ITEA 2 Exhibition Requirements

In order to enable the ITEA 2 Office to make all the necessary arrangements (e.g. power line and internet connections) and draw the exhibition floor plan, carefully read the appended INSTRUCTIONS before filling in the relevant column(s) of the line 14 of the requirements form.

• DOWNLOAD THE REQUIREMENTS FORM HERE (project leaders only): Form4Requirements4Exhibition2010

Document as many columns of the form as you can and then send them to antoine.pery@itea2.org.

1. by return (whenever needed) the corrected email addresses list,
2. by July 30 at least a draft and at best a final version of:
   - the duly filled in Excel form,
   - possible other requirements described in a free format;
3. by August 16 the final version thereof.

Document the “Form4Requirements4Exhibition2010” according to the following indications:

1. Roadmap 3 Application Domain & Technology Cluster
   As in the previous years, the ITEA / ITEA 2 projects booths will be grouped in Application Domains with reference to the ITEA Roadmap for Software-Intensive Systems and Services (3rd edition, February 2009) – http://www.itea2.org/itea2_roadmap_3
   Next to the name of your Project ACRONYM, indicate the Application Domain and the Technology Cluster categories in which your ITEA / ITEA 2 Project fits at best.
    
2. Demos
   According to the general principles given above, indicate in the requirements form whether you will have demo(s) or not. This information will be used for the guided tours organised by ITEA for VIPs (e.g. Public Authorities or ITEA Board members).
    
3. Large displays and Laptops
   Highly recommended but optional and at the Projects’ costs (less than 250 €), the ITEA 2 Office will be able to rent ~ 40” LCD HD displays to (e.g.) enable you to present your Project with a PowerPoint presentation.
    
   For the end of July deadline, we only expect from you an indication on whether you consider ordering such a display; although not financially committing yet, it will impact the required surface of your booth, hence the floor plan; later on, in a second round, you will be requested to make a committing order.
    
   Alternatively, you are allowed to bring your own display (or beamer).
    
   Laptops (Vista UK/ Office 2003 UK) can also be provided: 52 € each for the 2 days (including transport, VAT not applicable)
   For both cases, please duly fill in the “Invoicing data” related fields.
    
4. Posters
   For the ITEA / ITEA 2 Projects, the posters will be physically produced free of charge by the ITEA 2 Office on the basis of the contents provided by each Project; their size will be A0.
   Detailed information (template, requested contents, deadline, etc.) regarding the posters and PowerPoint Presentation preparation will be provided by the ITEA 2 Communications Officer (Loes van den Borne).
    Indicate in the requirements form how many posters you intend to present, within the following limits: min 1, max 3.
    
5. Booths
   As indicated above, projects showing demos and posters will, by default, get a 3 m long (i.e. wide) x 1 m deep booth equipped with tables.
   If more space or a special shape is needed, please specify your needs and they will be carefully considered (we would give a feedback when it raises an issue). Special requirements (e.g. shape of the booth) must be communicated by email but can be described in any format.
     
6. Tables & Chairs
   Indicate in the requirements form how many chairs you need.
    
   Indicate in the requirements form the total length of tables that you need (the dimensions of the tables should be 1.8 m x 0.8 m) or describe your needs in the “or specific requirement” field.
    
7. Power supply
   In the requirements form or in your email, provide enough information regarding your power line-related requirements so that we can properly define the power supply installation:
    
   - indicate, at the very minimum, how many “ordinary” (e.g. PC, set-top-box) devices need (220 V) power supply;
   - indicate, to the extent possible, how many kW you will totally need for you booth;
   - should you have one or more product(s) having an unusually high power consumption (e.g. a server), indicate, for each, its power consumption.
    
   Each Project or Cluster must bring the power line multi-sockets and wire prolongations required by its demonstrators. The ITEA 2 commitment is limited to the secured provision of the consumption needed (derived from the figure we shall have received from you; by default from the number of devices you will have indicated, based on an average of 250 W per device).
    
8. Internet connections
   Regular internet browsing (through WiFi) will be available to all exhibitors and participants of the event.
    
   If you have special or more demanding internet requirements we will provide wired internet upon request. If you need wired internet please describe the application (as in appliance) for which you will be using the internet. Specify the protocols, ports, etc. as well as the required bandwidth (upstream and downstream)
    
   If you require a bi-directional connection to a remote host we strongly recommend you set-up a (TCP) VPN connection to this host. If you can not comply with this, do not hesitate to contact us so that we work out a solution with you
    
   Indicate in the requirements form how many wired and/or wireless internet connections/accesses you need, for which kind of application(s), the required bandwidth as well as any specific requirement
    
   Own WiFi: Some Projects need to have their own Wireless network: for avoiding interferences with the Congress Centre built-in WiFi Network, it is needed to know the channel and frequency used.
    
9. Additional Requirement
   Indicate, preferably in the attached form or otherwise in the text of your email, any additional requirements you may have concerning the exhibition. Such requirements must be communicated by email but can be described in any format.
   When we will have collected all the answers, we will do our best to satisfy special needs you may have expressed (e.g. TV signal or special booth shape) or give you a feedback otherwise.
     
10. Miscellaneous
    All the installations (posters, demos, etc.) will have to be finalised by Monday October 25 Closure of Business (exact latest time will be provided later but is usually about 19:00).
      
    Security concerning demonstration material will be fully ensured at the Co-summit while the exhibition will be closed (e.g. at night).
      

Insight on the last years exhibitions is available on: http://www.itea2.org/itea_symposia