FIRA BARCELONA, GRAN VIA POLICIES & PROCEDURES FOR EXHIBITORS
All exhibitors are required to carefully review and agree to abide by the following Fira Barcelona policies and procedures.
1 - Safety and Emergency Regulations
2 - Occupational Risk Regulations
3 - Regulations on the Build Up of Stands and Adaptation of Spaces
5 - Regulations on Technical Services for Stands
6 - Installations and Power Supply Regulations
7 - Cleaning and Waste Management Regulations
8 - Technical Regulations for Show Days
9 - Extraordinary Activities During Show Days
10 - Regulations on Vehicle Access in the Exhibition Area
Annex I - Measure to Take in the Case of Emergency
Annex II - Occupational Risk Prevention, Risks and Preventative Measures
Annex III - Document of Commitment to Comply With the Current Law on Food Hygiene
LIABILITY INSURANCE
The IASLC 2019 World Conference on Lung Cancer does not bear any insurance risk for the exhibitor. The exhibitor is explicitly referred to their own insurance. Therefore, the IASLC 2019 World Conference on Lung Cancer requires all exhibitors to provide proof of liability insurance with a minimum of EUR 3,500,000 for each accident or occurrence. Limit of liability must be in place for the duration of the event including Move-In & Move-Out dates. Third party liability insurance certificate is mandatory and must be provided to IASLC 2019 World Conference on Lung Cancer Secretariat no later than July 5, 2019. In case the exhibitor receives the invoice after July 5, 2019, the exhibitor is required to provide the certificate of insurance as soon as possible and must be received prior to move-in. Full coverage must be in effect for the event for which a contract exists.
Comprehensive liability insurance shall provide a minimum limit of liability of three million five hundred thousand Euros (EUR 3,500,000) for bodily injury and/or property damage in any one occurrence, shall include a cross-liability clause, shall name Fira International de Barcelona as additional insured and shall provide that it will not be cancelled or materially altered prior to the termination of the Occupancy Period.
Additional insured to be named:
International Conference Services Ltd. (ICS)
International Association for the Study of Lung Cancer (IASLC)
Fira International de Barcelona
Insurance companies may submit their own form (must be in English only) or use the official Certificate of Insurance of the IASLC 2019 World Conference on Lung Cancer.
STANDARD EXHIBITION PACKAGE
Each exhibit space rental unit includes the following:
Floor space as assigned
- 3m x 3m booth space
- 3m (W) x 3m (L) x 2.5m (H) Schell Scheme Walls
- 140cm x 70cm table
- 2 chairs
- Wastebasket
- 194cm x 44cm fascia header (white with black text)
**Exhibitors responsible for ordering own flooring for booth**
Exhibit space rental does not include any of the following: additional furniture, carpet, electricity, internet connection, labor, shipping or any other services. To order these items please place your order in the e-commerce portal provided to you by Fira de Barcelona Exhibitor Services Department, Servifira.
DISPLAY RESTRICTIONS, HEIGHT INFORMATION, EXHIBITORS CONDUCT
- All activities must be confined to the assigned space.
- All rigging and hanging from the hang points throughout the facility is subject to mandatory approval by show management and is expected to meet generally accepted industry standards. The service of basic anchoring points (also called rigging) is exclusive to Fira de Barcelona and offered through its official provider. Therefore, it is entirely prohibited to hang any element directly from the ceiling of the halls.
- The arrangement of displayed items or structures shall not disturb other booths or hinder passage of visitors. Displayed items should not create inconveniences to visitors and be kept at least 30cm (1’) away from the exhibit space line. If exhibitors fail to conform to this rule, the Show Management may demand those items to be relocated. This restriction is designed to give an equal opportunity to every exhibitor in terms of space and visibility.
- The IASLC 2019 World Conference on Lung Cancer Secretariat will carpet aisles between exhibit booths
- Flooring is NOT included in the cost of your booth space. It is mandatory that all exhibit booths are carpeted or have some type of professional looking floor covering. All edges must be secured. 100% of your booth floor space must be covered. All flooring must be neat and clean. No frayed edges allowed. All edges of carpet must be taped down – double sided tape is acceptable. Duct tape is not allowed to secure flooring. You must return the floor to its original condition, including removal of adhesive carpet tape – otherwise exhibitors will be charged for any damage. Should Show Management have to provide carpeting – it will be done at the exhibitor’s expense.
- Unfinished portions of pop-up displays must be covered. Pop-up framework, raw wood or cardboard wings must be painted or appropriately covered if visible from another booth.
- All exhibiting companies are required to be in compliance with the Americans with Disabilities Act (ADA), and are encouraged to be sensitive, and as reasonably accommodating as possible, to attendees with disabilities. Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line, (800) 514-0301, and from the ADA Web site at usdoj.gov/crt/ada/adahom1.htm.
- All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, hall laborers, or installation/dismantling equipment, such as fork lifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open. Exhibitors should ensure that any display fixtures such as tables, racks, or shelves are designed and installed properly to support the product or marketing materials to be displayed.
- All materials used in display construction or decorating should be made of fire-retardant materials and be certified as flame-retardant. Samples should also be available for testing. Materials that cannot be treated to meet the requirements should not be used. A flame-proofing certificate should be available for inspection. Exhibitors should be aware of local regulations regarding fire/safety and environment which must be adhered to. Exhibitors should dispose of any waste products they generate during the exhibition in accordance with guidelines established by the Environmental Protection Agency and the facility.
Maximum Height Restrictions
The height maximum for booths is:
| Booth Size | Maximum Height |
| 9m2 - 27m2 | 2.5m |
| 28m2 - 54m2 | 3.5m |
| > 54m2 | 6m* |
- *Please note that booths in excess of 5m require special approval. Should your booth be over 5m, the following documents must be submitted to the Conference Secretariat (wclc2019-industry@icsevents.com) for approval.
- project approval of the construction & structure by a certified architect or professional association
- A descriptive and explanatory report of compliance with the current regulations
- A structural study with static calculation, which includes the verification of each element of the structure and the description of loads transferred to the pavement under each support.
- A floorplan and elevation drawings, including details of the handrails and stairs.
- The evacuation and fire detection plan for structures with a surface larger than 100 m².
- Assessment of risks and preventative measures to consider during the construction build up and break down process.
- Double decker stands are not allowed
- The IASLC 2019 World Conference on Lung Cancer Secretariat, the Fira De Barcelona and/or local authorities can enforce an order of dismantling of booths and exhibits that have not been approved or do not follow the regulations. Frequent inspections will be held during the exhibition period. Please adhere to the regulations strictly, for safety purposes.
- Custom exhibit equipment is to be pre-manufactured as much as possible before being shipped on-site. Electrical tools such as compressor, welder, electrical saws, electrical grinders, and electrical planes are allowed to be used inside the halls; however, working area is to be kept clean. No more tools and paint may be used after 12:00 on Saturday, September 7, 2019.
- Any exhibitor who has not commenced exhibit construction/decoration one hour prior to event opening, is subject to removal by IASLC 2019 World Conference on Lung Cancer Secretariat at its own discretion. Moreover, the exhibitor is then liable to IASLC 2019 World Conference on Lung Cancer for the agreed exhibit rental fee. The exhibitor is not entitled to damage claims.
- The exhibitor agrees to confine all products/service demonstrations and other sales activities to the limits of the contracted exhibit space and within the maximum height set. Distribution of any material is likewise limited to said exhibit space confines. Exceptions may be given by secretariat office prior to show opening in writing.
- The use of games of chance, lottery devices, musical instruments and other sideshow practices is permitted only with written permission of IASLC 2019 World Conference on Lung Cancer Secretariat.
- The use of amplifiers, musical performances and any other sound generating equipment - even for advertising purposes - requires an advanced written approval as well. Noisy demonstrations may be restricted or prohibited even after permission is granted, if such demonstrations are considered a disruption of the general order of the event.
- Flashlights and revolving light equipment are prohibited. Lights from one exhibit should not disturb neighboring exhibitors or damage other exhibit booths.
- The exhibitors are not allowed to carry items, signboards and brochures for recruitment purposes
- Show Management reserves the right to restrict or remove exhibits and/or exhibitors, which in its sole judgment, because of noise, inappropriately attired personnel, or any other reason, are or become objectionable or, which in its sole judgment, may detract from the character of the Conference. Neither IASLC, ICS or Show Management, or any employee, agent, officer, director, or representative thereof, shall have any liability, whether to any exhibitor or otherwise, as a result of such restriction or removal.
MOVE-IN & MOVE-OUT & REMOVAL
- Please refer to the "Exhibition Timetable" tab above for exact move-in and move-out timings.
- Please refer to the "Fira Barcelona, Gran Via Policies & Procedures for Exhibitors" tab above for Vehicle Marshaling/Move-in & Move-out details
- All exhibitors, service providers and Show Management personnel working on the show floor during move-in and move-out periods are required to wear approved personal protective equipment (PPE), such as CE approved (or equivalent) safety shoes, hard hats, harnesses, gloves and safety eye wear and is to be used when warranted by safety considerations. Anyone found not wearing approved safety shoes will be immediately asked to leave the exhibit hall.
- All companies participating in build up and break down tasks must have an Occupational Risk Prevention management system (in accordance with the provisions of the Law on Occupational Risk Prevention 31/95, Art. 30). This section is included in ANNEX No. II of Occupational Risk Prevention.
- Move-in times must be adhered to and will be enforced. The exhibition hall will be closed evenings, during which time no access will be given to the hall. The exhibitor has to complete their exhibit construction within the given move-in timeframe, which is specified in the Exhibition Schedule above.
- Big builds of 54m2 and above may request for Advanced Exhibitor Move-In by completing the relevant form. All Advanced Move-in request must be approved by the Show Management
- Dismantling of exhibit construction and décor may only commence at the last day of the event after the end of the event. The IASLC 2019 World Conference on Lung Cancer Secretariat reserves the right to charge the exhibitor a contract penalty fee if this clause is violated. The Exhibit Space has to be returned in the same condition it was received and no waste is to be left in the aisles or other areas of the Exhibit Hall. Extraordinary cleaning charges will be assessed for the removal of large, unmanageable items. The exhibit space has to be left no later than outlined in the Exhibition Schedule.
- After the exhibition, when the subcontractors remove the furniture, exhibitors should take care not to leave behind any belongings in the drawers or shelves. The IASLC 2019 World Conference on Lung Cancer Secretariat does not take responsibility for any damages and losses as a consequence. All participants must return the equipment and tools that are leased from the IASLC 2019 World Conference on Lung Cancer.
- Empty crates may only be delivered to the booth after aisle carpet has been removed.
MATERIAL HANDLING, ADVANCE WAREHOUSING, SHIPPING & CUSTOMS BROKERAGE SERVICES
Before shipping any items to your stand or to the Fira de Barcelona, Gran Via you are required to contact the official logistics company, RESA EXPO LOGISTICS.
RESA EXPO LOGISTICS will be to assist you with your questions on material handling, warehousing and shipping and offer their services for reception and delivery or unloading of your materials to your stand.
Please note that the venue does not receive, customs clear or store incoming shipments. If you intend to ship goods directly to your stand, you need to be there in order to sign off the delivery note of your transport company.
RESA EXPO LOGISTICS
Evelyn Gomez, Tel.: 0034 / 932334110
Click here to view a summary of applicable costs . All orders should be placed directly with RESA EXPO Logistics.
FLOOR PLAN
The Floor Plan is a “working draft” and changes may be made up until one (1) week prior to the event. Every effort has been made to ensure the accuracy of all information contained on the Floor Plan. However, no warranties, either expressed or implied are made with respect to the Floor Plan. It is the sole responsibility of the exhibitor to verify all dimensions and locations. This includes the location of building columns, utilities or other architectural components of the facility.
“Freight-Free-Aisles” may be shown on the Floor Plan and will be strictly enforced due to logistic and safety reasons.
For an up-to-date Exhibit Floor Plan, please visit the Exhibit page.
EXHIBIT STAFF REGISTRATION & BADGES
Each exhibiting organization receives two (2) complimentary staff registrations for every 3m x 3m exhibit space rental unit purchased in the event. Additional Exhibitor Staff Registrations are available for EUR 300, up to a maximum of four (4) staff members per 3m x 3m exhibit space rental. Additional badges may be purchased at the (Non-) Member Delegate Rate. Exhibit Staff Registrations grant exhibitor’s access to the Exhibit Hall during Exhibit Service Center Hours only and the following privileges:
- Networking breaks
- Delegate bag (including all conference materials)
- Welcome Reception
Please note that Exhibitors Registration does NOT grant access to the IASLC WCLC 2019 Scientific Sessions.
An email with a registration discount code will be sent to all exhibitors. Please refer to the email and the link to register. Exhibitors may collect their badges on-site at the Registration Desk after a brief identification check during the exhibition move in period.
For any assistance please contact wclc2019-industry at icsevents.com.
HOUSING
ICS is the official housing bureau for the IASLC 2019 World Conference on Lung Cancer and will offer assistance with the coordination of housing requirements for the Conference. Special room rates have been negotiated.
The success of IASLC and WCLC 2019 depends on delegates, sponsors and exhibitors using the official Conference hotels by booking through the official housing bureau. WCLC 2019 cannot meet contracted room obligations if delegates reserve rooms outside the official hotel. Rooms that are not filled because of that create an expense for IASLC in the form of financial penalties (attrition fees) and place the financial success of the Conference and the Association at risk, which increases with each booking outside the Conference hotel or booking through channels other than the official housing bureau.
For any inquiries regarding accommodation for the IASLC 2019 World Conference on Lung Cancer, please contact our Housing department at wclc2019-housing at icsevents.com or visit the Accommodation Page.
If you have a group of 10 or more, please contact the Group Coordinator at wclc2019-groups at icsevents.com.
Accommodation Piracy Alert
It has been brought to our attention that a misleading website has been set up by an accommodation piracy company. Please note that the official IASLC 2019 World Conference on Lung Cancer 2019 website is wclc2019.iaslc.org.
We have also been made aware that there are certain companies calling delegates saying that there are issues with the hotel reservation they have made for the conference and then requesting credit card information. In some situations they are saying that they can get lower rates and need their original confirmation email in order to make the changes.
Be aware that they do not have room blocks at the conference hotel. Please do not provide them with any details of your reservation and do not give them your credit card details. If you have been approached, please email us at wclc2019-housing at icsevents.com immediately with details of the situation.
Do NOT provide them with your credit card/personal information/ confirmation emails.
These individuals are identifying themselves in different manners, which are all false. These include, but are not limited to:
- Representatives from the Official Housing Bureau
- Representatives from the Reservations Department of companies called the Exhibitors Housing Services;
- Exhibitors Housing Management; The Convention Housing Services; Trade Show Housing; Global Travel Partners or Exhibitors Management
- Staff from our preferred conference hotels
The IASLC WCLC 2019 Conference Secretariat does not call delegates to book accommodation. The online registration & housing form is the official way to reserve a room. We are doing everything we can to address this situation and appreciate your cooperation.
COMPANY LOGO & BIO
Each Exhibitor must submit a company logo and company bio by July 5, 2019. Company logos should be submitted as vector file (.ai or .eps) for print materials and a low resolution JPEG/PNG for web use. Company bio may not exceed 50 words. Please submit your company logo and description via email to wclc2019-industry at icsevents.com.
PARKING
The venue is equipped with underground car park facilities (for vehicles below 2.05 m) along its perimeter. Parking passes for move-in, event and move-out dates are available for purchase through the ServiFira e-commerce portal. Should you wish to order your parking passes ahead of the event please order them through the Exhibitor Services Department, Servifira, directly via email at wclc at firabarcelona.com or through the e-commerce portal provided to you directly.
CLEANING SERVICES
The IASLC 2019 World Conference on Lung Cancer Secretariat is responsible only for keeping the shared space clean, including the aisles between exhibit booths.
If you wish to order additional cleaning for your booth please order these services through the Exhibitor Services Department, Servifira, directly via email at wclc at firabarcelona.com or through the ordering portal provided to you directly.
INTERNET/TELECOMMUNICATION SERVICES
The IASLC 2019 World Conference on Lung Cancer will providing free wireless internet access throughout the Exhibit Hall. Should you wish to order your own dedicated internet or any telecommunication devices please order these services through the Exhibitor Services Department, Servifira, directly via email at wclc at firabarcelona.com or through the ordering portal provided to you directly.
Wireless Policy. This policy is a Wi-Fi strategy whose main objective is to improve the Wi-Fi experience of exhibitors and visitors. It is forbidden to install or operate devices that propagate a wireless signal as these will cause interferences in the general services at the venue.
FOOD & BEVERAGE/CATERING SERVICES
Food & Beverage services are not provided as part of your booth space rental. All F&B and catering services are the responsibility of the sponsor and shall be ordered through the Exhibitor Services Department, Servifira, directly via email at wclc@firabarcelona.com or through the ordering portal provided to you directly.
BUSINESS CENTRE SERVICES
The Fira de Barcelona does not have any business centre services available on site.
ELECTRICAL POWER, WATER & RIGGING
Electrical power, water and rigging installations are exclusive to Fira de Barcelona and offered through its official provider. All orders are to be placed through the Exhibitor Services Department, Servifira, directly via email at wclc at firabarcelona.com or through the ordering portal provided to you directly.
NON-SMOKING
Smoking in covered areas within Fira de Barcelona during move-in, move out and event days is strictly forbidden.
