In the Exhibitor Guide you will find practical information which will help you in organising your booth at the event. To download the Guide in PDF, click here.
Topics are sorted alphabetically.
Booths
Please click here for a picture of what your booth will look like.
Booth Occupation
It is mandatory for each running ITEA/ITEA 2 Project to be represented at the project exhibition. Each project will have a dedicated booth to present their plans and/or results achieved so far and their exploitation perspectives (important for completing/completed projects). This can be done by means of posters, presentations and demonstrations.
Booths (also when only showing posters) will have to be attended by a project representative during all the exhibition opening hours.
Booth Requirements
Please complete the form "Exhibition Requirements" and send it to antoine.pery@itea2.org before 2 August 2010
Building up
Building up your booth is possible on Monday 25 October, from 12:00hrs onwards (not earlier). A sandwich-lunch will be provided to the people building up their booth. At 19:00hrs drinks will be served for the exhibition crew. The exhibition area closes that day at 20:30hrs.
Cloakroom
There is a cloakroom available at the entrance of the ICC Ghent.
Contact
All questions regarding the exhibition or ITEA & ARTEMIS Co-summit may be directed at the Co-summit Secretariat at co-summit@itea2-artemisia.org. You can also reach us by phone at +31 88 003 6136.
Costs
The costs of the booths, tables and chairs, power supply provision & consumption and internet connections will be born by ITEA 2. When the request is highly unusual, very costly or is expressed after the deadline, the ITEA 2 Office reserves the right to evaluate the request and costs, discuss this with the requesting Project and possibly charge the project for the costs.
Dates
The ITEA & ARTEMIS Co-summit 2010 will take place on 26 & 27 October 2010.
Deadlines
- The deadline for sending in your booth requirements is 2 August 2010.
- The deadline for sending in your poster input is 22 August 2010
- The deadline for subscription for the training is 15 September 2010
- The deadline for sending in your PowerPoint Presentation is 15 October 2010
- The deadline for your event registration (and all your stand crew members) is 11 October 2010 (extended deadline, subject to availability)
Dismantling the exhibition
Dismantling of your booth may start on Wednesday October 27th at 16:00hrs until 20.00hrs and Thursday October 28th from 08.00hrs - 15.00hrs
Displays
The Co-summit Secretariat will be able to rent large (LCD or plasma) displays (e.g. 42" - 9/16) to (e.g.) to enable you to present your Project with a PowerPoint presentation. We highly recommended the use of LCD Displays. Please note that the rent of a display will be at the Projects' costs (~ 200 EUR last year). . Please indicate on the "Booth requirements" form if you will use display(s).
If you choose not to make use of a display, you may also bring your own beamer.
Exhibition opening hours
Tuesday October 26th 09:00 - 18:00hrs
Wednesday October 27th 09:00 - 16:00hrs
Floor plan
The ITEA 2 Project Exhibition is located on the ground floor of the ICC Ghent, called the "Arteveld Forum". The exhibition of the ARTEMIS-JU projects will be located on the 1st floor on the "Minneplein".
Floor plans will be made available before the event.
Guided Tours
Guided Tours will be organised for several ITEA 2 and ARTEMIS bodies, for the Public Authorities and the Press. All booths will be visited by at least one of the groups.
Hotel accommodation
The Co-Summit Secretariat has arranged special rates at several hotels in Ghent. Please visit the Hotel Accommodation webpage to select your hotel. In order to use the special rates, please book in time!
Internet connections
Regardless the availability of WiFi access to the Co-Summit participants, the data communication facilities required by the demonstrator(s) will be provided specifically to the booths.
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.
Special requirements:
Own WiFi: Some Projects need to have their own Wireless network(s): in order to avoid interferences with the Congress Centre built-in WiFi Network, the secretariat will need to know the channel and frequency (e.g. Channel 11 : 2462 Ghz) used by the Projects (as well as by the co-summit location); indicate your needs and provide us with your exact plans as soon as possible.
Parking
At the ICC Ghent:
There is the ICC's own underground car park with about 100 parking spaces.
There are also disabled parking spaces on level -1. Click here for directions to the ICC.
Around the ICC Ghent:
Parking large vans or trucks can be done at the Azalea car park (95 spaces), located just around the corner of the ICC. Click here for directions to the Azalea car park.
Furthermore, there is a public underground parking beneath the Sint-Pietersplein with another 700 underground parking spaces within a 10-minute walk from the ICC Ghent. Click here for directions to Sint-Pietersplein parking.
Power Supply
Provide sufficient information regarding your power line-related requirements in the "Booth Requirements" form so that we can properly define the power supply installation:
Each Project or Cluster must bring the power line multi-sockets and wire prolongations required by its demonstrators. The Secretariat commitment is limited to the secured provision of the consumption needed (derived from the figure we shall have received from you).
Press
Journalists from different European magazines will participate in the Co-summit. A guided tour for the press at the exhibition will be scheduled.
Almost all journalists will stay both event days, so journalists will also visit the exhibition at other moments and without being accompanied by someone from ITEA 2. Journalists will wear special press badges (purple-coloured badge)
See the media briefing for a few pointers to take into account at the exhibition. It also pays attention to Do's and Don'ts in press contacts. Project Demonstrators Projects showing demos + posters will, by default, get a 3 m wide x 1 m deep booth equipped with tables; if more space or a special shape is needed, please specify your needs in the "Booth Requirements" form and they will be carefully considered (we will give a feedback when it raises an issue); Project profile / project result leaflets will be produced to disseminate during the Co-summit at the ITEA 2 stand. It will also be possible for projects to receive a number of copies to disseminate at their own stand. Project Posters All projects have to show at least one project poster and one partner poster. For the ITEA 2 Projects, the posters will be physically produced for free by the ITEA 2 Office on the basis of the contents provided by each project; their size will be A0. Click here to go to the Project Posters Instructions website. You will find the templates and detailed instructions here. Project Presentations Next to the Project Posters it is strongly recommended to all projects to present a PowerPoint Presentation as well. Go to the PowerPoint Presentation Guidelines for the template and detailed instructions. Security Security concerning demonstration material will be fully ensured at the Co-summit while the exhibition will be closed (e.g. at night). Shipping Delivery of your booth material for the exhibition can be shipped to: ICC ghent Contact: Greet Ascrawat - ITEA 2 exhibition Van Rysselberghedreef 2 9000 Gent Belgium Shipping will be accepted at the ICC Ghent as of Friday October 22nd 08:00hrs - 18:00hrs and Monday October 25th from 08:00hrs on. Please prepare your return shipment! Bring shipping labels and telephone numbers of you preferred shipment company. Your return shipment can be picked up at the ICC Ghent on Wednesday October 27th from 17:00 - 20:00hrs and Thursday October 28th from 08:00hrs - 18:00hrs. To ensure that the ICC ghent is aware of the package you send, please fill in this form and send it to cosummit@itea2-artemisia.org. Stand Crew Tables & Chairs Training The ITEA 2 Office gives projects the opportunity to be supported on how to present the key message(s) and business value of the project in 3-5 minutes. The stand crew/presenter(s) of each participating project group can subscribe for a professional training session. Go to the Exhibition Stand Crew Training page for detailed information about this training. Venue The ITEA and ARTEMIS Co-summit 2010 will take place in Ghent, Belgium, at the International Convention Center (ICC). ICC ghent Van Rysselberghedreef 2 - Citadelpark B-9000 Ghent Belgium
Press contact
Contact person for press related issues:
Kay Jeunhomme
kay.jeunhomme@itea2.org
+31 88 0036136
Project Leaflets
Every participants needs to register for the ITEA & ARTEMIS Co-summit before the registration deadline, stand crew as well. Please send a list the email addresses of your workpackage leaders and stand crew (no more than 10-15 persons) to the ITEA 2 Office (projectcalls@itea2.org) so they can send an invitation for registration to the stand crew.
Indicate in the requirements form how many (square meters of) tables and how many chairs you need.
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