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1. QUICK FACTS
Congress Venue
Hilton Mexico City Reforma
Av. Juarez #70. Colonia Centro, Mexico City, Distrito Federal, 06010, Mexico
Tel: 52-55-5130-5300 Fax: 52-55-5130-5285
Website: http://www3.hilton.com
Social Events
Saturday, March 29, 2014
Opening Ceremony & Welcome Reception in Hliton Reforma 4th floor, at 19.00
Sunday, March 30, 2014
Cultural visit departure from Hilton Reforma, at 10.00
Mexico City tour for accompanying persons
Monday, March 31, 2014
Presidential Dinner
By invitation only
Tuesday, April 1, 2014
Closing ceremony Closing Hliton Reforma 4th floor, at 16.30
Hilton Mexico City Reforma
2. OFFICIAL EVENT NAME
XXII World Congress of Asthma - WCA 2014
The exhibition takes place in Don Alberto 1, at the 4th floor of the Hilton Mexico City Reforma. Main Entrance: Av. Juarez #70. Colonia Centro, Mexico City, Distrito Federal
Note: No delivery or pick up will be accepted at the above entrance of the Hotel
For Hilton Mexico City Reforma Shipping Label please refer to the end of this document
3. EXHIBITION SCHEDULE
Saturday March 29, 2014 08:30-12:30 & 15:00-20:00 Exhibition
Sunday March 30, 2014 08:30-12:30 & 15:00-19:45 Exhibition
Monday March 31, 2014 08:30-12:30 & 15:00-19:45 Exhibition
Tuesday April 1, 2014 08:30-12:30 & 15:00-17:45 Exhibition
4. SETUP
Setup is allowed on: Friday March 28, 2014 from 13:00 to 22:00
Access to the loading dock is allowed on: Friday March 28, 2014 from 13:00 to 22:00
5. TEARDOWN
Teardown is allowed on: Tuesday April 1, 2014 from 18:00 to 22:00 hours
Access to the loading dock is allowed on: Tuesday April 1, 2014 from 17:30 to 22:00
6. LOADING/UNLOADING DOCK ACCESS
Merchandise will not be accepted at the Hotel’s entrances and must be delivered to the loading docks.The Hilton Mexico City Reforma, will accept material only on March 27 and March 28, 2014. Any exhibitor’s material received before that date will not be accepted.
Loading Docks
The access for loading/unloading is on Revillagigedo Street. A second option is Jose Azueta Street but this is a small entrance and during the morning and afternoon is used by our hotel vendors.
All necessary equipment should be introduced via the suppliers` security entrance on Azueta Street along with a list including the detailed description of each item.
The hotel has a hoist that you can only use from 12.00 am to 5.30am.
1. Passenger elevators and escalators are not to be used for transporting freight or equipment from level to level. This includes easels, chairs and tables, etc. In order to use the hoist, it must be requested at least 15 days prior to the event, detailing the equipment and/or material for approval (maximum load 1.0 tons). The hoist measurements are 6.0 x 4.0 m. The charge per day is $500.USD + 16% taxes and should be paid in advance.
2. Permission for the use of forklifts at the Hilton should be requested at least 15 days before the event, detailing the equipment and/or material to be handled (maximum load 1.0 tons) at the cost of $ 250.00 USD plus tax (16% ) per day and should be paid in advance.
When moving/dragging heavy items or materials it is very important that exhibitors use a carpet to cover the Hotel’s carpet in order not to damage the exhibition area.
Please contact: Mrs. Linda Gonzalez
Tel: + 52 55 5130 5230
Fax: +1 55 5130 5248
E-mail:
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7. PARKING HOURS
Cars
On Revillagigedo Street. As this is downtown, parking on this street is possible from 8.00 pm to 8.00 am. Beyond those hours parking costs $40 USD (estimated amount).
8. EXHIBITION BOOTHS
Exhibition space rented by companies is for bare floor space only and does not include any wall panels, carpet, furniture or installations. Therefore, furniture, hard walls, lighting, electrical outlets, handling etc, must be assumed by the exhibitors.
It is obligatory for all exhibitors to have either a custom built or a shell scheme booth. Exhibitors have the option of using their own stand builder for custom built booths, or use the official congress stand builder for a shell scheme (sample is attached at the end of this document), as well as furniture.
Important information:
After the dismantling of the exhibition, any material not recovered by the exhibitor’s carrier will automatically be recovered by the official carrier of the event, and all charges will be billed to the exhibitor. Refer to the “Move out procedures at the closing of the exhibition” at the end of this document.
Venue Contacts
Hilton Mexico City Reforma
The Hilton Mexico City contact for WCA 2014 is:
Contact: Mrs. Linda Gonzalez
Tel: + 52 55 5130 5230
Fax: +1 55 5130 5248
E-mail:
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Exhibition Manager
E-mail:
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Customs Broker
The customs broker, for the WCA 2014 is:
Exhibit Services Mexico
Contact: Mr. Rogelio J. Gómez A.
Tel: +52 (55) 53731159
Fax: +52 (55) 53734417,
E-mail:
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Important: Exhibitors who use courier companies such as FedEx, UPS, DHL, or others must ensure that the cost of customs, taxes and so forth are paid in advance. Organizers do not have liability if material is sent directly to the venue.
Official Carrier
Exhibit Services Mexico
Contact: Mr. Rogelio J. Gómez A.
Tel: (55) 53731159
Fax: (55) 53734417
E-mail:
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Audiovisual Services
Audiovisual Services for Exhibition Booths Only
AVM AUDIOVISUAL
Contact: Claudia Corona (please send us a copy of the material to be received)
Tel: +52 9180-3894
Email:
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9. REGISTRATION
Exhibitor Registration
The exhibitors are entitled to receive 2 exhibitor badges for every 9sqm, free of charge. Societies and Organization are entitled to 1 exhibitor badge for every 4sqm. All exhibitors are required to register for the Congress and will require an exhibitors identification badge in order to enter the Exhibit Hall. Exhibitor badges may be collected from the Congress Registration Desk onsite. Badges will not be mailed in advance. Without badges will not be given access to meeting rooms.
Please note: Additional exhibitor personnel badges can be purchased at the special rate of $200 USD per person.
10. INSURANCE
The exhibitor assumes entire responsibility and liability for losses, damages, and claims arising out of injury or damage to exhibitor’s displays, equipment and other property brought onto the premises of the Hilton Reforma Mexico City Hotel, and shall indemnify and hold harmless the Organizers, Interasma Association and FREI S.A., their agents, and employees from any and all such losses, damages and claims.
The exhibitor acknowledges that the Organizers and Hilton Reforma Mexico City Hotel does not maintain insurance covering exhibitor’s property, and it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses of the exhibitor. In addition, neither WCA, nor Interasma, nor FREI.S.A will accept responsibility for loss or damage to equipment, goods, gifts and/or personal effects. Do not leave valuable items unattended during the course of the exhibition.
11. GENERAL RULES
- Exhibition Setup on March 28, 2014 from 13:00 to 22:00
- Exhibition dismantling on April 1, 2014 from 17:30 to 22:00
1. When moving/dragging heavy items or materials it is very important that exhibitors use a carpet to cover the Hotel’s carpet in order not to damage the exhibition area.
2. Exhibitors must keep hallways, elevators, escalators, entrances, halls, lobbies, plasma screens, stairways, video monitors and building emergency exits free from obstruction at all times.
3. It is strictly prohibited to smoke within the premises of the hotel, and any transgressors will be charged a fine of $200 USD.
Storage during the Congress
All storage shall be kept in allocated areas.
Cylinders containing compressed gases shall be protected against mechanical damage and shall be stored on racks or by other accepted devices designed to hold them securely in place.
Any booth which may pose a particular hazard due to stored materials or actions within must be approved by the facility’s Chief of Security and Prevention. Packing material such as excelsior, shredded paper and the like must be returned to the empty cartons immediately. Accumulation of these materials is prohibited.
Electrical Equipment
All electrical appliances, electrical cords, electrical connections and outlets shall comply with the Mexican Electrical Code (110V).
Events
No Exhibitor shall plan any type of event, social or otherwise that conflicts with the hours of official program related events from March 29th - April 1st inclusive. Any Exhibitor or representative thereof scheduling a social function in conjunction with the program of the congress must have the event approved in advance by the Organizing Committee.
General Height Limits
No exhibit shall exceed 3m in height without written permission. Please contact:
George Rouskas
Tel: +30 2103215600
Fax: +30 210 3219296
E-mail:
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Late-comers/No-shows /Sub-leasing
Failure to occupy contracted space by March 28th, 2014 at 13.00 hrs, does not relieve the exhibitor of the obligation to pay the full rental of such space.
Exhibit spaces that have been assigned and confirmed are not transferable. The exhibiting company may not sublet its space, nor any part thereof, nor offer for sale the allocated space without the knowledge and written consent of the Congress organizers. No firm or organization not assigned exhibit space will be permitted to solicit business within the exhibit area, nor shall any firm be permitted to solicit business or promote their organization outside the exhibition area.
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