:30 – 14:30 Exhibition dismantling
In the event of cancellation of legally binding agreements for stand space,
within borders
the following cancellation conditions apply:
Friday, 17 May 2024 14:30 – 19:30 Total exhibition
Cancellation penalty basis
dismantling
until 29 February .2024 50 % of the total fee
We reserve the right to make changes to the set-up and dismantling times
and the duration of the exhibition. The final times will be announced in the from 01 March 2024 100 % of the total rental fee
Errors and omissions excepted

exhibitor service booklet.

3. VENUE
8.2 CANCELLATION/POSTPONEMENT OF THE EVENT
Hofburg Congress
In the event of compelling reasons for which the organiser is not responsible
Heldenplatz
(e.g. insufficient number of participants) or in the event of force majeure
1010 Vienna, Austria
(e.g. power failure, pandemic), the organiser is entitled to cancel the
exhibition, to change the location or time, to change the duration or - if
space conditions, police orders or other serious circumstances make it

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 necessary - to relocate, change the dimensions of and/or restrict the stand
booked by the exhibitor. A change of location or time or any other change
shall become part of the rental agreement upon written notification to the
exhibitor.
If the event has to be cancelled or postponed for reasons for which the
organiser is not responsible or due to force majeure from 6 months to one
day before the start of set-up (=13 May 2024), the organiser may demand
an amount of up to 15% of the price of the rental space as a contribution to
costs from the exhibitor. If the exhibitor has ordered additional chargeable
services, these may be invoiced to the exhibitor additionally.
If the organiser has to vacate an event that has already started (from the 1st
set-up day, 13 May 2024) temporarily or for a longer period of time or
postpone, shorten or cancel the congress due to force majeure or for
reasons for which it is not responsible, the exhibitor shall not be entitled to
a full or partial refund or waiver of the payment made for the stand space.
Neither the organiser nor AIM shall be liable for any damages or
disadvantages incurred by the exhibitor as a result of the cancellation,
shortening or postponement of the event.
The exhibitor has a right of cancellation if there is a legal or official
regulation according to which no one may leave or enter Austria from the
country or part of the country in which the exhibitor is based within 14 days
before the first set-up day (13 May 2024) and for the duration of the event,
or anyone entering Austria from the country or part of the country in which
the exhibitor is based must go into quarantine immediately after entering
Austria. In this case, the exhibitor will only be charged a reimbursement of
expenses of up to 15%.
In any case of force majeure, the contract fee and the registration and
service fee will be retained.
Further costs or compensation, in particular for payments already made to
third parties (advance) payments already made to third parties (e.g. hotel
bookings, travel expenses, etc.) will not be accepted.
9. RENTAL BOOTHS AND BOOTH EQUIPMENT (AIM)
The contractual partner for rental stands and stand equipment is AIM.
Shell Scheme Packages include
Carpet tiles, coloured, the necessary partition walls in aluminium system
construction with PVC-coated homogeneous panels in white, all-round panel
40 cm in white with company name in short form (maximum 20 letters) in
black (10 cm high letters), 1 chair, 2 tables, 1 electricity socket 2000W The
total height of the rental stand is 3.0 metres.
The basic design of the rental exhibition booth can be supplemented with
additional equipment in the same system for an additional charge.
Corresponding information with order forms are available in the webshop of
the Exhibitor Portal.
If exhibitors bring their own booth, these must fulfil the following
requirements:
- Enclosure of the rental area up to a height of 3.0 metres as specified by
AIM
- Carpeting (carpet tiles, disposable carpet or similar)
- Roll-ups, pop-up stands and the like are not recognised as enclosures
(walls).
9.1 PAYMENT / CANCELLATION TERMS FOR RENTAL STANDS &
STAND EQUIPMENT
PAYMENT TERMS
Rental booth and booth equipment orders are due for payment promptly
without discount. Bank charges shall be borne 100% by the client.
If payment of the amounts due has not been made by the date stated in the
Errors and omissions excepted
reminder despite a reminder, AIM reserves the right to charge interest on
arrears at a rate of 2% of the amount due for each month or part thereof. If
payment is still due, AIM reserves the right to take further legal action. In
such a case, all costs necessary to recover the money shall be borne by the
defaulting exhibitor.
Orders and payments received after the order deadline (14 March 2024) will
be subject to a handling surcharge of 25% of the invoiced services. It is
expressly pointed out that payments received after this deadline will also
trigger a manipulation surcharge of 25% and will be charged retrospectively.
Technical Exhibition Manual
All outstanding invoices must be settled before set-up. Set-up and access
will only be permitted if all invoices have been paid in full and on time.
CANCELLATION TERMS
Cancellation of the registration is only possible by registered letter or e-mail
confirmed by AIM. AIM is authorised to invoice ordered services in advance.
Payments made will first be credited against outstanding amounts. Invoices
resulting from cancellations are due within 7 days of the invoice date.
Rental Booth/Booth Equipment
In the event of cancellation of legally binding agreements for rental stands
or stand equipment, the following cancellation conditions apply:
Cancellation date Cancellation fee Based on
until 10.04.2024 30 % (mind. 100 EUR) Total order amount*
until 24.04.2024 50 % (mind. 100 EUR) Total order amount *
from 25.04.2024 100 % Total order amount *
9.2 CANCELLATION/POSTPONEMENT OF THE CONGRESS
In the event of cancellation or postponement by the organiser (also in the
event of force majeure), the following regulations apply to rental stands and
stand equipment:
Cancellation or postponement up to 1 day before the start of set-up
(=23.04.2024)
A processing fee of 10% (min. EUR 100) plus 100% of any non-refundable
costs already incurred at the time of cancellation (e.g. delivery of the rental
items by the stand constructor or partial construction already completed)
will be charged.
Cancellation or postponement from the start of set-up (=24.04.2024)
In the event of cancellation, postponement or shortening from the start of
set-up, no refund is possible.
In any case, only payments that have been refunded by the respective
supplier can be refunded.
10. EXHIBITOR PASSES
There are no exhibitor passes. Every exhibitor must be registered (online) as
congress participant prior to the congress. For the build-up period
wristbands will be handed out.
111. WARRANTY, DAMAGES, INSURANCE, STATUTE OF
LIMITATIONS, SET-OFF AND RETENTION
Warranty
The exhibitor must notify AIM immediately of any material defects and the
absence or cancellation of warranted characteristics. Only if EBW and/or
AIM have not remedied the defect within a reasonable period of time, or if
remedial action is not possible or is refused, may the exhibitor, at its
discretion, terminate the contract without notice or demand a reasonable
reduction in payment.
Compensation for damages
Claims for damages of the exhibitor of any kind and for any legal reason are
excluded, unless the damage was caused negligently or intentionally by EBW
and/or AIM or their vicarious agents.
Insurance
Exhibitors should check their insurance cover with regard to participation in
a congress as an exhibitor. See also point 25.
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 Statute of limitations
All contractual and pre-contractual claims of the exhibitor against the
organiser shall become time-barred after 2 weeks. The limitation period
begins on the working day following the end of the contract.
Offsetting and retention
The exhibitor shall have no right of set-off or retention equivalent to set-off
unless the exhibitor's claim is undisputed or has been recognised by
declaratory judgement.
12. BUILD-UP
In the case of self-built stands, construction can begin on
13 May 2024, 10.00 a.m. The clearing and decorating of rental booths can
begin on 13 May 2024, 12.00 p.m. Stands must be equipped by 14 May
2024, 4.00 p.m., as the general cleaning of the exhibition area begins at this
time. Booths that have not been occupied and set up by this time will be at
the disposal of AIM. The defaulting exhibitor cannot claim damages or a
refund of the rent.
The floor space ordered by exhibitors confirmed by EBW will be marked by
AIM. If no booth construction has been ordered or unless otherwise
stipulated by special or supplementary written regulations, the exhibitor
will be provided with the stand space allocated to him without any
structures, equipment, furniture or any other technical utilities. The
exhibitor may set up his booth at his own discretion, subject to point 9, last
paragraph, of the regulations and instructions issued by AIM with regard to
safety, general and aesthetic equipment.
The general construction height in the halls is generally 2.50 metres. In
exceptional cases, higher construction heights may be approved by the
organiser or AIM upon written application. A written application to this
effect must be submitted to AIM by 12 February 2024.
In the event of non-compliance with the above regulations and
instructions, AIM may have any improvements and changes deemed
necessary made at the exhibitor's expense and may issue special
regulations in order to maintain uniformity in the layout of the exhibition.
The exhibitor is prohibited from setting up his exhibits in such a way that, in
the opinion of AIM, neighbouring stands are obstructed, e.g. in terms of
visibility. The exhibitor's name or company name and registered office
must be clearly visible by means of stand labelling. The stand must be
labelled with numbers in a place and form specified by AIM. The exhibitor
may not remove or move these numbers without the consent of AIM.
EBW or AIM assumes no liability with regard to the safety of the design and
construction of the stands and the installations therein. Structural or other
changes to the stand facilities and special operating measures ordered by
the authorities in the interests of public safety in the course of the official
inspection prior to the exhibition must be carried out by the exhibitor
without delay and before the start of the exhibition, but at least by the
time of the following official inspection. Safety equipment (fire
extinguishers, fire alarms, etc.) and signs indicating safety equipment may
not be obstructed or covered. The same applies analogously to distribution
cabinets for electrical and telephone connections. The installation of
foundations and the like for machines or other equipment as well as any
structural alterations in the halls are only permitted after prior precise
consultation with AIM and with its express written authorisation.
The walls, uprights and frames of the rented exhibition stand, including its
fittings, may not be pasted, nailed, painted or otherwise damaged. Any
damage caused during the hire period shall be charged to the hirer and will
be invoiced at the new price of the material.
Errors and omissions excepted
The exhibitor shall be liable for damage to the halls and their furnishings
caused by nails, glue, paint etc. for himself and his authorised
representatives. Direct painting of the interior of the hall is not permitted.
Exhibitors will be invoiced directly for the costs of repairs resulting from
structural alterations or damage. Restoration work can only be carried out
at the instigation of HOFBURG by its contractors. For damages, see also
item 26.
All floors in the area of the rented space must be fully protected with non-
adhesive carpet coverings before the start of set-up. In the aisle areas,
Technical Exhibition Manual
either special protective measures must be taken during set-up and
dismantling or special care must be taken to prevent damage to the floors.
The flooring in the exhibition areas of the Congress Centre consists of oak
panels laid on a blind floor. The load-bearing capacity is generally 500
kg/m². The maximum transport weight of individual loads, evenly
distributed over 4 wheels, is 2,500 kg. In the event of a greater load
concentration due to exhibits, the exhibitor must lay a load-distributing
support, the type and size of which will be determined in consultation with
AIM. Should it be necessary to consult a structural engineer in special
cases, these costs are to be borne by the exhibitor.
In the event of damage to the floor or other facilities of the HOFBURG or
the outdoor area, the provisions for the halls apply accordingly. The stand
must be cleared of packaging material at the end of set-up. If, in the
opinion of AIM, the rented stand space is not cleared in due time,
appropriate precautions will be taken. The resulting costs shall be borne by
the exhibitor, without the exhibitor being able to claim any compensation
that may arise as a result of this intervention. The exhibitor shall bear the
risk for his goods in the event that goods are moved and, if necessary,
stored. See also points 22 and 23.
In the event of hygiene regulations in force at the time of the event, EBW
and AIM reserve the right to close exhibition stands or not to authorise
their construction if the necessary measures are not implemented.
13. BUILD-UP AND STAND PRESENCE
The start of build-up is regulated under points 2 and 14.
The space allocated to the exhibitor by AIM or one of its contractual partners must
be occupied accordingly at the start of the opening on 14 May 2024, 8:00 a.m. The
exhibitor must ensure that he himself or an authorised representative is present
at the stand during the exhibition period and during set-up and dismantling.
In the event of a breach of the above provisions, AIM is entitled to dispose of the
space elsewhere without the exhibitor being entitled to any claims (compensation,
additional costs, etc.). The exhibitor shall be liable for any damage caused by
failure to occupy the space.
14. BOOTH DESIGN AND AUTHORISATION
Exhibitors are requested to submit dimensionally accurate stand drawings
(floor plan and views) to AIM for approval by
03 April 2024 at the latest. These drawings must clearly show the intended
stand design, including labelling. In the case of ceiling installations of any kind,
additional ceiling drawings and ceiling sections as well as an explanation of the
design must always be enclosed.
One copy of the stand design will be returned to the exhibitor after review with
a note of approval from AIM and, if applicable, the authorities, but no later than
10 April 2024. Only with this note is the stand design approved for construction.
Stand structures that are not approved or do not comply with the "Conditions
of Participation and Technical Guidelines" are not authorised and must be
removed or modified without the exhibitor being entitled to any claims
(compensation, additional costs, etc.).
15. GUIDELINES FOR THE BOOTH EQUIPMENT
All hall entrance and exit doors, including emergency exit doors, passageways,
stairwells, etc. must be kept clear across their full width at all times. Fire protection
equipment such as portable fire extinguishers, fire alarms, hydrants and the like
must be visible and accessible at all times and must therefore not be obstructed.
All decoration materials used to decorate/decorate the event, all props, backdrops
etc. must fully comply with the fire regulations. The relevant statutory regulations,
currently in particular ÖNORM B 3822 (as amended) and the flammability class 1 -
smoke formation class 1 droplet formation class 1 regulated in TRVB-N 136-79
under point 7 must be complied with. Corresponding certificates must be
submitted. Gas cylinders containing non-flammable gases must be secured against
falling over.
Stands may be furnished with the exhibitor's own material in accordance with
Section 14 of the "Conditions of Participation and Technical Guidelines". The
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 back of the stand must be designed by the exhibitor whose stand it belongs to,
provided that the interested parties of the neighbouring stand are not
affected.
The exhibitor is obliged to fulfil any official approvals and conditions that may
become necessary as a result of his special requests at his own expense.
The implementation of hygiene regulations for and at the stand applicable at
the time of the event is the responsibility of the respective exhibitor. EBW and
AIM will monitor compliance with the hygiene regulations in force and
communicated in good time. EBW and AIM reserve the right to close exhibition
stands or not to authorise their construction if the necessary measures are not
implemented.
16. DISMANTLING
The dismantling period is regulated under point 2.
Special attention is drawn to compliance with the dismantling deadlines. The
removal of exhibits and the dismantling of stands before the end of the event
is not permitted. The exhibitor is obliged to leave the rented space in the
same condition as it was made available to him by AIM or HOFBURG after
vacating it.
Any damage or soiling found by AIM or HOFBURG will be rectified by AIM or
HOFBURG and the associated costs will be charged directly to the exhibitor
(see also point 26).
If the stand is not vacated on time, AIM is entitled to return the remaining
materials, objects or packaging to the exhibitor at the exhibitor's expense. In
the above-mentioned case, AIM has the right to charge the exhibitor for
storage costs and all other costs. In the event of storage, the exhibitor bears
the risk for the materials, goods and packaging.
Materials, goods or packing materials that have not been collected by the
exhibitor 14 days after the end of the exhibition shall become the property of
HOFBURG after this period has expired, unless the exhibitor has made a
written agreement with AIM or HOFBURG. The exhibitor cannot assert any
claim for compensation for himself or a third party on the part of AIM or
HOFBURG if HOFBURG becomes the owner in the manner described above.
17. ORDER PLACEMENT
Special requests of the exhibitor with regard to the provision of electrical and
telephone connections can be taken into account at the exhibitor's expense
and if the official regulations and the technical equipment of the exhibition
halls permit, if these requests are stated on the technical application forms.
The contractual partner for this is AIM.
Work for the supply of electricity, etc. may generally only be carried out by
contractors authorised by AIM.
Exhibitors and persons for whom they are liable are prohibited from making
any changes to lines or connections. Invoices for work carried out by AIM,
HOFBURG or their contractors will be sent directly to the exhibitor. Prices are
subject to change due to fluctuating labour and price conditions.
18. DELIVERY AND REMOVAL OF EXHIBITS
The exhibitor is responsible for the transport of exhibits and any stand
construction materials to and from the stand at his own expense and risk.
Arrivals and departures must take place shortly before or after the loading
process. The exhibitor will not be reimbursed for waiting times.
Errors and omissions excepted
The parking of transport vehicles on the premises of the HOFBURG is only
permitted in the designated zones and with the written authorisation of
HOFBURG.
The goods on display will be transported at height using the existing goods
lifts. The exhibition hall of the HOFBURG are accessible with the goods lifts.
The exhibitor or the transport company must obtain information from AIM in
good time about the conditions, load capacity and dimensions of the
Technical Exhibition Manual
transport routes, lifts, doors, etc. and coordinate the size and weight of the
exhibits accordingly.
In the case of particularly large or heavy exhibits, AIM must be contacted and
an on-site consultation carried out.
19. INSTALLATION OF ELECTRICAL CONNECTIONS
For the power supply, three-phase current with approximately 3 x 400/230 V
or alternating current
230 V frequency 50Hz with protective measure zeroing, in the exhibition halls
with residual current circuit breaker. The HOFBURG, EBW or AIM shall not be
liable for any losses or damage caused by technical faults.
The electric partner of HOFBURG, Richard Lesonitzky GmbH is responsible for
providing the power supply. Power supplies can only be ordered from AIM
and must be ordered separately for each exhibition stand. The sharing of
connections (in particular but not exclusively power supply) is expressly
prohibited.
The costs for the electrical connection and the certificate are included.
Electricity is only supplied for appliances and systems that comply with the
ÖVE regulations or equivalent international test marks. The costs for
electricity consumption will be charged separately by AIM at a flat rate.
If the supply of energy is interrupted as a result of force majeure, any
technical faults or at the request of Wiener Elektrizitätswerke, AIM or EBW
accepts no liability.
AIM is authorised to immediately terminate any energy supply without
compensation if an exhibitor fails to comply with the above provisions
applicable to the supply of energy.
Each exhibitor must allow supply shafts for electricity located within his
booth to be used by other exhibitors. Layed cables that cross a stand space
may not be removed. AIM and its contractual partners shall ensure that the
connections are made properly.
Exhibitors are obliged to observe the regulations of AIM and/or HOFBURG,
and the electricity companies. Violations will result in immediate cordoning
off or withdrawal without the exhibitor being entitled to claim
compensation.
20. STORAGE
The storage of empties and packaging material in the stands is strictly
prohibited. Empties may only be stored via the trade fair forwarding agent
IML. The expected size of the area, volume and weight must be stated.
Particularly large and heavy items must be listed separately.
Empties can only be stored at the exhibitor's risk. Exhibitors are expressly
advised that the storage of highly flammable empties in particular is not
permitted within the area managed by HOFBURG without their prior consent.
IML Messe Logistik GmbH
Wolfgang Unzeitig
Phone: +43 676 842118201
Email: wolfgang.unzeitig@iml-vienna.at
21. INSTALLATION OF EXHIBITION PIECES
If the exhibitor wishes to exhibit, use, demonstrate or store flammable or
explosive, burning or glowing objects or objects that emit radioactive or
ionising radiation or liquid gas cylinders or other pressurised gas cylinders
within the area managed by HOFBURG, he must notify AIM of this in writing
in good time in advance.
In any case, the display, use, presentation or storage is subject to
authorisation by AIM and, if necessary, to official approval. The application
must be submitted to AIM by 03 April 2024 at the latest.
Particular attention must be paid to the authorisation procedure for lasers to
be put into operation. For any type of laser equipment that is to be
demonstrated during the exhibition, the technical inspection report and
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 approval certificate from TÜV must be submitted. In addition, the authorities
require a technical and medical certificate valid for the duration of the
exhibition. Both of the above-mentioned reports are subject to a fee, the
actual costs depend on the duration of the report. The application to operate
a laser device must be submitted to AIM by 03 April 2024.
A device that has not been authorised and/or inspected may not be put into
operation; a penalty will be imposed in the event of non-compliance. The
regulations, provisions and instructions of AIM, HOFBURG and the authorities
must be observed for all use of the equipment. This applies in particular to
such regulations, provisions or instructions that have been or will be issued in
the interests of safety.
The organiser and/or AIM accept no liability whatsoever for objects of any
kind (including machinery and equipment etc.) brought into the HOFBURG
22. ADVERTISING / STAND COMMUNICATION / NOISE
PROTECTION / BEHAVIOUR AT THE BOOTH
External walls of booths or the walls and floor of the exhibition hall may not
be used for advertising purposes.
EBW or AIM is authorised to remove unauthorised advertising or structures
at the exhibitor's expense without liability for damage.
Printed matter and advertising material may only be distributed within the
allocated stand. Advertising outside the exhibitor's own stand is subject to
authorisation and charges.
Stand transfers (also of partial areas), space transfers and advertising
measures (in image, sound and writing) for companies other than those of
the stand holder (= co-exhibitor) require the express written consent of the
organiser.
The inclusion of a co-exhibitor without the Organiser's consent shall entitle
the Organiser to terminate the contract with the exhibitor without notice
and to claim damages. Co-exhibitors shall be included in the list of
exhibitors. The exhibitor shall be liable for the financial and other
obligations of co-exhibitors arising from the terms of the contract.
Exhibitors must adhere to the rules of fair competition. Exhibitors may not
engage in any political activities, in particular those involving political
interests (displaying, putting up posters and distributing political
information material). Stand design and decoration must also refrain from
making any political statements.
Stand promotion is only permitted if the organiser has been notified at least
4 weeks before the trade fair and:
- the activity takes place within the organiser's own stand
- there is sufficient space for the expected number of visitors within the
organiser's own stand
- the sound is emitted into the interior of the stand and the stand
neighbours are not acoustically or visually disturbed.
In the case of noise-generating demonstrations, a noise protection booth is
mandatory.
Exhibitors are responsible for complying with the opening hours specified in
these guidelines (point 2, Dates) and must also instruct their stand visitors to
do the same. Any requests made by AIM must be complied with.
The house rules of the HOFBURG must be observed.
In the event of non-compliance, the stand may be closed without any claims
for compensation.
Errors and omissions excepted
In addition, the organiser is entitled to pass on the full amount of any
penalties and additional personnel costs charged to him by HOFBURG due to
an overrun of the rental period to the respective stand tenant.
23. AKM-AUTHORISATION
In the case of music reproductions at the exhibition stand, authorisation
must be obtained from AKM for musical performance and mechanical
reproduction rights in accordance with the AKM music protection
guidelines.
Technical Exhibition Manual
The exhibitor is responsible for obtaining this authorisation.
Penalties for unauthorised reproduction will be charged directly to the
exhibiting companies.
24. LIABILITY / DAMAGES
Liability
EBW and/or AIM shall not be liable for damage resulting from burglary,
theft, malicious damage, wilful and negligent damage to property and
natural disasters. EBW and/or AIM shall not be liable for personal injury or
damage to property during the set-up, exhibition and dismantling periods.
The exhibitor is informed that the HOFBURG is also open outside the event
times and will ensure that his stand is supervised if necessary.
Damage
The exhibitor shall be liable for all damage caused by him, his staff, his
authorised representatives or his visitors and shall indemnify and hold
harmless EBW and/or AIM in this respect. Damage will be charged directly
to the exhibitor. Exhibitors who are unable to prove that they did not cause
the damage will be charged proportionately according to their stand area.
25. LIABILITY INSURANCE
Each exhibitor is liable for any damage, whatever the cause, caused to the
stands, to the property of EBW, AIM or HOFBURG, to the person or
property of others, whether the damage was caused by him or his
vicarious agents.
Exhibitors are requested to check their liability insurance and, if necessary,
to have the risks of participation in the exhibition included or to take out
special liability insurance for participation in the exhibition. The Organising
Committee may require proof of sufficient liability insurance cover.
26.VIOLATION OF REGULATION
In the event of a breach of the "Conditions of Participation and Technical
Guidelines", the EBW and/or AIM will impose a contractual penalty. It
reserves the right to pass on a corresponding claim to the perpetrator.
27. COLLATERAL AGREEMENTS /LIMITATION PERIOD
Additional agreements are only legally binding if they have been agreed in
writing by EBW and/or AIM. Claims of any kind against EBW and/or AIM
must be made by registered letter within 14 days of the end of the event.
Later claims are hereby contractually excluded.
28. MISCELLANEAOUS
The EBW and/or AIM reserve the right to make any changes to these
conditions of participation and technical guidelines that may prove
necessary.
29. GENERAL GUIDELINES
The "Conditions of Participation and Technical Guidelines" are recognised as
binding for the exhibitor upon conclusion of the contract. He shall be
responsible for ensuring that the persons employed by him at the event also
comply with the "Conditions of Participation and Technical Guidelines".
The EBW shall decide on the admission of the applicant and the registered
items to the event. The contract is concluded upon admission. Any
reservations or conditions included in the registration must be confirmed in
writing by the EBW.
EBW may exclude individual exhibitors or suppliers from participation for
objectively justified reasons, in particular if the available space is insufficient,
and may restrict the event to certain exhibitors or supplier groups if this is
necessary to achieve the purpose of the event. The organiser is also entitled
to restrict the number of registered exhibits and to change the registered
area.
The above guidelines are an extract from the General Terms and Conditions
of the HOFBURG. The complete General Terms and Conditions can be
requested directly from HOFBURG at any time.
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 Unless otherwise agreed individually, the provisions of the Austrian Civil Code
(ABGB) shall apply. The place of jurisdiction for any disputes arising from this
contract shall be Vienna.
Errors and omissions excepted

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