Kenes Group Contacts: 

Meeting Organizer
Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel:  +41 22 908 0488
Fax:  +41 22 906 9140

Venue Address
Bella Center Copenhagen
Center Boulevard 5
2300 Copenhagen S, Denmark
https://www.bellacenter.dk/en

Exhibition Manager
Diyana Yosifova
Tel: +41 22 908 0488 Ext: 258
E-mail: dyosifova@kenes.com

Industry Symposia Coordinator
Oana Giurgiu
E-mail: ogiurgiu@kenes.com

Industry Liaison & Sales
Nikol Karabelova
Tel: +41 22 908 0488 Ext. 293
E-mail: nkarabelova@kenes.com

Registration Specialist
Tsvetina Berova
E-mail: reg_espid24@kenes.com

Hotel Accommodation
Ralitza Angelova
E-mail: rangelova@kenes.com
https://hotels.kenes.com/congress/ESPID24

Official Contractors:

Electricity*/ Rigging* / Booth Cleaning*/ Security*/ In-Booth Catering*/ Graphics & Signage/ Additional Booth Fittings/ Plants & Flower Decorations / Furniture Rental / Waste Removal

Bella Center Copenhagen Web Shop

*Exclusive to the Bella Center Copenhagen

The Bella Center Web Shop is now open and can be accessed here: ESPID Web Shop

You will need to create an account and input your booth details.

To do this follow these steps:

• Click on the link above.
• Select ‘I have never registered SIGN UP’ as shown on the screen grab below.

Surcharges

• Orders until 15 April = no surcharges
• Orders 16 April – 11 May = +25% surcharge
• Orders after 12 May = +50% surcharge

*All items are subject to availability at the time of order.

**Orders made after 12 May are to be done so via email and are subject to the same 50% surcharge.

Questions & support
For questions related to the Web Shop and any subsequent orders for your booth, please contact the Bella Center team directly at espidexpo2024@bellacenter.dk

Freight Handling & Customs Clearance Agent

Merkur Expo Logistics
Ms. Patricia Zintel
patricia.zintel@merkur-expo.com
Website: www.hermes-exhibitions.com
For shipping instructions and tariff please click here.

Hostesses & Temporary Staff Hire (hostesses, baristas, waiters, etc.)

Moving Talent
Stig Thorsteinsson
eventstaffing@movingtalent.eu
Moving Talent Presentation

Action Item	Deadline	Contact Person
Hotel reservation for Staff	As soon as possible	https://hotels.kenes.com/congress/ESPID24 For enquiries, please contact Ms Ralitza Angelova: rangelova@kenes.com
Company logo and profile	As soon as possible and no later than Sunday, 14 April	Via Kenes Exhibitors Portal https://exhibitorportal.kenes.com
Text for Fascia (Applicable for Shell Scheme booths only)	Sunday, 14 April
Booth design for approval (Applicable for ‘Space Only’ booths)	Friday, 05 April
Lead Retrieval Wireless Barcode Reader Order	Monday, 06 May Onsite rate will be applied for order received after this deadline
Exhibitor Badge Registration and Additional Badge Order	Monday, 06 May
*Electrical Power for All Booths *Rigging (Applicable for ‘Space Only’ booths) *Special Booth Cleaning *Security *In-booth Catering Furniture Rental Graphics/Signage Telecommunications and AV Equip. (Screens, Laptop, Desktop) Plants & Flowers Decoration	Sunday, 14 April Orders received from Monday, 15 April until Saturday, 11 May will be charged with a 25% price increase. Orders received after Sunday, 12 May, will be charged with a 50% price increase. Stock upon availability.	Bella Center Copenhagen Web Shop * The Web Shop will be open until 12 May. Late orders/ onsite orders must be done my email: espidexpo2024@bellacenter.dk
Hostesses & Temporary Staff Hire (Baristas, Waiters, etc.)	Please contact directly the Agency	Moving Talent Stig Thorsteinsson eventstaffing@movingtalent.eu
*Dedicated Wi-Fi / Internet	Sunday, 21 April	Diyana Yosifova dyosifova@kenes.com
Delivery Information
Door to door shipments	Please contact Merkur directly	Merkur Expo Logistics Patricia Zintel patricia.zintel@merkur-expo.com
Airfreight shipments	Goods must arrive at Frankfurt airport no later than 6 May
Shipment via Germany Advance Warehouse	No later than 13 May
Exhibition goods – Direct Deliveries to Meeting Venue	Subject to pre-registration no later than 13 May Time slot confirmation will be sent by 16 May NB! Please note there should be a person from your side to receive your Deliveries.

“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;
• Ability to quickly scan delegates as they enter the session hall by using the “Quick Scan” function;
• 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:  Monday, 6 May
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

All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name. Please note that the Exhibitor badges will be personalized i.e. they will include the name of the badge holder as well as the country and company name. Please submit the list of individual names via the Exhibitors Portal no later than Monday, 6 May.

Exhibitor badges will be given as per your contract.

Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for each 9 sqm after.

Any additional exhibitor’s badges will be charged an exhibitor registration fee of €180.

Companies can purchase a maximum number of exhibitor registrations as follows:

✓ Stands of up to 60sqm – 15 exhibitor registrations

✓ Stands larger than 60sqm – 25 exhibitor registrations

The Exhibitors badges allow access to the exhibition area, refreshments, and Welcome Reception.

Additional Exhibitor badges can be ordered online via the Exhibitor Portal*:  https://exhibitorportal.kenes.com For any inquiries related to registration, please contact the Registration Specialist, Tsvetina Berova at reg_espid24@kenes.com. *Please make sure that your Company Profile has been submitted before placing an order for exhibitor badge. Deadline: Monday, 06 May, 2024

All personnel are required to wear badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Company name badges are for the use of company personnel for Booth manning purposes and should not be used by companies to bring visitors to the Exhibition. Exhibitor badges will not be mailed in advance and may be collected from the onsite registration desk.

Registration of Stand Personnel

In order to be granted access in the exhibition area each individual will need to wear a name badge. This includes the regular staff from the exhibitor’s company and any hired staff e.g. hostesses, bar and service personnel, etc. For security reasons, stand personnel must wear their name badges at all times.

Each exhibitor is entitled to a number of complimentary exhibitor badges in accordance with the size of the exhibition stand as stated in their contract.

The badge is indicating	Company name, individual name, country
This badge will give you access to	Exhibition area (including access before the official opening hours); Opening Ceremony; Welcome Reception
This badge will not give you access to	Scientific and educational sessions; public transport pass; any offsite events
This badge is for	All representatives and staff of the exhibitor; local staff (hired by an agency eg., hostesses, bar and service personnel, photographer), etc.

Access to the Bella Center Copenhagen will be granted based on list of names that will be provided to Bella Center Copenhagen by the organizers.

For this reason, stand builders/contractors/exhibitors must register in advance all of the personnel that are required to be on-site during set-up and dismantling periods.

The following information should be submitted to the Exhibition Manager, by email, no later than Sunday, 14 April to dyosifova@kenes.com.

Full name

Passport numbers

Name of the exhibit company

Name of the contractor/stand builder

Booth number

Click here to download the template, please fill only the green columns.

All individuals – both those employed by Bellagroup and those conducting temporary tasks at the Bellagroup location – must comply with Danish legislation regarding work permits and registrations.

Please follow this link to a GUIDE, which provides an overview of the common types of visas and permits, as well as the exceptions that apply to them. you will also find a guide to the RUT registration, which must be completed when foreign employers send employees to provide a service to Denmark.

Please note that this is a complex legal area with many rules and exceptions. This GUIDE has been prepared to provide a clear understanding of the current set of regulations but cannot be used as a definitive conclusion regarding whether work permits are required in individual cases.

For further assessment, guidance, as well as approval of visas, work permits, and registration of foreign workers, we refer you to the following authorities:

The Danish Agency for International Recruitment and Integration (SIRI): www.siri.dk

Danish Foreign Services: www.nyidanmark.dk

More about RUT registration process: www.businessdenmark.virk.dk

Exhibition Floor Plan & List of Exhibitors

The exhibition floor plan has been designed to maximize the exhibitor’s 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, please click here.

Exhibition Area

The Exhibition is being held in Hall C2 which is located on the Ground floor.

Click here for a virtual tour of the hall.

Max Build-Up Height

• Maximum build-up height from the ground: 4m
• Rigging from the ceiling is permitted up to 5-meter measuring from the floor to the top of the suspended banner/element
• Exhibitors who have stands higher than the maximum permitted height will not be allowed to set up their stands.
• Shell scheme stand build up is 2.5m

Kindly note:

• Any part facing neighbouring stands that is above 2.5 meters in height needs to be designed with neutral Surfaces (white or grey).
• Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and, in particular, that they do not endanger life and health. Exhibitors / customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.

Floor

Floor type: concrete, painted light grey (colour code Ral 7038).

We recommend installation of carpet or floor covering in the booth.

Maximum floor load:

Wheel loads (twin wheels): 5500 kg per sqm

Single point loads per 15x15cm: 4000 kg

Max loads (load incl. weight of truck): 4000 kg per sqm

Power, plumbing, network and compressed air will, if possible, be supplied via the subfloor services ducts which are built-in the floor at 6 m intervals.

Exhibitors are required to have floor cover or carpeted floor within the stand area (note that shell scheme booths already come with carpet).

All floor coverings must be secured and maintained so that they do not cause any hazard.

Fixing the floor covering to the hall floor may only be carried out using approved tape.

Mechanical damage or soiling which cannot be removed during the normal cleaning and maintenance of the floor will be repaired at the expense of the person/company causing the damage. Bella Center will invoice the exhibitors for any damages caused by the exhibitors.

Raised Floor/Platform

Please note that if your booth has a platform/raised floor, you are required to provide a ramp or sloped edging around the entire booth to ensure access for people with disabilities.

The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible to avoid trip hazard.

Ceiling Rigging

Ceiling hanging is permitted.

It is possible to use the truss for rigging. The venue is working with variable weight, depending on other loads in the ceiling. If you need suspension in a position between two rigging points, this can be achieved by either bridling or by hanging a rig-piece. In general, a maximum of 200 kg can be hung per rigging point.

Bella Center reserves the right to adjust placement.

• Rigging from the ceiling is permitted up to 5-meter measuring from the floor to the top of the suspended banner/element
• Bella Center must approve any rigging project; the exhibitor must provide their project at least 6 weeks before the first set‐up day. Please submit your rigging plan no later than Friday, 05 April via the Exhibitors Portal (or in case of any issues directly to dyosifova@kenes.com).
• Subject to compliance with the conditions of use of the steel structure.
• All rigging must be done by Bella Center. For rigging, please refer to the Bella Center Web Shop
• For rigging plans and guidelines, please refer to the Bella Center Technical Info (pages 11-14 / check regulations for hall C2).

Pillars

40x80cm freestanding concrete pillars line the arcade sections running east/west at intervals of 9m.

Pillars let into the outer walls measure 35x40cm wide.

Fire hose reel – must not be concealed.

Branding of the pillars: it is allowed to brand pillars that are adjacent to the booths.

Branding is allowed up to 3 to 3.5 meters height (depending on the location of the pillar).

If you wish to brand the pillars, please use these guidelines.

To ensure the smooth and efficient installation and dismantling of your Booth, Bella Center has been nominated as the official stand contractor for ESPID 2024.

Shell Schemes which have been pre-booked with Kenes include the following:

• Walling – standard shell scheme system, 2.5m-high
• Company name on Fascia board printed in black standard lettering and booth number
• Lighting (1 spot per 3 m²)
• Furniture (1x table; 2x chairs; 1x small waste bin)
• Carpet
• Basic daily cleaning (vacuuming of floor and emptying of any waste bins available at the booth)

 

 

 

 

 

 

 

*Image shown is for illustration purposes only

Booth Package does not include:

• Electricity
• Graphics
• Special stand cleaning

Panel Sizes:
Actual panel size: W: 96,8 cm x H: 241,2 cm
Visible panel size: W: 95,6 cm x H: 240 cm

Additional Furniture Rental / Graphics & Signage / Additional Booth Fittings / Plants & Flower Decorations / Electricity / Other supporting services can be ordered directly via the Bella Center Copenhagen Web Shop by Sunday, 14 April in order to take advantage of advance pricing specials.

Orders received from Monday, 15 April until Saturday, 11 May will be charged with a 25% price increase.

Orders received after Sunday, 12 May, will be charged with a 50% price increase.

For queries, please contact Nanna Funch Petersen at espidexpo2024@bellacenter.dk

Fascia Sign

*Maximum of 21 characters (including spaces) may be written on your fascia (valid for 9 sqm booths). Please submit lettering for fascia via the Exhibitor’s Portal by Sunday, 14 April.

You can submit your design/Facia on the Exhibitors’ Portal: https://exhibitorportal.kenes.com

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

If the text for your fascia is not received by this date, we will provide you with a fascia title as per your application form.

If you wish to print your logo on the board, instead of your company name or in addition to the name, this can be ordered at additional cost via the Official Contractor Bella Center and should be ordered via the Bella Center Web Shop.

Technical Information and Regulations for Shell Schemes Booths

• All basic shell scheme booth will be designed and built by Bella Center Copenhagen – the official stand contractor.
• 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 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 Sunday, 14 April.
• No free-standing stand-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, fascia, 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.
• It is possible to use fishing line (nylon) to hang pictures etc.
• 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 Sunday, 14 April 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.
• Shell scheme booths will be provided with a dark blue carpet. If an exhibitor wishes to change the colour of the carpet in the booth, additional cost may be incurred. Please contact Bella Center Copenhagen Web Shop – the official stand contractor. The exhibitor will be invoiced by Bella Center.
• 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 contact Bella Center Copenhagen – the official stand contractor – as per published deadlines (see section “Deadlines & Key dates”).
• Electrical switchboards have to be reachable and the Exhibitor has to switch off the Booth light at the end of the day.

Exhibitors using independent contractors are required to submit the following for the organizer approval:

1. A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed Booth to be built and Position of your booth on the floorplan with orientation;
2. Detailed rigging plan (only applicable for booths with rigging);
3. Utility connections: electrical, water and drainage – a list of all appliances and location of each utility within the booth;
4. The name and contact details of the 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.

Deadline: Friday, 05 April

• Maximum build-up height from the ground: 4 m
• Ceiling Rigging is permitted and must be authorized in advance by the Bella Center Copenhagen.
• Rigging from the ceiling is permitted up to 5-meter measuring from the floor to the top of the suspended banner/element
• Any part facing neighbouring stands that is above 2.50 m in height needs to be designed with neutral surfaces (white or grey).
• All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining stands, or damaging the premises.
• Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Entire sideway walls will not be approved.
• 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. Requests to be partially exempted from this rule should be submitted in writing to the Exhibition Manager.
• Construction finish must be perfect in all the stand’s visible areas, including rear sides.
• Raised Floor/Platform: please note that if your booth has a platform/raised floor, you are required to provide a ramp or sloped edging around the entire booth to ensure access for people with disabilities. The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible to avoid trip hazard.

* The organizers and the Bella Center Copenhagen must be informed if the booth has a platform (when submitting the drawings for approval), as well as the scheduled set-up (day and time). Without this information the Official Contractor will not be able to provide the requested service(s) and the prepayment will not be refunded. Before placing the platform, the exhibitor/stand builder must confirm that service(s) provided by the Official Contractor (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.

• Advertising on the boundary with other stands is prohibited.
• Multilevel structures are not permitted.
• Arches, bridges, or similar constructions connecting two or more Booths are not permitted.
• 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).
• All structural back walls of neighbouring booths must be properly decorated. Back Walls (reversed side) over 2.50 m in height must be finished in white: no wiring, no graphics, no logo. Advertising on the boundary with other booths is prohibited.
• A back wall of a booth (including shell booths) cannot be used by other exhibitors.
• Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and that they do not endanger life and health.
• Exhibitors / customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.
• Coffee bars or other F&B-stations have to 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.

 Kindly note:

• The organizers will not approve booths that do not comply with the accepted standards until the necessary changes have been made.
• Work cannot commence until the booth drawings are approved by the organizers.
• The used spaces must be returned to the Bella Center Copenhagen completely clear of all items and the Exhibition areas restored to their original state.
• We recommend Exhibitors using independent booth contractors to include a site visit in the planning process to assure a smooth and well planned set up. Please contact the Bella Center Copenhagen at espid2024@bellacenter.dk (Contact person: Teresa Fonseca) to coordinate a visit.

Power supplies will be supplied into your booth via the floor. It is possible from the ceiling for special situations like additional lights hanging or digital banners.

Your electrical installations on your stand comply with the standard EN 50 110 on operation of electrical installations. It means, among others, that we have made a risk assessment in order to execute the work safely. Be careful not to obstruct the distribution boards, as Bella Center Copenhagen’s staff need to have access to them. Please ask if you are in doubt.

All electrical sockets are earthed.

The exhibitor is responsible for calculating the power necessary for the elements to be connected, together with the request for the necessary voltage. Damage caused to the main or to specific points by these connections is the sole responsibility of the exhibitors.

There is at least 1m free space in front of every electrical distribution board.

Lighting ramps shall be permanently fixed and shall hang at least 2.2 m from the floor and be fitted with end‐stop protection.

Fittings and utility articles made from conductive materials must be earthed and be of at least material class 1.

Only earthed or double‐insulated equipment may be connected.

Equipment not meeting these requirements may be immediately disconnected by the venue with no right of recourse or compensation for the exhibitor.

The exhibitor may order one or more electrical connection points. Connection may only be made to the designated connection point. The exhibitor may connect their own equipment if the connection is CEE‐type plugs or Schoko sockets. If current ratings greater than 63 A are involved, competent personnel designated by the venue shall carry out the connection.

The venue reserves the right to at any time inspect connected equipment. Should the equipment fail to meet the applicable safety regulations, the venue reserves the right to immediately disconnect such equipment with no right of recourse or compensation for the exhibitor.

No installations may be made to or in an energised facility.

The venue’s electrical distribution system is live at the latest from the day prior to the opening of the exhibition until an hour after the closure of the exhibition on its last day but must always be treated as being live.
If an exhibitor requires electricity at other times, the exhibitor should contact the organiser in advance.

Exhibitors shall switch off their lighting at the end of the day.

In the event of damage or faults to an electrical connection or installation, the exhibitor shall immediately contact the organiser and/or venue representatives.

All electrical set up must be approved by the Bella Center Copenhagen and the links to the general mains can only be made by same services. Bella Center Copenhagen will not be responsible for connecting to the mains apparatus that do not correspond to the information provided, and the exhibitors must name the person responsible for the stand’s electric installation project. Damage caused to the mains or to the specific point by these connections is the sole responsibility of the exhibitors. It is essential that exhibitors give the power needed in the booth.

For ordering electricity, please refer to the Bella Center Copenhagen Web Shop.

Booth Cleaning

The organiser will arrange for general cleaning of the exhibition premises prior to the opening of the exhibition and daily prior to opening thereafter (excluding exhibit booths and displays).

Overnights cleaning is provided daily (vacuuming of stands and emptying of wastebaskets (if any), during the night.

Additional special cleaning required can be ordered via the Bella Center Copenhagen Web Shop.

Internet & Wi-Fi

Please be advised the Private Wi-Fi network installations in the stand are not allowed. The Venue and the organizers reserve the right to discontinue any activity which interfere with the hall Wi-Fi coverage.

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 stand (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your stand to guarantee a consistent internet connection inclusive of technical support.

Kindly specify what kind of internet-based activities are planned, how much Bandwidth will be required for your stand and whether wireless or wired connection (or both) is required.

Note regarding technical support: we will ensure that the service you purchased is functioning as it should, however we cannot troubleshoot or repair issues with client-provided equipment.

The Venue and the organizers must be informed in advance when the stand has a platform as well as the scheduled set-up day and time due to internet foundation.

Please submit your request for internet connection in advance, by email to the Exhibition Manager Diyana Yosifova at dyosifova@kenes.com.

Deadline: Sunday, 21 April

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 Bella Center Copenhagen nor the organizers can accept responsibility for the security of the stands and their contents. The Bella Center Copenhagen as well as the organizers 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 stand and equipment. Individual stand security may be ordered directly with the Bella Center.

If you wish to hire security for your stand, this can be done via the Bella Center Copenhagen Web Shop.

In-Booth Catering

The Bella Center Copenhagen exclusively offers food, beverage and catering services.

Exhibitors who wish to order food and beverages for their booth are welcome to do so directly via the Bella Center Copenhagen Web Shop.

Deadline: Sunday, 14 April

Important: 

• The Bella Center Copenhagen exclusively offers food, beverage and catering services.
• Absolutely no food or beverage from outside the venue is allowed into the premises without prior written approval from the venue. This includes bottled water and all types of catering equipment such as coffee makers, juicers, popcorn machines, etc.
• Bella Center Copenhagen reserves itself the right to add a charge for the entry of any F&B products not supplied by the venue (authorization is necessary from the venue).
• The exhibitor must consider the space available in the booth to store and display the requested deliveries.
• If you want to bring in your own catering related products and it requires to be kept cool, or if you wish to prepare food at your stand, Danish Food and health regulations approval must be obtained and you need to contact Bella Center Copenhagen to apply for a permission.

Hostesses & Temporary Staff Hire

For hostess and temporary staff hire, the Agency recommended by the venue is Moving Talent.

To submit a request for hostesses and temporary staff hire, and for any further inquiries, please contact the Agency directly:
Moving Talent
Stig Thorsteinsson
eventstaffing@movingtalent.eu
Moving Talent Presentation

Waste Removal

For ordering waste removal please refer to the Bella Center Copenhagen Web Shop.

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. Contact: Ms. Patricia Zintel: patricia.zintel@merkur-expo.com

Shipments sent directly to the venue prior to the set-up period, will be refused by the venue.
Once the event & dismantling are over, the Bella Center Copenhagen shall not be held responsible for the safekeeping and/or storage of any items left in the building. If Bella Center Copenhagen takes care of the removal of these items, it will be charged to the exhibitor. The exhibitor will be invoiced by Bella Center.

For access to the goods/ lorry entrance/ lifts

Access to the Exhibition hall is through Loading Area E (as seen in the below map), Gate C3.10.

For directions to Bella Center Copenhagen, Loading Area E, please click here.

For Bella Center Copenhagen Loading gates overview, please click here.

Please note that MERKUR Expo Logistics GmbH is the exclusive agent for move in and move out.

Due to the limited space of the venue and the tight time schedule all unloading operations are strictly operated by Merkur Expo only. Trucks have to leave the unloading area immediately after unloading is finished.

All vehicles must arrive at a pre-appointed time for unloading. Please request your preferred unloading time slots by sending the “Freight & Loading Form” to Merkur Expo until 10 May. You may also use this form to request freight services from Merkur Expo.

Unloading time slots will be given by 15 May. Please dispatch your trucks arriving according to the pre-arranged time of arrival.

Delivery address:

Merkur Expo Logistics GmbH

c/o ESPID 2024

Emma Gads Vej 11 (Area E)

DK – 2300 Copenhagen

c/o Name of Exhibitor / Stand number

Trucks arriving after the loading time must face waiting time until the next free timeslot is available. In general waiting time may occur for which Merkur cannot be held responsible.

Parking of Private Cars

It is possible to park at the public car parks around Bella Center Copenhagen. Please check costs on APCOA homepage. Parking ticket can be obtained in the automats.

It is not possible to park trucks (https://app.truckparkingeurope.com/#/)

You can view a map of the parking and entrances for the Bella Center Copenhagen below, or by clicking here.

 

Access for Deliveries

The delivery and removal of materials and goods for the exhibition booths is allowed only by the official freight forwarder.

Important note: companies which are bringing their own goods should contact the official freight forwarder to coordinate their arrival and the use of the loading bay, the service entrance and the lifts.

Please be advised that neither the Organizers nor the Bella Center Copenhagen can accept deliveries on an exhibitor’s behalf and arrangements must be made for a stand/company representative to be available when deliveries are made.

Deliveries may not be made prior to Sunday, 19 May 2024. Any deliveries prior to this date, or off the official working hours, will not be accepted. Please refer to the Shipping Instructions for the deliveries address.

As a courtesy to the delegates and your fellow exhibitors, deliveries or the removal of any equipment to or from stands must be made 30 minutes before or after exhibition opening hours.

It is recommended that all contractors, drivers and exhibitors bring their own trolleys to transport goods to and from their stand.

Accommodation

Kenes International is offering exhibitors specially reduced rates for various hotels around the Meeting venue.

Information, pictures, location and rates are available on the hotel accommodation page: https://hotels.kenes.com/congress/ESPID24 or email us to: booking@kenes.com

You may also book a room online through the above link.

For group booking (10 rooms and more) please contact Ms. Ralitza Angelova. Email: rangelova@kenes.com. Different payment and cancellation conditions apply.

Rules and Regulations

Binding for all exhibitors and their subcontractors

For the Bella Center Full Exhibitor Terms and Conditions, please click here.

Animals
It is not permitted to bring animals into the Bella Center Copenhagen.

Build-Up & Dismantling Period

• During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol, drugs or any other type of substances that could alter the perception of risk.
• The Exhibitors and contractors are required to wear the necessary personal protective equipment(PPE) such as protective helmets, eye protection, and hand protection required by the specific work activity, with special attention to the safety shoes/boots inside the facilities for your own safety.
• The use of cutting machines, welding machines, sanders and a spray gun is strictly forbidden.

 Health & Safety

• It is the responsibility of the booth 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 booth holders appoint a supervisor for the booth, 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 booth and submitted to the organizers.

Children
No person under the age of 18 years can be admitted to the Exhibition, either during build‐up, opening days or breakdown. This rule also applies to Exhibitors’ children and must be strictly enforced to comply with the safety regulations of the exhibition.

Compressed Gases
Use of compressed gases is not allowed.

Damage to the Building
Boring, screwing, nailing, or the use of paint, glue, adhesive stickers, fixtures of any kind or anything that can damage the structural elements of the building (floor, walls, ceiling, pillars…) are not allowed. In case of damage of the facilities, the cost of repair or replacement will be charged to the exhibitor.

In addition to the above, please consider also the below guidelines from Bella Center Copenhagen:
If you need to use sticking material on Bella Center Copenhagen’s stand walls, floors or fascia boards, you must use DuploColl 43102, Tesa tape 4964 or TESA Power-Strips, as these can be removed easily without leaving marks/glue residue. Onsite, you can purchase DuploColl as well as wall hooks for lightweight items such as poster frames. Please note that if you fail to remove sticking material residues from stand surfaces, floors etc. on departure, you will be invoiced for cleaning.

If you fail to remove stand materials and own carpets from the stand, Bella Center Copenhagen will ensure that they are removed and environmentally sorted. You may be invoiced for this service.

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 Bella Center Copenhagen in removing this property will be charged to the exhibitor.

Fire Regulations

• Booth material and fittings must be non-flammable or impregnated with fire-retardant chemicals. (at least DIN4102 B1 or EN13501-1 A2/B/C -s3 d2)
• As a general rule, easily inflammable synthetic substances, foam polyester, and no fireproof straw and reeds are prohibited.
• Storage paint liquids, gas or other inflammable substances in the booth space is forbidden.
• The use/storage of inflammable substances is forbidden (liquids, gas or other). For any doubt for these substances contact the organizers or the Bella Center Copenhagen.

In addition to the above, please consider also the below guidelines from Bella Center Copenhagen:

The Danish Emergency Management Act (Beredskabsloven) paragraph 71 states:

• The following shall be punishable by a fine

1. Any individual who fails to exercise proper caution in the use of fire, light, matches, ash, inflammable substances, and any other substances or articles which may cause or contribute to fire, or who fails to ensure that persons belonging to the household or enterprise of the individual exercise such caution; and
2. Any individual who owns or makes use of electrical devises or other light, heating, power plant or machinery, which may cause or contribute to fire, or who makes use of such systems or devices or allows them to be used, regardless of them not being in good condition.

• It is therefore extremely important that you ensure that your stand complies with the following:
  • Coffee-makers, electric kettles, photocopiers/printers, refrigerators and other electrical appliances in backrooms require that you mount a CO2 hand-held fire extinguisher (min. 5 kg) which is visible and accessible.
  • Bioethanol stoves must be installed according to the supplier’s instructions and safety specifications. It is not permitted to carry out any type of fuel decanting within exhibition opening hours. Moreover, it is not permitted to store any additional fuel on the stand, and the stove’s combustion chamber must be covered at closing time if the stove still contains fuel. Appropriate fire extinguishing equipment must be available on the stand.
  • Nothing containing inflammable or explosive liquids may be brought into the halls, unless agreed with Bella Center Copenhagen (see also the section about Gas storage further down in this document).
  • Candles are allowed with the following conditions: Candles must be secured against over tipping and be placed in solid candlesticks on non-flammable surfaces. Candles must not be placed near textiles, and they must not drip. If they pose a safety hazard, Bella Center Copenhagen may require that the candles are blown out and/or removed from the stand.
  • All fire technical installations such as emergency exits, fire hoses, fire cabinets, call points and fire alarms must not be hidden, obstructed or covered with decorations. All equipment for firefighting placed in the hall must always be visible and fully accessible.
  • Empty flammable packaging and stock must be continually removed from the hall.
  • Use of smoke or pyro must be arranged with Bella Center Copenhagen before arrival. A fire guard may be required, which will be subject to a fee.

Covered stands
Guidelines from Bella Center Copenhagen
As the halls have an automatic sprinkler system, there are limits to how you can cover your stand.

All conditions regarding covering of stands and special areas, such as vehicles, tents and containers, must be agreed with Bella Center Copenhagen. We reserve the right to prohibit covering if it conflicts with the fire strategy in the hall. Therefore, you must inform about the type of covering, size and materials.

If the fire strategical conditions allow it, you may cover your stand. Coverings of more than 9m2 should be constructed with water permeable materials. You can also construct a firm covering, such as wooden panels, as long as the total firm covering does not extend more than 40% of the covered area.

If you have a firm covering of more than 9m2, you are obliged to establish extra sprinklers on the stand. Sprinkling must be established according to the description about sprinkling on the stand (please see below in this section).

On special stands, for example vehicles, tents or containers of more than 9m2, where it is not possible to establish extra sprinklers, a dedicated fire strategy for the stand must be agreed with Bella Center Copenhagen. The fire strategy contains handheld fire-fighting equipment, fire dedicated surveillance and intervention procedures on the stand, which will induce security related costs for you as an exhibitor.

Dispensations for the above can be given only by Bella Center Copenhagen based on a specific evaluation of the stand, area and present risks. You must apply for a dispensation eight weeks before the event start, as Bella Center Copenhagen may need to apply to the authorities.

The sprinkler system can be installed by Bella Center Copenhagen, and we are happy to provide a non-binding quotation for the work. Connection to mail sprinkler pipes must always be undertaken by Bella Center Copenhagen. The rest of the sprinkler system may be installed by Bella Center Copenhagen or another authorized technician (according to SKAFOR’s regulations).

Materials
Guidelines from Bella Center Copenhagen
According to the Regulation on operational requirements (Bekendtgørelsen om driftsmæssige forskrifter) 14.6/14.7, all decoration material must be safeguarded as class B.

However, certain items can be impregnated, for example artificial flowers. In general, materials must not be more flammable than wood.

If you need wood floors on your stand, please note that it must not be laid like a grating with gaps or with underlying cavities.

Bella Center Copenhagen can always demand documentation that inflammable materials are sufficiently impregnated/secured against fire, including testing the fire resistance of the material.

Carpets must have one of the following approvals:
Guidelines from Bella Center Copenhagen

• ”Class G flooring as in DS 1063.2” – in accordance with Danish Building Regulations ’95, chapter 6.11.1, section 5
• Class Dfl – s1 flooring is classified according to EN 13501 Fire classification of construction products and building elements.
• NT Fire 007 (Scandinavian approval)

Furniture must have one of the following approvals:
Guidelines from Bella Center Copenhagen

• Minimum class D-s2,d2 [class B materials]
• Upholstered furniture must meet the demands for ignition in EN 1021-1 [DS/EN-1021-1, 2014]

Fire Insurance (compulsory)
Exhibitors must be insured against fire.

Smoke
It is not permitted the operation of any machine in the exhibition that emanate fumes, gases or steam, or any item or device that generates or contains flame.

Heavy Weight Element / Large Machinery
In case the exhibitor/stand builder brings large machinery, any kind of heavy weight element or structure inside the exhibition area it is mandatory that the Bella Center Copenhagen will be provided with a detailed project describing the unload procedure inside the exhibition area:

• Exhibition access used;
• Transportation used to bring the element inside the Bella Center Copenhagen and weight
• Plan for weight distribution (number of platforms, dimensions, and weight resistance)
• Forklifts, cranes, or any other machinery used for the unloading / uploading of the element. How the element is going to be unloaded and how is going to be brought inside the exhibition area.
• Once the Bella Center Copenhagen has the complete information, the unloading of the element will be approved or rejected.

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 Bella Center Copenhagen are not allowed.

In addition to the above, please consider also the below guidelines from Bella Center Copenhagen:
It is [therefore] not permitted to screw, glue, paint or in any other way cause damage to our buildings or equipment.

If you unexpectedly damage our interiors/building components, Bella Center Copenhagen will be obliged to invoice you accordingly.

Only Bella Center Copenhagen’s staff is permitted to affix wires, mount/dismount Bella Center Copenhagen’s walls, fascia boards, spots etc. For safety reasons, at least two wires must be ordered for setting up banners, signs or similar. For safety reasons, it is forbidden to load the wires. If you need to lift equipment, you should use chain blocks in rigging points.

Bella Center Copenhagen must establish the rigging point, but you can use it to mount your own chain block.

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 organizers nor the Bella Center Copenhagen, 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 organizers 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 organizers 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 insurancethat 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 organizers 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 organizers 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 organizers find it necessary to change the dates of the Exhibition, the organizers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.
• The organizers 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 Bella Center Copenhagen or any part thereof in any manner whatsoever.

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.
Further guidelines:

• Live music is not allowed.
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is too loud.
• The organizers 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 organizers 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 organizers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.

In addition to the above, please consider also the below guidelines from Bella Center Copenhagen:
MUSIC, SOUND AND FILMS
If you wish to play music on your stand, remember to inform Koda and Gramex. Visit www.koda.dk or www.gramex.dk for more information about the rules. Please be aware that this is your responsibility.

If you would like to show films/videos or parts thereof, this also requires the permission of the copyright holders. For more information, visit the Motion Picture Licensing Company at https://www.mplc.dk/page/om-paraplylicensen.

If you require a mixing console on your stand, you must have a hand-held fire extinguisher (CO2 extinguisher) available.

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. The organizers and the Bella Center Copenhagen cannot accept liability for loss of or damage to private property or goods.
• Neither the Bella Center Copenhagen nor the organizers can accept responsibility for the security of the booths and their contents. The Bella Center Copenhagen as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any goods. Exhibitors are fully responsible for the security of their booth and equipment.
• Please consider hiring extra security for your booth if needed. This can be done via the Bella Center Copenhagen Web Shop.

Personal Transportation Vehicles
Bikes, skates, electric scooter and any personal transport by wheels are not permitted inside the building.

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 booths.
• Advertising activities must not cause obstructions or disturbances in the gangways or at neighbouring booths.
• The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
• Exhibitors are allowed to film on their own booth, staff and material, but all equipment and camera crew must stay within the exhibition booth. Filming of other exhibitors and their materials, Meeting features or any sessions is expressly forbidden unless permission has been given by the exhibitor or the organizer respectively.
• The photographing of booths is not permitted during the setup/breakdown of the exhibition unless  the photographer is hired by the exhibitor to take photographs of his/her own stand and can avoid inclusion of neighboring booths. Photography during the opening times of the exhibition of all aspects of the event is allowable in all instances except in cases where the photographer or photography equipment would cause an obstruction or danger to delegates / staff visiting or working in the exhibition hall.

Blackout Policy
ESPID kindly requests that all Meeting supporters (sponsors, exhibitors, special interest groups and other stakeholders) respect the ESPID blackout policy and refrain from holding organized meetings or events for more than 8 people during the annual meeting scientific programme.

Smoking Policy
Bella Center Copenhagen operates a NO SMOKING policy in the whole venue.

Special Effects
Special effects lighting, live music, smoke and laser projection may not be used in the booths.
No permission will be given for projection in the aisles or on the walls of the hall.

Waste Removal

• Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. The used space must be returned completely clear of all items and restored to its original state.
• In case that exhibitors wish to leave any kind of waste material during set-up/dismantling, they should order a waste container in advance.
• Any discarded waste, including promotional material, left behind will be removed by Bella Center Copenhagen and/or the organizers at the expense of the exhibitor concerned.

Bella Center Copenhagen reserves the right to access inside the booth in order to check the compliance with the venue regulations.

At all times you must consider the staff’s logistics Bella Center indications.

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

IMPORTANT: Venue Technical Guidelines

Please read thoroughly the Bella Center Technical Guidelines:

For Bella Center Exhibitor Terms and Condition: click here

For Bella Center Technical Info: click here

Please note that these regulations are in addition to the exhibition Rules and Regulations found in Section 6.

Exhibitors must comply with Bella Center Copenhagen technical guidelines including operation, fire safety, construction and other security regulations.

These technical guidelines are contractually binding and are to be followed by the Organizers and exhibitors including the exhibition service and stand construction companies commissioned by them to perform work on site.

CLICK HERE FOR ESPID 2024 SHIPPING INSTRUCTIONS

The shipping instructions include the following information:

• Shipping Instructions
• Tariff
• Material Handling Form
• Labels

Delivery & Logistic Services

Merkur Expo Logistics GmbH has been appointed the official forwarding agent and clearance agent for ESPID 2024 Meeting. Merkur offers the following services: customs clearance, delivery to the booth, freight forwarding, manpower & trolleys for unloading/loading during build‐up and dismantling, storage of empty crates, transportation to and from the Exhibition Hall.

For security, insurance, and efficiency reasons Merkur is the exclusive agent nominated by the organizer for move in and move out and handling of empties.

Exhibitors and booth 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.

Contact Details:

Merkur Expo Logistics

Contact: Patricia Zintel

Mobile: +49 (0) 170 2229525

E-mail: patricia.zintel@merkur-expo.com

Insurance of Goods

All cargo should be insured from point of origin.

Exhibition Goods and Display Materials

Please note that all materials entering the venue incur a handling charge.

To receive a price quote for handling and to assure arrival of your materials, please be sure to complete the “Pre-advice” form included in the shipping instructions.

Please Note: All advanced shipments and deliveries to the Merkur warehouse, including by courier, must be coordinated with Merkur.

In order to assure receipt of sent materials, Merkur must receive the “Pre-advice” form found in the Shipping Instructions.

Please complete this form and return it to Ms. Patricia Zintel: patricia.zintel@merkur-expo.com

You will then receive confirmation of your material arrival.

Merkur Expo Logistics

Ms. Patricia Zintel

patricia.zintel@merkur-expo.com

For shipping instructions and tariff please click here

As we, at Kenes Group, seek to inspire sustainable development in our industry, we do our best to organize this event in an environmentally and socially responsible way.

We invite you to actively participate in our sustainability efforts by considering the enclosed Sustainability tips & tricks that you can implement right away.

Let’s work together on enhancing the event experience, meeting the expectations of our audience, and minimizing the wastage of time, resources and expenses!