Action Item	Deadline	Contact Person
Company logo and profile	As soon as possible and no later than Monday, 1 May	Via Kenes Exhibitor’s Portal https://exhibitorportal.kenes.com For enquiries, please contact Sharon GamlielE-mail: sgamliel@kenes.com
Booth design for approval (For ‘Space Only’ booths)	Monday, 1 May
Text for Fascia (Shell Scheme booths only)	Monday, 1 May
Lead Retrieval Barcode Readers Order	Friday, 2 June Onsite rate will be applied for order received after this deadline
Extra Exhibitor badges	Friday, 2 June
Hostesses & Temporary Staff Hire	Monday, 1 May	AFEA akalogerakou@afea.gr
Electricity order*	Monday, 8 May After this deadline, prices will be increased . Stock upon availability.	PROELECTRO LTD Click here for the CATALOG Click here for ORDER FORMS For queries, please contact PROELECTRO team by email: info@proelectro.gr
Furniture Rental
Shell Scheme Extras
Graphics/Signage
Daily Booth Cleaning
Plants & Floral decorations
Telecommunications and AV Equip. (Screens, Laptop, Desktop)
In-booth Catering*	Friday, 26 May After this deadline, prices will be increased by 30% . Stock upon availability.	Georgia Stavraki E-mail : gstavraki@intercatering.gr Click here to download menu and order form
Security*	Monday, 8 May	Tselentis Nikos n.tselentis@icts.gr
Dedicated Wi-Fi / Internet*	Monday, 8 May	Exhibition Manager E-mail: sgamliel@kenes.com
Delivery Information
Door to Door Shipments	Please contact MERKUR	Merkur Expo Logistics Contact person: Mr. Bernd Blum E-mail: Bernd.Blum@merkur-expo.com Mobile: + 49 175 588 0291
Airfreight Shipments
Shipment via Germany Warehouse	No later than Thursday, 8 June
Exhibition goods – Direct Deliveries to Meeting Venue	Subject to time slot Please note there should be a person from your side onsite to receive your deliveries.

*An exclusive service

“K-Lead” Application – Barcode Scanner Application

Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth. The information obtained by lead retrieval system enables Exhibitors to enhance their database by securing valuable leads for further marketing and communication.
We are pleased to offer you the “K-Lead” Application: exhibitors can download the “K-Lead” app onto their own smart phone or tablet and transform their device into an instant, easy lead retrieval system and capture participants’ full contact information with a quick scan of their badge.

The advantages of the “K-Lead” application:

• Effortless process using registration badge barcode.
• Allows to immediately view the leads information.
• Ability to insert exhibitor’s comments for each lead.
• Application is available for download from Apple store or Google play: “K-Lead App”.
• Cost per unit – EUR 600 (excluding 4% credit card charges fees, excluding VAT if applicable)

The Application should be installed on your company/personal device (tablet/smart phone). Operational information will be sent in due course.

To order “K-Lead” Application, please access the Exhibitor’s Portal https://exhibitorportal.kenes.com

Deadline: Friday, 2 June
Onsite rate of EUR 750 will be applied for order received after above deadline.

Please note:

• Device is not included. The Application should be installed on your company/personal device (tablet/smart phone).
• In accordance with the general data protection regulation (GDPR), Kenes Group has updated its privacy policy. You can view our updated privacy notice here.
  Kenes will not share delegate’s personal data with third parties without their consent.
  Please note that similarly to sharing a business card, presenting delegate badge for scanning at exhibition booths or industry symposia constitutes an expression of consent to share their personal details with the company that is scanning their badge so that it may contact them in the future.
• Barcodes on delegate’s badges contain contact information as supplied by the delegate or the agency responsible for the registration process of the delegate. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details.
• In addition, please note that neither Kenes Group nor the Organising Committee is responsible for the content of the information.

Exhibitor Badges

Exhibition Floor Plan & List of Exhibitors

The floor plan has been designed to maximize the exhibitors’ exposure to the delegates.
To access the exhibition floor plan and see the location of each booth, please click here
For full list of exhibitors and supporters – click here

Exhibition Hall

The exhibition will be held in Muses Foyer on level 0. 
Click here for virtual tour (click on Muses Foyer and and the Trianti Hall. The rest of the areas are not relevant)

Floor

Floor finish: Marble
Maximum Floor Load: 500 kg/m²

Maximum weight for equipment is 500 kg/m2. For any piece of equipment, display, vehicle or machinery weighing over this amount and to be transported and or displayed inside the venue, prior written approval is required from the venue. Full details of the display item must be submitted in writing, along with a scale drawing, outlining dimensions and specifications.

Floor Covering – MANDATORY

Each exhibitor booth must be constructed on top of carpet or other fully protective flooring laid onto the venue’s marble floor. Wherever it is necessary to secure any carpet or protective flooring to the
venue’s own floors ( i.e. with double sided tape, gaffer etc.) it should be done in such a way as to avoid leaving any adhesive residue on the venue’s flooring (i.e. by using paper masking tape underneath the
adhesive tapes indicated as above).
For shell scheme booth the carpet is included. For “Space Only” booths, you may bring their own carpet/floor covering, or you can order it via the official stand builder: PROELECTRO.

Raised Floor, Stairs, Ramps & Platform

• Please note that if your stand has a platform higher than 4.5 cm, you are required to provide a ramp for handicapped access. The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.
  
• Before placing the raised floor/platform, the exhibitor/stand builder must confirm that service(s) provide by the venue/official stand builder (electricity, water, cables, Internet, etc.) are in the right place.
  Access to the service points/water tramp/electricity tramp are compulsory when a platform is installed (keep those points accessible!). Once the platform is installed, no new services that need to go under it will be accepted.

As per venue’s regulations, the following regulations are essential to reduce the frequency of slip and trip incidences.
General regulations relating to raised floors and ramped edges are as follows:

• All raised floor sections must be clearly distinguishable from areas of the surrounding floor space.
• All raised floor sections or ramped edges must not contain sharp or dangerous edges and must not cause a trip hazard.
• Ramped edges should be of non-slip construction or coated with a non-slip finish.
• Thin decorative flooring such as carpet, vinyl, matting, wood or the like, must have the edges taped down or firmly secured, and must not be deemed to cause a trip hazard.
• Permission must be granted by venue management before installation of landscape style flooring such as bark, pebbles, dirt, railway sleepers and other loose materials. This type of flooring must be steady under foot and must not be deemed to cause a trip hazard. Further regulations apply to the installation and removal of these materials from the venue floor.
• The mix of ramped and square edges on any raised area must be kept to an absolute minimum. If a ramp is installed, it must be clearly distinguishable from the remainder of the raised floor surrounding it. To reduce the risk of trip hazards, a handrail, block-off panel or suitable barrier of 900mm minimum in height must be installed.

Build‐Up Height

• The maximum building height for the top of all elements is 3 meters (Booths above 2.4 m may require an engineer certificate).
• Exhibitors who will have stands higher than the maximum permitted height will not be allowed to set up their stands.
• Any part facing neighboring booths with mutual walls that is above 2.50 m in height needs to be designed with neutral Surfaces (white).

Electricity and Electrical Installations

• To ensure maximum safety, all electrical power connections to the venue’s electrical power distribution system must be carried out by PROELECTRO – the official stand contractor.
• Electrical box is reserved exclusively for PROELECTRO, if you wish to order Electricity contact Panayiotis Evripidou by email at info@proelectro.gr
• According to the regulations, the electrical installations for the exhibition will only be connected to the power supply after being checked and approved by the official stand builder (PROELECTRO).
  Thus, every exhibitor should order an electrical switchboard from the official stand builder and to pay for the electrical consumption according to his power needs (Excluding exhibitors who have purchase Shell Scheme booth in which basic electricity is included).
• It is essential that exhibitor give the power needed in the booth. Damage caused to the mains or to the specific point by these connections is the sole responsibility of the exhibitors.
• It is mandatory that equipment sensitive to supply fluctuations be protected with appropriate surge protection equipment.
• Ensure all cabling is safely secured (i.e. using protective cable channels), in order to avoid any electrical hazard and to ensure the safe circulation of delegates, avoiding any trip hazard.
• Wherever it is necessary to secure any cabling or cable channels to the venue’s own floors ( i.e. with double sided tape, gaffer tape, electrical tape etc), it should be done in such a way as to avoid leaving any adhesive residue on the venue’s flooring (i.e. by using paper masking tape underneath the adhesive tapes indicated above).
• Please advise us in case of excessive power requirements, in order that access to larger capacities can be arranged.
• Important: The daily power to the booths will be switched on 30 minutes before the Exhibition’s opening and will be switched off 15 minutes after closing time.
• The venue, the organizer and/or the official stand contractor will ask the exhibitor to correct any such protective measures above should it be deemed that they have not been correctly followed.

Shell Scheme Booths

To ensure the smooth and efficient installation and dismantling of your booth, PROELECTRO has been nominated as the official stand contractor for ESPNIC 2023 Meeting.

Shell Scheme booth which have been pre‐booked via Kenes include the following:

• Walling – standard shell scheme system, 2.5m-high
• Company name on Fascia board printed in standard lettering
• Lighting – 3x clip lights (for 9 sqm shell scheme booth)
• Power supply 500Watt (0,5KW) including 1 electric outlet
• Grey carpet

• Actual panel size: 100 cm W x 250 cm H
• Visible panel size: 95 cm W x 237.5 cm H

Note: Corner shell scheme booths are provided with two open sides and fascia panel with company name on each open side. 

Shell Scheme booths do NOT include:

• Furniture
  
• Booth cleaning

Furniture, cleaning service and other items / supporting services for your booth can be ordered directly via the official stand contractor – PROELECTRO LTD

Deadline: Monday, 8 May
After this deadline prices will increase. Stock upon availability.

Click here for the CATALOG
Click here for ORDER FORMS
Please submit your order via e-mail :info@proelectro.gr
For queries, please contact PROELECTRO team by email: info@proelectro.gr

 

Fascia Sign

• Please submit the company name for your fascia panel via Kenes Exhibitor’s Portal no later than Monday, 1 May.
• Note: Maximum of 21 characters (including spaces) may be written on your fascia (applicable for a 9 sqm booths).
  Except spelling, pay attention to the use of lowercase and/or capital characters.
• If your fascia text is not received by above deadline, we will provide you with a fascia title as per your company name submitted with your profile.
• If you wish to print your logo on the board, instead of the name or in addition to the name, this can be ordered at additional cost via the official stand contractor. Please refer to “Order Forms” section.

 

Technical Information and Regulations for Shell Scheme Booths

• All basic shell scheme booths will be designed and built by PROELECTRO – the official stand contractor.
• All shell scheme booths are on rental basis.
• Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment within the shell scheme booth should indicate clearly on the location plan and forward it together with clear instructions to the official stand contractor and the Exhibition Manager before Monday, 8 May.
• No free-standing booth-fitting or display(s) may exceed a height of 2.5m or extend beyond the boundaries of your booth. This includes company names, advertising materials, flags and logos provided by the exhibitor.
• It is not allowed under any circumstances to cut, nail or drill into or through the walls, facia, floor or ceiling.
• Please do not use any adhesive products that may leave marks or cause damage to the panels and booth structure. Booth must be returned in the same condition in which it was received. Any damage to booth structure will be invoiced to the exhibitor.
• No painting is allowed; no usage of nails or screws.
• Double sided tape can be used to affix lightweight items as long as it does not leave mark or cause damage to the panels and booth structure. Velcro can be used as well (male & female).
• It is possible to use fishing line (nylon) to hang pictures etc.
• If you wish to hang posters or anything on the shell scheme walls, it is best to approach the official stand contractor onsite who will be able to provide you with small mounting hooks or tape strips in order to avoid any damage (additional cost may incur).
• An exhibitor occupying a booth at the corner can request to close the additional side(s). If the official stand contractor and the Exhibition Manager is not being notified in writing before Monday, 8 May – it will be assumed that the exhibitor will have opening on the additional side(s).
• A back wall of a booth (any booth type) cannot be used by other exhibitors.
• The shell scheme comes with grey carpet. If the exhibitor wishes to have a carpet in a different color, an additional fee will be required. Please contact the official stand contractor.
• Excess stock, literature or packing cases may not be stored on, around or behind booths, unless contained within a lockable storeroom.
• Exhibitors requiring additional equipment may review the CATALOG or contact the official stand contractor – as per published deadlines (see section “Deadlines & Key dates”).

Guidelines for “Space Only” Booths

Exhibitors using independent contractors are required to submit the following for approval by Monday, 1 May:

• A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed booth to be built.
• Electrical connections – a list of all appliances.
  Note: other utility connections such as water and drainage are subject to availability and must be checked with the Exhibition Manager prior to submitting the designs.
• Insurance
• The name and contact details of their construction company.

Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com
Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.

Design Guidelines:

• Each booth must be constructed on top of carpet or other fully protective flooring. The exhibitor/stand builder may use their own carpet or may order via the official stand contractor.
• All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining booths, or damaging the premises.
  Exhibition material that is placed outside the booth will be removed at the exhibitor’s expense.
• Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Entire sideway walls will not be approved. You are only allowed to build walls that covers third of each side.
• Island booths should be partly accessible on all “open” sides. We try to keep the exhibition as open and inviting as possible. Wall construction alongside aisle is allowed but max 1/3 of side to side may be covered.
• Construction finish must be perfect in all the booth’s visible areas, including rear sides and booth ceiling. Please keep in mind that your booth might be viewed from the upper floor.
• Raised floor/platform: please note that if your booth has a platform higher than 4.5 cm, you are required to provide a ramp for handicapped access. The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.
• All structural back-walls of neighboring booths must be properly decorated. Back Walls (reversed side) over 2.5m in height must be finished in white (no wiring, no graphics, no logo).
• Advertising on the boundary with other booths is prohibited.
• Multilevel structures are not permitted.
• Arches, bridges or similar construction connecting two or more booths are not permitted
• A back wall of a booth (including shell scheme booths) cannot be used by other exhibitors.
• The maximum building height for the top of all elements in the booths is 3 meters. Stands above 2.4 m may require an engineer certificate.
• Ceiling Rigging is NOT permitted.
• Special care must be taken to ensure that the visitors will be inside the booth and not standing in the aisle. For example:
  • Screens or any kind of equipment to be shown or demonstrated may not be placed directly on the edge of the stand contracted in order to ensure that the visitor viewing the screens/equipment will be inside the booth and not blocking aisle traffic.
  • Any counter, desk etc. or device (i-pads, touch screens etc.) which attract visitors may not be placed immediately at the borders of the booth facing the aisles (there should be a reasonable distance from the edge of the booth)
  • Coffee bars or other F&B-stations must be inside the booth area to ensure that the visitors are standing and queuing up inside the booth area and not standing in the aisle.

Booth Construction – Venue’s Regulations – Important :

• All temporary structures, including stands, must be structurally sound. Structures deemed unstable must be modified or removed from the exhibition at the exhibitor expense.
• The execution of welding works or any other similar activities, including the use of tools incorporating flame or high heat is prohibited in the venue.
• The venue reserves the right to request changes to the booth during the set-up process, if the agreed plans have not been adhered to, for reasons of public safety.
• The venue reserves the right to request changes to the booth construction , once plans have been agreed, in the case that the venue deems it necessary, for reasons of public safety and the safety of the booth construction team
• In the case that these changes do not take place, the venue reserves the right not to allow the booth to be erected and to be operational.
• Suitable and adequate drop sheets must be used when painting custom stands and displays. Items required to be placed on exiting marble floors during set-up/dismantling periods should be stored on corrugated paper or other means of soft sub flooring. Other display materials must be positioned on suitable protection sheets.
• To ensure that all exhibitors experience a speedy departure, the venue requests that all goods and exhibition materials are packed ready to be loaded before vehicles are bought to the loading docks.

Fire Resistance Standards for Construction & Display Materials

All materials used for booth construction or display should be fireproof and non-combustible, meaning materials that conform to the standards laid out in either the Greek Fire Safety Regulations categories 0 or 1 or 2 www.fireservice.gr , or the equivalent German regulations categories A1 or A2 or B1 www.din.de , or the equivalent American NFPA regulations categories A or B www.nfpa.org .

Raised Floors, Stairs and Ramps

The following regulations are essential to reduce the frequency of slip and trip incidences.
General regulations relating to raised floors and ramped edges are as follows:

• All raised floor sections must be clearly distinguishable from areas of the surrounding floor space.
• All raised floor sections or ramped edges must not contain sharp or dangerous edges and must not cause a trip hazard.
• Ramped edges should be of non-slip construction or coated with a non-slip finish.
• Thin decorative flooring such as carpet, vinyl, matting, wood or the like, must have the edges taped down or firmly secured, and must not be deemed to cause a trip hazard.
• Permission must be granted by venue management before installation of landscape style flooring such as bark, pebbles, dirt, railway sleepers and other loose materials. This type of flooring must be steady under foot and must not be deemed to cause a trip hazard. Further regulations apply to the installation and removal of these materials from the venue floor.
• The mix of ramped and square edges on any raised area must be kept to an absolute minimum. If a ramp is installed, it must be clearly distinguishable from the remainder of the raised floor surrounding it. To reduce the risk of trip hazards, a handrail, block-off panel or suitable barrier of 900mm minimum in height must be installed.

▪ The Organizers will not approve stands that do not comply with the accepted standards until the necessary changes have been made.
▪ Work cannot commence until the exhibitor’s layout is approved by the Organizers.
▪ If you require additional Booth equipment (Furniture, Graphics, etc.), please refer to the order forms section.

Cleaning

The organiser will arrange for general cleaning of the aisles and communal areas of the exhibition premises prior to the opening of exhibition and daily prior to opening thereafter (excluding exhibit booths and displays).
Daily booth cleaning can be ordered directly with the official stand contractor – PROELECTRO. Click here to download the ORDER FORMS
For inquiries, please contact PROELECTRO by email: info@proelectro.gr

Waste removal

Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. For ordering a ‘private’ waste container, please contact the Exhibition Manager by e-mail: sgamliel@kenes.com 
Any discarded waste, including promotional material, left behind will be removed by the organizers at the expense of the exhibitor concerned.

Internet & Wi-Fi

Complimentary Wi-Fi will be provided by the meeting during official meeting days at most areas. This public Wi-Fi connection is limited for basic web browsing or checking emails.
Should you have any internet-based feature/device/activity at your booth (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your booth (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.
Wired internet and Wi-Fi connection may be ordered through the official stand contractor – PROELECTRO by email: info@proelectro.gr
Please make sure to specify your internet requirements (Bandwidth capacity, number of connections)
Orders should be placed by Monday, 8 May
*Note: it is not allowed to broadcast private Wi-Fi networks. The venue and the organizers reserve the rights to discontinue any activity which interfere with the hall Wi-Fi coverage.

Security

• Please do not leave any bags, boxes, suitcases or any type of product unattended at any time, whether inside or outside the exhibition area.
• Neither the venue nor the organiser can accept responsibility for the security of the booths and their contents. The venue as well as the organiser are not liable for any possible loss, theft and/or damage occurred during the rental period of any private property or goods. Exhibitors are fully responsible for the security of their booth and equipment.
• If you wish to hire security guard for your booth, please contact ICTS S.A.
  Attention: Mr. Tselentis Nikos
  E-mail: n.tselentis@icts.gr  Tel: +30 6949200930

In-booth Catering

The appointed caterer InterCatering-TROSER S.A.will have sole rights for the distribution of any article of food or drink for consumption on-site.
If you wish to order catering for your booth, please contact:

Georgia Stavraki
InterCatering-TROSER S.A.
Sales Executive / Megaron Athens International Conference Center
Office: +30-2108946625 ext. 202 / 2107282603
Mobile: +30-6937055581
E-mail: gstavraki@intercatering.gr
Website: www.intercatering.gr
To download menu/pricelist and catering order form – CLICK HERE
Deadline: Friday, 26 May. After this deadline, prices will be increased by 30% . Stock upon availability.

Absolutely no food or beverages from outside the venue is allowed into the premises. This includes bottled water. Only with written approval from the venue will exhibitors be allowed to distribute or give away samples and items of food and drink that is not supplied by the appointed caterer.

 

Storage

Short-term storage of materials left over after assembly (empty boxes, crates, cases , palettes etc.) should be coordinated with Merkur team (payable service).
Under no circumstances may packing materials of any kind be left in the aisles, on the booths, around or behind the booths.
Please contact Merkur with information on sizes and number of parcels, size and storage period.
E-mail: Bernd.Blum@merkur-expo.com
If additional storage is needed, please contact the Exhibition Manager to check storage options and availability. E-mail: sgamliel@kenes.com 

The following items can be order directly from the official stand contractor – PROELECTRO :

• Electricity
• Furniture Rental
• Shell Scheme Extras
• Upgrade of shell scheme fascia printing
• Booth cleaning
• Graphics
• Signage
• Telecommunications and AV Equip.(Screens, Laptop, Desktop)

Click here for the CATALOG
Click here for ORDER FORMS
Please submit your order via e-mail : info@proelectro.gr
For queries, please contact PROELECTRO team by email: info@proelectro.gr

Deadline: Monday, 8 May
After this deadline, prices will be increased . Stock upon availability.

————————————————————————————————-

The following items are to be completed and submitted through the Kenes Exhibitors’ Portal: https://exhibitorportal.kenes.com

Each exhibitor will be contacted with login details to access the Kenes Exhibitor’s Portal.

• Company profile and logo
• Exhibitor badges
• Company name on fascia board (for Shell Scheme booths only)
• Booth design and full details of construction company (for “Space only” booths)
• Lead retrieval – badge scanners (K-Lead App)

Deadline: Monday, 1 May 

————————————————————————————————-

In-booth catering should be ordered via InterCatering-TROSER S.A. which has the sole rights for the distribution of any article of food or drink for consumption on-site.

To download menu/pricelist and catering order form – CLICK HERE
Deadline: Friday, 26 May. After this deadline, prices will be increased by 30% . Stock upon availability.
Contact person:
Georgia Stavraki
InterCatering-TROSER S.A.
Sales Executive / Megaron Athens International Conference Center
Office: +30-2108946625 ext. 202 / 2107282603
Mobile: +30-6937055581
E-mail: gstavraki@intercatering.gr
Website: www.intercatering.gr

Absolutely no food or beverages from outside the venue is allowed into the premises. This includes bottled water. Only with written approval from the venue will exhibitors be allowed to distribute or give away samples and items of food and drink that is not supplied by the appointed caterer.

Shipping Instructions 

Merkur Expo Logistics GmbH has been appointed the official forwarding agent this meeting.
Merkur offers the following services: customs clearance, delivery to the booth, freight forwarding, manpower & trolleys for un‐loading/loading during build‐up and dismantling, storage of empty crates, transportation to and from the exhibition hall.
For security, insurance, and efficiency reasons, Merkur Expo Logistics is the sole official agent to handle cargo inside the venue.
Stand builders are prohibited from using trolleys during set‐up and dismantling periods.
Kindly note that Merkur, the official agent, is the exclusive agent for move in and move out of the venue.

Exhibitors and stand builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with Merkur.

Please be advised that neither the organiser nor the Megaron can accept deliveries prior to Monday,19 June – the official move-in date. Any deliveries prior to this date, or off the official working hours, will not be accepted.
As a courtesy to the delegates and your fellow exhibitors, deliveries or the removal of any equipment to/from booth must be made 30 minutes before or after exhibition opening hours.

Please inform Merkur who will be your main contact person. This person will be responsible for your booth onsite.

The exhibitor/stand builder must provide Merkur a detailed data for trucks/vehicles entering the garage for unloading/loading purposes and reserve a time slot.
Please note that large trucks will need to enter Kokkali street from Vass Sofias Avenue only.

Involve Merkur in your planning, your timetable and needs.

Contact information:
Merkur Expo Logistics GmbH
Mr. Bernd Blum
E-mail: Bernd.Blum@merkur-expo.com
Mobile: + 49 175 588 0291

For shipping instructions and tariff, please CLICK HERE
For shipping LABEL (Exhibition Goods via Advance Warehouse), please CLICK HERE 

The venue accepts no responsibility for the safety of vehicles and their contents within venue premises.

General Access Guidelines

• Names of persons entering and circulating within the venue for the purposes of organizing any aspect of an Event must be provided to the venue. The venue will provide individually named access passes, which must be in the possession of such persons whilst they are in the venue. Access to the venue will not be permitted without these passes for security reasons.
• It is a condition of entry to all persons who require access to the loading docks that vehicles, equipment and personal belongings, i.e., bags etc may be randomly searched by the venue’s security staff upon entering and exiting the loading docks.
• Upon request, all drivers of vehicles who require access to the loading docks must present their drivers license to the venue’s security staff to verify their identity.
• Vehicles requiring access to the loading dock must coordinate arrival in advance with Merkur – the official logistic agent and must provide accurate vehicle registration plate number.
• Any person wishing to gain access to the venue outside the scheduled hours should notify Merkur and/or the organiser at least forty-eight (48) hours in advance.
• There is no parking available to stand builders or exhibitors on the loading dock during the move-in, operation and move-out of an exhibition.
• Access into the exhibition hall and the venue for build-up and / or breakdown will be via the loading dock only, unless permission has been granted by the venue management. Under no circumstances should event equipment be moved in or out via front-of-house areas.
• The Megaron Athens International Conference Centre full time security staff are responsible for allowing access from the loading dock to the halls.
• By law, the venue is required to maintain clear access for egress from all emergency exit doors leading onto the loading docks.

Trucks/vehicles Access during Setup and Dismantling – Loading / Unloading

• Exhibitors, senders & shippers are responsible to provide Merkur detailed data for trucks/vehicles entering the Megaron for unloading/loading purposes.
  Please send the requested info to Bernd Blum via e-mail: Bernd.Blum@merkur-expo.com
• For information regarding loading bay, please refer to the “Shipping Instructions” section or approach Merkur. 
• Only Merkur can operate machinery inside (forklifts, etc.) to unload/load trucks.
• Security at the entrance will allow access to the loading bay considering its capacity.
• Entry to the loading area is subject to confirmed time slot & pre alert.
• Every van / truck / car needs a time slot for unloading. After they are finish with unloading the vehicle need to leave the loading bay, there is no parking space on the venue.

Parking (for Small Vehicles Only) 

The MEGARON has an underground parking facility with spaces for 750 cars and is open daily from 06.00am until 02.00am.
Click here for further information.

In case you plan to have shuttles for your delegates, please contact us first for further details and approval

Animals

It is not permitted to bring animals into the venue.

Build-Up & Dismantling Period

During the period of build-up and dismantling, it is strictly prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol and drugs.

The Exhibitors and contractors are required to wear the necessary personal protective equipment such as safety footwear, protective helmets, eye protection, and hand protection required by the specific work activity.

High visibility vests or high visibility clothing must be worn at all times on the loading bay ramp.

The use of cutting machines, welding machines, sanders and spray guns is strictly forbidden.

 

Children 

Any person under the age of 18 years is prohibited from accessing the Exhibition area or the loading bay, either during build-up, opening days or breakdown. This rule also applies to Exhibitor’s children and mut be strictly enforced to comply the safety regulations of the exhibition.

Compressed Gases

Use of compressed gases is not allowed.

Damage to the Building

Exhibitors are liable for all damage caused to floors, walls, and pillars during the installation, Exhibition, and dismantling periods. No adhesive stickers and fixtures of any kind are allowed on floors, walls, and pillars.

Disposal of Material

It is obligatory to collect and dispose of all material during the build-up or dismantling of the event.

When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind. Any costs incurred by the venue in removing this property will be charged to the exhibitor.

Emergency Evacuation Plan

To view Megaron emergency evacuation plan – please click here and/or  download full evacuation plans here

Fire Regulations

• Stand material and fittings must be non-flammable or impregnated treated with fire-retardant chemicals.
• As a general rule, easily inflammable synthetic substances, foam polyester, and non-fireproof straw and reeds are prohibited.
• Exhibitors are prohibited from covering displays with drop cloths, sheets, table cloths or other non-flame resistant material.

Fire Insurance (compulsory)

Exhibitors must be insured against fire.

Fire Resistance Standards for Construction & Display Materials

All materials used for stand construction or display should be fireproof and non-combustible, meaning materials that conform to the standards laid out in either the Greek Fire Safety Regulations categories 0 or 1 or 2 www.fireservice.gr , or the equivalent German regulations categories A1 or A2 or B1 www.din.de , or the equivalent American NFPA regulations categories A or B www.nfpa.org .

Dangerous and Noxious Substances

Venue management will request the removal of any dangerous goods or hazardous substances that have not been approved for use at the venue, or if they are being misused.

Dangerous Goods

No dangerous goods are to the brought onto the premises without the formal approval of the venue.

Prior to approval for the use of any dangerous goods being granted, the venue will require  documentation detailing a justifiable reason for its use and how associated risks will be controlled.

Risk controls need to address transportation, storage and handling.

Hazardous Substances

Venue approval must be obtained if exhibitors wish to use hazardous substances as part of a demonstration.

Health & Safety

• It is the responsibility of the stand holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event.
• It is recommended that the stand holders appoint a supervisor for the stand, with the specific responsibility for ensuring the health & safety of their staff and stand builders. It is advisable that a Risk Assessment is completed for the stand and submitted to the organisers.

Hanging of Posters, Banners etc.             

Hanging of posters, banners or decals, stickers or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the venue are not allowed without a prior written authorisation.

Insurance (compulsory)

• Exhibitors are required to take out appropriate Insurance. Third part liability insurance is obligatory. It remains the Exhibitors full responsibility to insure themselves appropriately.
• Neither the organisers nor the venue, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
• The organisers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the organisers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurance that covers all injuries to persons and damages that might cover in connection with the exhibition.
• Exhibitors are personally liable for all expenses incurred by the organisers or by third parties in regard to technical services provide.
• We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.

Liability

• Exhibitors are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organisers against all claims and expenses arising from any damages.
• If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organisers find it necessary to change the dates of the Exhibition, the organisers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.
• The organisers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the venue or any part thereof in any manner whatsoever.

Insurance – additional information

The exhibitor is required to take out their own insurance against risks that could be incurred in connection with the exhibition, especially Liability. Coverage for risks relating to Property, Employer Liability and Personal Accident to contractors or staff should also be included. It is advised that exhibitors take out insurance for any losses and wasted expenditures in the event that the exhibition is abandoned or curtailed.

Exhibitors are reminded that their insurance as above should take effect from the day that goods and exhibits are delivered to the venue and should remain in effect until all items have been removed.

Machinery within the Exhibit Booth

Machinery or equipment likely to jeopardize the health or safety of any person is prohibited.

Sensitive equipment, especially with variable speed drives, may cause nuisance tripping of Residual Current Devices (RCDs). Therefore, prior notice is required with all relevant technical specifications.

All machinery should be fitted with guarding, fencing, immobilisation locks etc, to ensure a safe environment for staff and visitors. Signage above the machine is not acceptable as a protective method.

Any person operating equipment or machinery during an exhibition must be the current holder of the relevant certificate or licence, as required by law, to operate such equipment.

Security

• Safety and Security of Material. Please do not leave any bags, boxes or suitcases unattended at any time, whether inside or outside the exhibition area. The organisers and venue cannot accept liability for loss of or damage to private property or goods.
• The organisers will provide security guard service in the exhibition hall during off-show hours. Neither The venue nor the organisers can accept responsibility for the security of the stands and their contents and for damage to, or theft of any goods. Exhibitors are fully responsible for the security of their stand and equipment.

Sound Equipment and Music

• In general, the use of sound equipment/music in booths is permitted as long as the noise level does not disrupt the activities of neighbouring exhibitors.
  
• Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths).
• It is difficult to establish decibel level restrictions. If an exhibitor or attendee is standing within ~3 meters of an exhibitor’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud.
• Live music is not allowed.
• The organisers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is too loud
• The organisers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
• Exhibitors are reminded that third party copyrights should not be infringed. The organisers have no copyright responsibility in respect of any exhibiting company.
• Proper dispensation must be obtained and any royalties due, paid prior to the use of materials. Should any copyright dispute arise, the organisers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.

Promotional Activities

• All demonstrations or instructional activities must be confined to the limits of the Exhibition booth.
• Advertising material and signs may not be distributed or displayed outside the exhibitor’s booth.
• Advertising activities must not cause obstructions or disturbances in the aisles or at neighboring booths.
• The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.

Smoking Policy

The venue operates a NO SMOKING policy in ALL halls.

Special Effects

Special effects lighting, live music, smoke and laser projection may not be used in the stands.

No permission will be given for projection in the aisles or on the walls of the hall.

Waste Removal and Cleaning 

• Exhibitors are responsible for the removal of all refuse/waste from the exhibition area.
• During set-up, ensure all rubbish is placed in the aisles for disposal by the venue’s WES staff.
• Ensure no item is affixed to the Megaron’s walls, doors, glass, floors etc. Any infractions will create a removal, cleaning and / or resurfacing cost to the exhibitor.
• All exhibitors and stand builders must remove materials, e.g., bricks, timber, sand, metal frames etc, from the site. Any materials left will be disposed of at the exhibitor’s expense.
• Ensure to clean paint brushes in the appropriate location and paint waste is removed off-site.
• Any discarded waste, including promotional material, left behind will be removed by the organisers at the expense of the exhibitor concerned.

Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.

Kenes Group Contacts

ESPNIC 2023 Meeting Secretariat
Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel:  +41 22 908 0488
E-mail: espnic@kenes.com

Sponsorship and Exhibition Sales Contact
Teresa Casillas Seoane
Tel: +41 22 908 0488 Ext. 544| E-mail: tseoane@kenes.com

Exhibition Manager and Industry Coordinator
Sharon Gamliel  
Tel: +41 22 908 0488 Ext: 562 | E-mail: sgamliel@kenes.com

Registration Global Manager
Shirley Milner (Marom)
Tel: +41 22 908 0488 Ext 815| E-mail: reg_espnic23@kenes.com

Hotel Accommodation
Ralitza Angelova
Tel: +41 22 908 0488 Ext 279| E-mail: rangelova@kenes.com

Venue
Megaron Athens International Conference Center (MAICC)
Leoforos Vasilissis Sofias and Kokkali 1, 115 21, Athens, Greece
Tel: +30 210 7282 497; +30 210 72 82 156
Website: https://www.megaron.gr/en/international-conference-centre/

Official Contractors

Additional Booth fittings \ Electricity \ Booth construction \ Furniture Rental \ Daily Booth Cleaning \ Graphics and Signage \ Plants & Floral decorations \ Telecommunications and AV Equip (for exhibit booths only !)
PROELECTRO
Panayiotis Evripidou
Tel: +30 213 002 0750
E-mail: info@proelectro.gr
Click here for the CATALOG
Click here for ORDER FORMS

In-booth Catering Services
Catering is exclusive to InterCatering and should be ordered in advance. Exhibitors who wish to order food and beverages for their booth, are welcome to do so directly with InterCatering:
Georgia Stavraki
Tel: +30 2108946625
E-mail: gstavraki@intercatering.gr
Kindly place your order in advance, prior to the official deadline.

Freight Handling, Customs Clearance & Onsite Logistic Agent
Merkur
Contact person: Mr. Bernd Blum
E-mail: Bernd.Blum@merkur-expo.com
Mobile: + 49 175 588 0291

Security
ICTS S.A.
Tselentis Nikos
Tel: +30 6949200930
E-mail: n.tselentis@icts.gr