EXHIBITION DETAILS AND VENUE
XII International Myeloma Workshop Delhi 2009

Dates
26 February – 1 March’2009

Venue
Pool Side Lawns, Hotel The Ashok, 50 -B, Chanakyapuri New Delhi

Organizer
Prof. Vinod Raina
Department of Medical Oncology
Institute Rotary Cancer Hospital
All India Institute of Medical Sciences (AIIMS)
New Delhi – 110 029 INDIA

Exhibition Manager
Mr. Yogesh Bisht
Plan it! by Creative Travel Pvt. Ltd.
Creative Plaza, Nanakpura, Moti Bagh
New Delhi 110021 INDIA
Phone : +91.11.26872257 / 58 / 59 / 24679192
Fax : +91.11.26885886 / 26889764
Email yogeshbisht@travel2india.com
Mobile : + 9891357283

STAND CONSTRUCTION AND EXHIBITION SERVICES

Exhibitors Profile
The Exhibitors’ Profile will be included in the Exhibitors’ Catalogue, which will be printed in English and will contain general exhibition information, a layout of the stands, an entry of 50 words from each exhibitor and exhibitor advertisements. The Free Catalogue Entry must be submitted according to the instructions given on FORM1.

Building Regulations
All exhibitors building their own stand must submit to the Exhibition Manager’s office a detailed drawing of their stand for approval the latest by 15th of December, 2008, together with their nominated contractor’s details (company name, address and contact person’s name). Failing to do so could result in extensive alterations of stands at the exhibitor’s cost. All drawings must refer dimensions. The Organizer and Exhibition Manager reserves the right to demand from the constructor to modify certain parts of the stand, in order to comply with the exhibition hall specifications

Construction, Operation and Dismantling Schedule
During construction, operation and dismantling, the exhibition venues will be open to exhibitors according to the timetable shown below. The supervision of the safe build up/installation and removal of the exhibits falls within the responsibility of the exhibitor.

Date & Time

Handover of raw space to Exhibitors	24th February 2009 (9 am – 5 pm)
Handover of stalls to Exhibitors	25th February 2009 (11 am – 6 pm)
Date of formal opening of Exhibition	26th February 2009 (10 am)
Exhibition days	26th February – 1st March 2009 (9 am – 6:30 pm)
Dismantling	1st March 2009 (5 pm onwards till midnight)

Height / Boundaries
Height: Any item of more than one meter in height in your booth will have to be located at a distance of more than half meter from the stand borders. The maximum height for installation is 2.50 meters

Boundaries: All exhibits, dividing wall exhibit or any part of the stand construction, may not be placed beyond the contracted boundaries. Exhibitors are kindly requested to allow sufficient see-through areas which ensure clear views of surrounding exhibits.

Fascia Details
Exhibitors using the pre-constructed stand (shell scheme) will have their name and stand number featured on their fascia in English FORM2

Electrical Power Supply
210 – 230 Volts, single phase
In each stand, power plug points will be provided as per the type of stand booked / allotted. Only 3 pin sockets 5 / 15 amps can be used as a source of power. Use of multi plug is not allowed. Additional power supply if needed could be ordered through the Exhibition Organizer FORM 3. Please make sure that you know the electrical requirements of your stand in advance so as to avoid any problems or on site difficulties.

Furniture / Audiovisual Equipment
Stand furniture and audiovisual equipment could be hired from the Exhibition Manager. Catalogues of items and price lists are enclosed in FORM 4. In case of exhibitors using their own furniture or other equipment, the Organizer / Exhibition Manager bares no responsibility for any damage.

Fire Regulations & Prohibited Material
All materials used in stand construction must be fire proof; regular international safety standards apply. Flammable materials are not to be used.

Use of neon lights, naked lights and lamps, temporary gas or electrical fittings, petrol, dangerous gases or highly inflammable substances is prohibited inside the exhibition area.

Smoking
Smoking is prohibited inside the exhibition area

Sales
Over the counter sales are not permitted, however, Exhibitors are welcome to book sales of their goods.

Floor Surface – Panels
During the set-up and dismantling period as well as for the conference days under no circumstances may the floor, the walls and the ceiling of the exhibition venues, as well as the panels of the pre-constructed stands, be drilled or damaged in any way. Please note that the congress venue incorporates a carpet so you must be very cautious in painting of panels or walls. In case of damage or loss of equipment provided, or damage to areas occupied, repair and replacement will be charged to the exhibitor.

Conservancy
The Organizer will make arrangements for the general cleaning of the exhibition area, however, it is advisable that exhibitors take care of dusting of their exhibits to avoid any breakage. During dismantling, exhibitors are responsible for removal of all kinds of waste material, as well as for leaving the space in the excellent conditions it was prior to their occupation.

Photo Service
The Official Photographer will be available upon request at the exhibition venue during the period of the exhibition. Exhibitors will not be allowed to bring their own photographers inside the exhibition area, however, exhibitors are free to take pictures using personal cameras.

Transportation – Customs Formalities
The Official Freight Forwarding Company is
R.E. Rogers India Pvt. Ltd.
1, Commercial Complex, Pocket H&J, Sarita Vihar
New Delhi – 110 044
Contact Person: Mr. Puneet Sekhri / Mr. Surjeet Singh
Phone: +91.11. 26949801 / 26949802 / 26945898 / 26945899
Fax: +91.11. 26949803 / 26945900 Mobile : + 9810553944 / + 9810139800
e-mail : puneet@rogersworldwideindia.com , surjeet@rogersworldwideindia.com
Website: www.rogersworldwideindia.com

Terms & Conditions
Exhibitors, much to our regret, will not be allowed to occupy their space or stands if the payment schedule specified in the application form has not been followed. These terms cannot be varied under any circumstances.

Application To Participation
Application to participate will be considered only if it is submitted on the appropriate forms, dully filled in, signed and accompanied by the necessary payment.

Withdrawal
In the event of withdrawal after the dates of payment stipulated clearly on the Exhibition/Trade Brochure, or in the event of non-occupation of the stand for any reason whatsoever, the amounts paid or still outstanding, in part or in total, regarding stand rental fees & construction, shall belong to the Organizer, who is responsible for the Myeloma 2009 exhibition. The same applies for the case of re-renting to a new exhibitor. Any waiver from participation should, therefore, be communicated by a registered letter before the payment dates stipulated on the claims. Once these dates have expired, the Exhibition Organizer shall obtain recovery of the amounts due by all legal means.

Cancellation Policy
Exhibit spaces will only be allocated after receipt of the fully completed application form along with a deposit of 50% of the total rental cost of the stand space or sponsorship. Full payment is required by 15th December 2008

Cancellation Policy : All cancellation must be sent in writing to the Organizers
The organizer shall retain :

25% of the total stall cost or sponsorship amount	If the cancellation is made before 1st December 2008
100% of the total stall cost or sponsorship amount	If the cancellation is made after 1st December 2008

Insurance
The Exhibition Organizer / Exhibition Manager declines any responsibility with respect to damage and losses that may be caused to the exhibited material or the exhibition equipment for any reason whatsoever. Each exhibitor agrees to be responsible for his property and person and for the property and person for his employees and agents through full and comprehensive insurance that he will contract with a reputable insurance company.

Cancellation Clause
In the event of the entire Exhibition having to be cancelled, postponed or curtailed due to any reason beyond the Organizer's control, including but not limited to, Acts of God, Force Majeure, Earthquake, Terrorism Acts, War, Strikes, Riots and Civil Commotion etc, then the Organizer / Exhibition Manager cannot accept liability for any claim for damages and/or losses whatsoever.

Exhibition Regulation

• The Exhibition Committee reserves the right to rearrange the floor plan or any part thereof at any time.
   
•  No workman will be allowed at the exhibition site after 9 am on 26th February’2009. However, for any assistance on fittings and electrical equipments, the exhibitor is welcome to contact the Exhibition Manager
   
• Exhibitors undertake to observe the timetable designated for completion of their display before the exhibition opening and dismantling at the close of the exhibition. No display may be dismantled or packing started before the designated hour. It is the exhibitor’s responsibility to pack and remove or consign for shipment all items of value prior to leaving their exhibit unattended, otherwise the Organiser will arrange for their removal at the exhibitor’s risk and expenses.
   
• Advertising panels and display are not permitted outside the exhibition areas allotted to exhibitors, unless otherwise have been agreed with the Organizers.
   
• Working Exhibits
  • All safety measures must be taken for working machinery when in operation
  • All equipment must comply with their safety standards and regulations.
  • The Organizer reserves the right to determine the acceptable sound level and the extent of demonstration of working exhibits.
  • Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated in the manual.

Settlement Of Dues / Exit Gate Pass
Exhibitors to ensure settlement of all dues with regards to stall rentals, electricity, additional furniture, additional services, advertisements is effected to Organisers / Exhibition Managers before the close of exhibition, enabling to receive final gate pass allowing exhibits to be taken out after the closure of the exhibition. FORM 6

Travel And Accomodation
Book accommodation and transport for local running during your stay at Delhi by visiting the XII International Myeloma Workshop Delhi 2009 website www.mw-delhi09.com  and clicking on accommodation details.

GENERAL INFORMATION

Internet Service
Wireless internet connection shall be made available at a cost upon request to Organiser / Exhibition Manager in writing.

Passes/Badges
Upon arrival at the exhibition area, exhibitors and their staff will be provided with passes/ badges, which must be worn at all times in the exhibition venues for security reasons. Badges shall be issued as per numbers mentioned in the sponsorship package.

Exhibitor badges will allow for admission to the exhibition area and scientific sessions. FORM 5

Organizers Information Office
The Organiser/Exhibition Manager will maintain an office in the conference venue to assist exhibitors during build-up, move-in to the exhibition, move-out and dismantling periods.

Food & Beverage Services
A Snack/Tea/Coffee/Soft Drinks Counter shall be made available for the exhibitors for the duration of the exhibition.

Security
The Organizer provides a 24hour general guard service at the exhibition site. However, the exhibitors are advised to take adequate precautions. The Organizer / Exhibition Manager will not be responsible for the safety of any goods brought into the exhibition Venue by the exhibitors, their staff or any person whatsoever. No exhibitor staff will be permitted inside the venues after they have been closed and secured at night.

Hostesses
Hostesses are available at a cost upon request in writing to Organiser / Exhibition Manager in advance.

STAND CONSTRUCTIONS

Pre Constructed Stand/Shell Scheme
The Pre-constructed Stand/Shell Scheme Stand of 3 x 3 metre includes:

• Panel structure
• Fascia Panel
• One power point/socket
• Three spotlights
• One table/counter (110cm x 50cm)
• Carpet for the stall

The cost of stand construction and furniture hiring will be at the exhibitor’s charge. In case of total stand construction, a design is required to be submitted to the Organiser / Exhibition Manager by the Exhibiting Company.

Important Notice

• Only registered exhibitors are entitled to free access to exhibit areas and one pack of conference material. The number of complimentary registrations for representatives at the exhibition stall will be as follows :- Standard Stall of 9 sq. mtrs – 2
• Only registered exhibitors will be entitled to have tea/coffee and lunch during the conference.
• Space will be assigned in accordance with the total sponsorship of the sponsors after which the selection will be done of first come first serve basis.
• All exhibits are subject to the approval of the Organising Committee.
• The Organiser / Exhibition Manager reserve the right to change the venue and date of exhibition in case of unavoidable circumstances.
• The Exhibition Committee shall in no way be responsible for any tax liability incurred for any sale / booking transaction undertaken by the exhibitors.

Special Stand Constructions
Exhibitors requiring special constructions should contact the Exhibition Manager

METHOD OF PAYMENT FOR ADDITIONAL SERVICES / EQUIPMENTS DURING EXHIBITION ONLY

Bank Draft
All Bank Drafts to be made in favour of “Creative Travel Pvt. Ltd.” and sent to the following address :-
Plan it! by Creative Travel
Creative Plaza, Nanakpura, Motibagh
New Delhi – 110021 INDIA
Phone : +91.11.26872257 / 58 / 59 / 24679192
Fax : +91.11.26885886 / 26889764

Please click here to view Exhibition Layout