EVENT REGULATION Città della Scienza 26-27 October 2016 Via Coroglio, 57 (80124) Naples Italy 1
EVENT AND CONFERENCE CENTRE OF CITTÀ DELLA SCIENZA INDEX PREMISE pag. 3 HOW TO GET TO CITTA DELLA SCIENZA pag. 3 BOOTH CONFIGURATION pag. 5 BOOTH PRICES pag. 5 HOW TO HIRE A BOOTH pag. 5 ADDITIONAL SERVICES pag. 6 BOOTH RENTAL PAYMENT pag. 7 BOOTH SETTING UP PROGRAM pag. 7 CHECK-IN pag. 7 ACCESS TO THE CONFERENCE CENTRE AREAS pag. 8 BOOTHS SETTING UP pag. 8 PROVISIONS AND PROHIBITION pag. 10 SECURITY AND SURVEILLANCE pag. 12 REGULATION CHANGE pag. 12 CONFERENCE CENTRE MANAGEMENT OFFICES CONTACTS pag. 13 CASA CINA CONTACTS pag. 13 2
INSTRUCTION FOR THE EXHIBITORS Welcome to the Event and Conference Centre of Città della Scienza for the participation to the event: Italy-China Science, Technology & Innovation Week That will be held in Città della Scienza on 26 and 27 October 2016 PREMISE This Event Regulation is addressed to Organizations and Enterprises which will hire a booth from now on called Exhibitors and to their Supplier. In order to have a more efficient organization, the exhibitors and suppliers are invited to read this Event Regulation, that contains information about the booths, about their rental and about the conditions related to the participation to the event. HOW TO GET TO CITTA DELLA SCIENZA From the Capodichino airport The Capodichino airport is far 7 km from the city centre. The connection is secured by Alibus (stop at Stazione Centrale in Piazza Garibaldi). From here you can continue taking the subway and get to the stop Campi Flegrei and then take the R7 or C1 bus lines. From the port Maritime Station (Molo Beverello): You can take any bus from Piazza Vittoria to Piazzale Tecchio and then take R7 or C1 bus lines toward Bagnoli up to Città della Scienza. From the Garibaldi Central Railway Station: Take the line Gianturco-Pozzuoli, stop at Napoli Campi Flegrei then take R7 or C1 bus lines. From the Ferrovia Cumana S.E.P.S.A. Bagnoli Stop at Bagnoli and take C1 or R7 bus lines toward Coroglio up to Città della Scienza; as an alternative, by walking for 1 Km along the waterfront where you can see the Italsider industrial ruins. From Piazzale Tecchio (proximity) R7 (from Piazza Vittoria to Piazzale Tecchio) or C1 bus lines. From piazzetta Bagnoli: C1 (from Capo Posillipo to Bagnoli La Pietra) bus lines. 3
From Piazza Municipio Take any bus to Piazza Vittoria and then take R7 bus toward Bagnoli up to Città della Scienza. By car: Take the Tangenziale toward Pozzuoli up to Fuorigrotta s exit and then follow the signals to Città della Scienza. Please note that Città della Scienza has also a large car park. For further information: http://www.cittadellascienza.it/come-raggiungerci/ 4
BOOTH CONFIGURATION The booths are collocated in two sectors: the Gallery is reserved to the Business Area, in which there are arranged n. 12 open booth with only one rear wall; the Tensile Structure (connected to the Gallery) is reserved to the Smart Cities Area in which there are arranged n. 24 booths. Each stand has a standard equipment that includes: a carpeted floor, a desk and / or a table, a coat stand, a basket, two spotlights and an electrical outlet. BOOTH PRICES BOOTH PRICES IN THE GALLERY (BUSINESS AREA) Booth 8,00 mq 1.800,00 Booth 6,50 mq 1.500,00 Booth 5,60 mq 1.300,00 Booth 5,40 mq 1.300,00 BOOTH PRICES IN THE TENSILE STRUCTURE (SMART CITIES AREA) Booth 6,00 mq 1.500,00 It is possible to hire more spaces with exhibitions at the Exhibitor s charge. The indicated squares refers to the carpet-covered area. HOW TO HIRE A BOOTH Locate on the Planimetry of your sector (Business Exhibition Gallery; Smart Cities Area Tensile Structure) the booth and the assigned number. Send, within September the 23rd, the hire request by filling in the booking form sent along with the invite, to the following e-mail addresses: spazioeventi@cittadellascienza.it cerbone@cittadellascienza.it Our staff will contact you for the contract sign. The booth will be assigned at the moment of the contract sign until availability depletion. 5
ADDITIONAL SERVICES 1. The Conference Venue of Città della Scienza is covered by free Wi-Fi for Internet access, in case of needing of a cable connection, the Exhibitor will have to send an explicit request to the Conference Venue Management Office that will provide, if the location will allow that. In case the Exhibitors will have to send the request at least three days before (working days) specifying the number of the booth; 2. For materials that require special care or whose loading / unloading requires the help of the Fondazione IDIS staff and / or forklift it is necessary a prior agreement designed to quantify the costs and to prepare the proper handling procedures; 3. All stands are equipped with an electric sockets 16A with output power of about 1.5 kw. I am charged to exhibitors electrical installation downstream of the outlets. If the power required is greater than this voltage it is possible to request it, by paying a fee, an additional electric line, if the overall system allows it. In this case the Exhibitor needs to make a specific request to the Direction of the Conference Centre, at least five days (working days) before the event, specifying the power and number of the stand where it will take place this provision; 4. In case of needing technical equipment (computer, monitor 50, etc.) it is possible to hire them at the Management Offices of the Conference Centre by presenting a request within 12 October. 6
EXHIBITORS ARE REQUESTED TO RESPECT THE FOLLOWING PROVISIONS: PAYMENT OF THE BOOTH RENTAL The exhibitor is requested to the pay the booth rental by the deadline fixed on the contract. PROGRAM OF THE SETTING UP Since the exhibitors will find the booths already assembled and therefore the operations to be undertaken at the booth will be limited only to the set-up, please find below the different stages for the outfitting: a) it will be possible to move to the booth from 25.10.2016 at 7.30 a.m.; b) on 25.10.2016 at 10.00 a.m. all outfitting phases of the booth must be completed; c) on 27.10.2016 at 6.00 p.m. it will be possible to start the dismantling of the booth that must be concluded by 28/10/2016 at 6,00 p.m.; d) In case the fee covers the rental of bare space - only in the tensile structure where the booth will be placed in, it will be possible to move to from 24.10.2016 at 7,30 a.m. and the dismantling will start on 27.10.2016 at 6.00 p.m. and must be completed by 10.28.2016 at 6.00 p.m.; e) During the event the exhibitors can access the Conference Centre 30 minutes before the entrance of the guests CHECK-IN Upon arrival, the exhibitors have to go to the appropriate booth for the registration and the collection of their own badge. 7
ACCESS INTO THE AREA OF THE CONFERENCE CENTRE 1. In the area of the Convention Centre it is forbidden the circulation and the parking of vehicles with the exception of loading and unloading of equipment and other heavy and bulky materials. 2. The exhibitors and their suppliers who will work for the loading and unloading shall inform the Management Office of the Conference Centre: a) The day of loading and unloading; b) The plate of the vehicle; c) The number of the booth. 3. The exhibitors and their suppliers will have access into the conference area provided with the Pass issued by the Management Office of the Conference Centre or by the Initial Reception Service - stopping in the areas reserved to them, exclusively for the loading and unloading of materials for a maximum of one hour, unless otherwise authorized. After this time, the vehicle must be moved and parked into the parking of Città della Scienza located externally to the structure, by paying the regular ticket for parking; 4. During the event, it is forbidden the entrance to all types of vehicles, starting from a half hour before the event starts and during the course of the same; 5. In case of failure to present the Pass, in point 3, and/or extend the parking time, Fondazione IDIS is authorized to remove the vehicle, charging the expenses to the Exhibitor; 6. The Pass will be denied to those suppliers who - during previous performances in Città della Scienza - have disregarded the provisions and have adopted some behaviors damaging the image of the same. SETTING UP 1. The times for the beginning and the end of the setting up and dismantling work are listed in the contract and in the previous chapter "Program of the setting up" and are to be strictly respected; 2. In the case of rental of bare space, the exhibitor will install its own booth at his own expense and he is obliged to submit, at least 10 days before the event begins, a copy of the setting up project planned as well as the certifications on the materials used to the Management Office of the Conference Centre for the approval of the same; 8
3. The Management Office of the Conference Centre, however, reserves the right to prescribe changes to the setting up project (variations on the location of exhibition space, decorative exhibits), as organizational and/or security needs are required, without incurring into any liability toward the exhibitors; 4. All materials used for the setting up should respect relevant fire safety regulations according to what stated by the user in the specific declaration of conformity, it is not allowed any exemption; 5. The Management Office of the Conference Centre assumes the obligation, before the installation commences, to check whether a part or all of the components of the setting up elements can cause damage to the conference venue; 6. Any item sent in the days before the setting up must be explicitly authorized by the Management Office of the Conference Centre. Upon arrival of the items for the outfitting and/or for exhibition, a representative of the exhibitor, or of the Organization, must be present to pick up the goods and to sign the obligatory relative documents. In cases there is no representative, no responsibility will be assumed by the Management Office of the Conference Centre, neither toward the exhibitor nor toward third parties, including the carrier, for any shortfall in the number of items or damage that occurs to the goods or derived by them to third parties, even employees; 7. Fondazione IDIS will accept the exhibitors material only if it is received with specific reference to the event and sent carriage free paid not earlier than three days before the beginning of the event; 8. The disposal of waste materials - in particular of special ones (such as carpeting, wood, plastics and cellophane wrapping or residues of any kind including bi-adhesive film for laying textile flooring) of the setting up and dismantling must take place at the end of each individual processing steps, edited by the companies appointed to the outfitting; 9. For a proper disposal of waste, the catering service managers will have to provide for their recycling, splitting the rejection of: Organic Waste, Paper, Multimaterial, Glass, Undifferentiated, as required by the provisions of the Municipality of Naples; 10. The reserved areas must be freed immediately after the end of the event (unless otherwise agreements and estimates made between the Management Office of the Conference Centre and the exhibitor), leaving them clean and with no waste, including any packaging not being used. If this does not happen, Fondazione IDIS will dispose of waste and charge the related expenses to the Exhibitor; 9
11. Fondazione IDIS is released from any liability for materials left in the building after the deadline; 12. Any expense for damage to the building, to its infrastructure and furnishings both externally and internally caused by the exhibitor and/or suppliers will be charged to exhibitors; 13. The exhibitor assumes the obligation to inform the suppliers about their own risks when operating in Città della Scienza and about the prohibitions in force in the location; Fondazione IDIS reserves the right to terminate at any time the setting up also ongoing, when any of the points above are violated. REQUIREMENTS AND PROHIBITIONS It is forbidden to: 1. Use for the mounting on a carpeted floor or similar material, double-sided tapes with strong adhesion. However, such support must be removed at the end of the event; 2. Nailing - both indoor and outdoor - pegs or anything else that could damage the pavement; 3. Apply loads on the structures of the halls, hanging posters, panels, etc., without authorization from the responsible of Fondazione IDIS; 4. Leave booth settings materials such as carpet, wood, plastic and cellophane packaging or residues of any kind including bi-adhesive films for the laying of the carpet into the area of Città della Scienza; 5. Work and/or paint decorative exhibits and or any other kind inside the Conference Centre, unless you use protective gear and techniques for avoiding any kind of damage to people, to the building and the furnishings of Fondazione IDIS; 6. Apply glue, adhesive and similar products, or other type of postage (nails, screws, tape, etc) of panels, cards, posters or other on walls, on doors, windows, columns or pillars and in general on any other furniture owned by the Fondazione IDIS; 7. Drag heavy objects that can damage the pavements or circulate with vehicles without rubber wheels; 8. Carrying on direct connections to the utilities (water, electricity, telephone) on their own or through third parties unauthorized by the Management of the Conference Centre; 10
9. Tamper seals or locks on electricity supply boxes; 10. Sprinkle on floors naphtha, gasoline, chemicals, solvents that can cause damage to flooring; 11. Drained into the water drainage pipes sewer, waters that corrode metal and cement, colors of any kind, oily substances, smelly etc.; 12. Dispose in outside collecting rain water wells any type of chemical and organic matter; 13. Enter explosive materials, detonating, asphyxiating or otherwise dangerous; 14. Cover or incapacitating, even partially, hydrants and fire extinguishers located in the Conference Centre and technical devices in general; 15. Exceed speed of 20 km per hour in the avenues, as well as maneuvers not indicated by the sign; 16. Parking, even if authorized, in the opened area preventing access to the doors of both the technical areas and the halls; 17. Introducing, in the areas of the Città della Scienza, dogs or animals of any kind, except for guide dogs for the handicapped service; 18. Exhibit or distribute any material (brochures, leaflets, brochures, posters, plants, etc.), that may contain (unintentionally or occasionally or) a criticism, an injury or offense to other countries, to religions and to people; 20. It is also forbidden to publicly distribute questionnaires, petitions or other documents in order to gather signatures, statement or information that is not strictly and exclusively related to the event; 21. Singing and music performances in all rooms and spaces unless explicitly authorized. SECURITY AND SURVEILLANCE 1. During the event activities, Exhibitors have to take care of their equipment, objects and personal documents; 2. Fondazione IDIS will provide for internal security service for the ordinary activities and the standard planning of the Fondazione IDIS resources (access control), but it declines all responsibilities concerning the surveillance of the booths during the event activities. 11
3. The Conference Centre Management Offices will organize the night surveillance for the booths and the exhibits. Exhibitors, before leaving their booth, have to report to security staff all the materials that need to be kept in custody; 4. Fondazione IDIS monitors that its regulations and general conditions included in the participation contracts will be observed. It is mandatory for all persons entering into the conference centre spaces to comply with provisions and requirements that the Fondazione IDIS issues in the entrance and within the spaces with appropriate signs, with appropriate written notices and with sound communication, as well as through the staff and with any other means, by specifying that radio announcement and / or the instructions given by the staff prevail over other notices. The Organizations are reminded that non-compliance with the rules or the infringement of the prohibitions may result in the immediate closure of the booth belonging to the manager of inflation all without any right of the Exhibitor to refund. REGULATION CHANGES 1. Fondazione IDIS reserves the right to alter this regulation until the starting date of the event, giving notice to the parties concerned, without incurring in any liability towards the Exhibitors; 2. Any law or regulation that may change the rules of the Regulation shall automatically and immediately become applicable even if the regulations has not been modified or changed to reflect these points; 3. Fondazione IDIS reserves the right to take at any time such measures as it considers most appropriate, which the exhibitor shall immediately apply, with regard to fire prevention, health and safety, accident prevention and damage, the safety of exhibitors and visitors. The latter processes can be brought to the attention of exhibitors by any means, and will prevail over the general provisions previously adopted; 12
CONFERENCE CENTRE MANAGEMENT OFFICES CONTACTS: For any information regarding exhibitions and services, please contact: Salvatore Cerbone: cerbone@cittadellascienza.it tel. +39081.7352.500, fax +39081.7352.469; Antonio Saviano: saviano@cittadellascienza.it tel. +39081.7352.466, fax +39081.7352.469; Sarah De Ronza: spazioeventi@cittadellascienza.it tel. +39081.7352.541, fax +39081.7352.469. CASA CINA (International Technology Transfer Centre) CONTACTS: For any information regarding the program and the activities, please contact our: Italy China Internationalization Office cina@cittadellascienza.it tel. +39081.7352.438, +39081.7352.448. For matters not covered by this Regulation, it makes explicit reference to the rules of the Civil Code and other laws governing the matter. 13