Exhibitors` Manual

EXHIBITORS’
MANUAL
XXXVII BRAZILIAN CONGRESS
XXX PAN AMERICAN CONGRESS
OPHTHALMOLOGY
AUGUST 7 TO 10, 2013
RIO CENTRO
RIO DE JANEIRO
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PRESENTATION
Conselho Brasileiro de Oftalmologia- CBO (Brazilian Council of Ophthalmology) –
PROMOTORA JZ do Brasil – Stands Projetos e Decorações
OFFICIAL EXHIBITION ORGANIZER and ASSEMBLER
In the period from August 7 to 10, 2013, we will participate in the XXXVII Brazilian
Congress of Ophthalmology and XXX Pan American Congress of Ophthalmology to be
held at Riocentro - RJ.Our efforts are certain that, together, we will hold a great event!
Your collaboration will be essential, either in the shipment of all documents included in this
manual, or in meeting the deadlines.
It is important to highlight that the information submitted after the deadline will not be
considered by the Official Organizer and Assembler.
The Exhibitors should ask their service providers, outsourced companies, to send information
and forms duly completed, considering the steps of the assembly, disassembly and throughout
the course of the event.
We recommend that no pending issues of any nature be left over for the period of assembly,
under penalty of impracticability of participation.
Teams from CAU (Conselho de Arquitetura e Urbanismo - Council of Architecture and
Urbanization) and supervision of the Delegacia Regional do Trabalho - Regional Labor
District - will be present at the event.
Payments of taxes, such as: energy, cleaning, mandatory for the period of
assembly/disassembly, installation of electrical and hydraulic points, and service credentials
should be made no later than the date specified in this manual.
Read all items in this manual, with particular care in relation to delivery dates of forms and
projects.
It is the obligation of the Exhibitors to inform the Assembler and Suppliers hired on the
content of the rules and procedures of this Exhibitors’ Manual, being the same
responsible for the infraction to the rules established herein.
We will always available to help in any way possible for the successful participation of your
company in our Congress.
GENERAL PROVISIONS
The PROMOTER may redistribute areas, by requirement of the Supervisory Bodies, at all
times abiding by the proportions of dimensions and characteristics set out in the Participation
Agreement, and this procedure shall not imply a breach of contract.
By participating in the Event, the Exhibitors accept and thus consent to this Exhibitors’
Manual, which henceforth will establish their rights and obligations with respect thereto.
The PROMOTER is not liable for damages of any kind, and will not be required to indemnify
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the Exhibitors for losses suffered due to the dissatisfaction resulted in the participation of the
event.
The Exhibitors shall not assign or sublet all or part of the leased spaces through the
Participation Agreement, unless authorized by the PROMOTER.
To participate in the Exhibition it is imperative that the Exhibitor is current on payments
related to his participation in the Event and other services such as: form submission, payments
of fees and submission of the project with a copy of the RRT or ART paid.
The works of freight and customs clearance required for foreign companies should be of their
own free choice. The PROMOTER and OFFICIAL ASSEMBLER have no legal liability or
interference in the procedures of import and export, transport or shipment of goods.
All requirements regarding mounting of stands unrelated to this Manual will be directly equated
by the ORGANIZER and STANDS Projetos e Decorações (Official Assembler).
The Exhibitors are already aware that their image can be captured and recorded during the
assembly and holding of the event, so that all the rights that they have on their capture image
are already considered assigned to the PROMOTER, for free.
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TABLE OF CONTENTS
Useful Phone Numbers and Addresses ...................................................... Page 6 to 8
General Information
1 - Assembly / Event (Exhibition) / Disassembly............................... Page 9
2 - Lease only the space ............................................................ Page 9
3 - Basic Assembly .................................................................... Page 10
4 - Credentials for the event .......................................................... Page 10 and 11
4.1 -Assembly/disassembly Credentials
4.2 - Service/Maintenance Credentials
4.3 - Credentials for Exhibitors
5 - Submission of material .................................................. Page 5
5.1 Material for insertion in folders
5.2 - Material for exposure
6 - Loading and unloading ............................................................. ..Page 12
7 - Warehouse for Exhibitors ............................................................ Page 12
8 – Transport ............................................................................... Page 12
9 - Insurance ........................................................................ Page 12
10 - Released for the assembly ................................................... Page 12
Terms and conditions
Part I - Technical Information and Security
1 - Information, rules and regulations................................................ Page 13 to 17
1.1 - General Information
1.2 - Fire Precautions
1.3 - Electrical Installations
1.4 - Plumbing Installations
1.5 - Cleaning
1.6 - Internet/Telephony
1.7 - Equipment computer for leasing
1.8 – Security
2 - - Basic Assembly ................................................................ Page 17
3 - Special assembly ........................................................................ Page 17 to 20
3.1 - Special projects and disclaimer
3.2 - Stand floor
3.3 - Special decoration - partition walls
3.4 - Horizontal Projection booth
3.5 - Stand assembly with upper floor
3.6 - Occupations and use of the pavilion
3.7 General Conditions
4 - General Requirements ............................................................... Page 2
4.1 - Tax Procedures, IDI and ICMS
4.2 - Licenses for provisional operation
4.3 - ANVISA
5 - Other important information ........................................................ Page 20
Part II - Rules for participation in the Exhibition
1 - Purpose of the Exhibition - Advertising ........................................ Page 21
2 - Assembly and Maintenance of Stands ........................................... Page 21
3 - Sublease - Access Permission ..................................................... Page 21
4 - Disassembly of Stands ................................................................. Page 22
5 - Advertising and Media .............................................................. Page 22
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6 - Photos, shooting and recording of Scientific Sessions .................... Page 22
7 - Legal Issues ............................................................................ Page 22
Part III - Rules for Satellite Symposium and Workshops .............................Page 22
Important Final Observations ..........................................................................Page 24
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FORMS
FORM 1 - Disclaimer
FORM 2 - Cleaning Fee
FORM 3 - Electrical
FORM 4 - Hydraulic
FORM 5 - Assembly / Disassembly Name Tags
FORM 6 - Service and Maintenance Name Tags
FORM 7 - Exhibitor Name Tags
FORM 8 - Basic Stand
FORM 9 - Provisional Operating Permit
FORM 10 - Project Approval
FORM 11 - Carpeting
FORM 12 - Furniture and Accessories
FORM 13 - Plants and Flowers
FORM 14 - Application of Art
FORM 15 - Form of Payment
Appendix 1 - Technical Drawing
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USEFUL PHONE NUMBERS AND ADDRESSES
PROMOTER OF THE EVENT
Brazilian Ophthalmology Council - CBO
Rua Casa do Ator, 1117, 2º andar – Vila Olímpia
São Paulo – SP – CEP – 04546-004
Tel.: (11) 3266 4000
Fax: (11) 3171 0953
www.cbo.com.br
ORGANIZAÇÃO/SECRETARIA EXECUTIVA
Rua Visconde de Silva, 52 / 1003 –Botafogo
22271-092 Tel.: (21) 2286 2846
JZ BRAZIL
Rio de Janeiro, RJ – CEP
www.jzbrasil.com
Exhibition:
Contacts:
Liziara Mendes - Mobile: (21) 9143-8739 E-mail: [email protected]
Vanda Lojkasek – Mobile: (21) 9746-8411E-mail: [email protected]
Rua Joaquim Floriano, 466 / Ro oms 1002 et 1003 - Itaim Bibi São
Paulo - SP – CEP:04534-002
Tel: (11) 2589 1803 / 1804 / 1805
Logistics
Contact: Wanderley Paiva
Tels.: (21) 2286 2846 / (21) 9682 4601 / 7880 4083 ID 12*49706 E-mail:
[email protected]
Coordination
Contact: Olívia Timperio
Tels.: (21) 2286 2846 / (21) 9558 1789 E-mail:
[email protected]
Registrations
Contact: Patricia Luqui
Tels.: (21) 2286 2846 / (21) 9719 4471 E-mail:
[email protected]
PLACE OF EVENT
Riocentro Centro de Convenções – Pavilhões 3 e 5
Rua Salvador Allende,
6.555 – Barra da Tijuca
CNPJ: 05.495.076/0001-59
State Registration: Exempted / Country Registration: 37 8540-8
Rio de Janeiro – RJ – CEP 22780-160
Tel. (21) 3095 9100
OFFICIAL ASSEMBLER
Stands Projetos e Decorações
Estrada da Ligação, 1047 - Jacarepaguá
Rio de Janeiro - RJ CEP 22713-470
Contact: Marcia Ramos / Juliana Caldeira
Tels.: (21) 3432 5353
E-mail: [email protected] / [email protected]
www.stands-br.com
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OFFICIAL TOURISM AGENCY
Blumar
Av. Borges de Medeiros 633 Salas 405 a 408 – Leblon
Rio de Janeiro – RJ – CEP 22 430-041
Tels.: (21) 2142 9315 / 0800 7210080
E-mail: [email protected]
www.blumar.com.br
COPYRITE
Ecad – Escritório Central de Arrecadação e Distribuição
Agency for the payment of copyright
Rua Almirante Barroso 22 / 22º andar – Centro
Rio de Janeiro – RJ – CEP 20031-000
Tel.: (21) 2544 3400
Fax: (21) 2544 4538
E-mail: [email protected]
www.ecad.org.br
AUDIO VISUAL EQUIIPMENT
Programasom Produções
Tel.: (11) 5581 5222 / Cel. (11) 9 9937 5227 / Nextel: (11) 7834 9723
Contact: Celso Luis Santi
E-mail: [email protected]
www.programasom.com.br
INTERPRETER
Voice Intérpretes
Contact: Mônica Tovar
[email protected] / [email protected]
Mobile: +55 (21) 9159-1367
Office: +55 (21) 2266-2435
SIMULTANEOUS TRANSLATOR
Hoffmann
Contact: Davis Andrade
T. 55 21 2253-8000
F. 55 21 2253-8800
C. 55 21 9423-8009
E-mail: [email protected]
RECEPTIONIST
To be informed
BAR CODE READING
Tecness
Contact: Ricardo Carneiro
Tel.: (21) 2255 0883
E-mail: [email protected]
CATERING – OFFICIAL BUFFET
Top Gourmet
Contact: Kelly Cavalcanti
Tel.: (21) 3035-9196
Cel.: (21) 7704-6794
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Nextel ID: 8*507045
E-mail: [email protected]
CLEANING
Sunset Eventos e Serviços Ltda
Rua Jerônimo Monteiro, 73 sala 302 – Leblon – Rio de Janeiro – RJ
Contact : Thaisa Medina
Tel.: (21) 2511-4958 / 2502-6315
E-mail: [email protected] / WWW.sunsetservices.com.br
SECURITY
Transegur Vigilância e Segurança Ltda
Rua Sampaio Viana, 375 – Rio Comprido – Rio de Janeiro – RJ
Contact : Vanderlei / Andrea
Tel.: (21) 3575-0400 / (21) 3575-0419
E-mail : [email protected]
FIRE BRIGADE
Safety Fire
Av. dos Mananciais, 1370 – Taquara – Jacarepaguá – Rio de Janeiro – RJ
Contact: Lucia / Alcantara
Tel.: (21) 2424-8728 / (21) 3426-0938
E-mail: [email protected]
INTERNET AND TELEPHONY
Link Solution
Contact: André / Felipe
Tel.: (21) 2132 7175
E-mail: [email protected] / [email protected]
www.linksolution.com.br
PARKING
Riocentro Centro de Convenções – GL Events
Tel.: (21) 3035 9100
www.riocentro.com.br
CAU
Counsel of Architecture and Urbanization for issuance of RRT (Registration of Technical Responsibility)
for assembly and decoration of special stands.
Av. Presidente Wilson 231 / 5 andar - Centro
Rio de Janeiro – RJ – CEP: 20 030-021
Tels.: (21) 2103 1952 / (21) 2103 1954 / (21) 2103 1957
www.cau.org.br
CREA – RJ
Supervisory Council of Architecture for issuance of ART (Technical Responsibility Annotation) for
assembly of special stands.
Rua Buenos Aires 40 – Centro
Rio de Janeiro – RJ – CEP: 20.070-022
Tels.: (21) 2179 2000 / (21) 2179 2007
www.crea-rj.org.br
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POSTO FISCAL
Rio de Janeiro Treasure Office – IFE 9902 Supervised Inspection
Tels.: (21) 2332 3192
Rua Visconde do Rio Branco, 55 / 4° andar
Rio de Janeiro – RJ – CEP
www.fazenda.rj.gov.br
MEDICAL ASSISTANCE
The medical station will be open throughout the event at times compatible with the assembly,
performance and disassembly, putting medical care, as well as the transfer service with ambulance
at the disposal of the visitors and exhibitors.
Information regarding Receptionists of the company will be relayed as soon as the contract is
signed.
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GENERAL INFORMATION
The official opening date of the exhibition will be 08/07/2013, and the assembly and
decoration work of the stands must be completed no later than 24:00h on 08/06/2013 so
that we can carry out the cleaning of the entire area of the assembly
1 - ASSEMBLY / EVENT (EXHIBITION) / DISASSEMBLY
DATE
08/05
08/06
08/07, 08
09 e
\7 0908
08/10
11/08
SUMMARY OF DAYS AND TIMES OF THE EVENT
OCCUPANCY
BEGINNING
- Entrance of assemblers
08:00h
- Delivery of stands with basic assembly
16:00h
- Assembly/Decoration and placing on the stands
08:00h
- Final cleaning of exhibition area
24:00h
- Replacement of goods on the stands
07:30h
- Exhibition
08:30h
- Replacement of goods on the stands
07:30h
- Exhibition
08:30h
- Removal of material of Exhibitors
18:30h
- Beginning of disassembly
20:00h
- Disassembly
00:01h
- Cleaning for delivery at the Pavilion
17:00h
ENDING
24:00h
24:00h
02:00h
08:30h
18:30h
08:30h
18:30h
20:00h
24:00h
17:00h
20:00h
Observing the assembly and disassembly schedules according to the table above, it is up
to the Exhibitors to request the assemblers to provide the appropriate number of staff and
prepare a work schedule for the completion of the services within the agreed timeframes.
We remind you that in case of overtime the Exhibitors/Assembler will bear alone with the
amount charged for the expansion of the schedule, i.e., rent of the pavilion, medical staff,
security and cleaning. In such cases the assembly will only continue after payment of the
amounts to be calculated by the Organizer.
The assemblers’ trucks will be authorized to unload at the docks of the pavilion 3 as of 8:00h on
day 08/05/2013. The entrance in the pavilion will happen soon after the clearance of the
Official Assembler.
.
2 – LEASING ONLY OF THE SPACE
The Exhibitors who choose not to use the basic assembly will have to submit their stand
design for approval of the Official Assembler. The project must be sent with quotas, including
all views, up to 07/07/2013.
Please refer to the Stands Project and Decorations.
Responsibilities: Marcia Ramos / Juliana Caldeira
E-mail: [email protected] / [email protected]
We ask that Exhibitors, when preparing their stands, offer open spaces and easy to access
from all sides, to congressmen.
Important: We recommend that it is established between the Exhibitors and the
Assembler an assistance term for the entire period of the event, with fines for any delays
and failures in services.
We remind you that Stands Projetos e Decorações cannot perform maintenance services
(bulb replacement, opening of locks, repair of headbands, etc.) for stands assembled by
another assembler.
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3 - BASIC ASSEMBLY
Companies that opt for the package of Basic Assembly must observe FORMS 3 (with or without the
need to request additional electricity) and 8, sending them up to 07/07/2013.
Observe also the need for Provisional Operating Permit (Form 9), which must necessarily
be kept in your stand for display to the tax authorities when requested.
Should you need any kind of art (logo in vinyl or in print, adhesive vinyl print for the
panel, canvas printing, vinyl for padding, banner) for your stand, or a differentiated
headband, please refer to Form 14.
4 – CREDENTIALS FOR THE EVENT
Applications must be submitted by filling of the relevant forms (5, 6 and 7) up to 07/07/2013.
All people who enter the exhibition area, for any reason, during assembly, event and
disassembly, must be properly accredited, bearing the specific name tag.
In case of loss, the duplicate will be charged at the cost of R$ 100.00 (one hundred reais)
each. The assembly name tags should be saved, as they will also serve at the time of
disassembly.
4.1 - CREDENCIALS FOR ASSEMBLERS - Form 5 (valid only between days 08/05 through
08/07 and day 08.11.2013)
The name tags will be made in the name of the assembler. These credentials may be removed
by an authorized person, directly at the Exhibitor Service Center - CAEX assembled by the
Stands at the docks, in Pavilion 3 from 08:00 h on day 08/05/2013.
4.2 - CREDENCIALS FOR SERVICES/MAINTENANCE - Form 6 (good only between days 7
through August 10, 2013)
For the professionals who will provide maintenance at the stands as well as service personnel
and waiters and hostesses during the congress.
These credentials will also be made on behalf of the Exhibiting Company, by completing the
Form 6 and submitting it up to the specified date and it must be removed at the counter of the
Exhibitor which will be at the main entrance of the event from day 08/09.
4.3 - CREDENTIALS FOR EXHIBITORS
These credentials may be picked up at the counter that the Exhibitors will have available at the
main entrance of the event from day 08/06.
Credentials will be made available as per table below.
Table of Name Tag Distribution
2
m
Exhibitor Name Tag
Support Name Tag
6
2
1
8
3
1
9
3
1
12
4
1
15
5
2
18
6
2
30
10
3
32
10
3
48
14
3
64
16
4
80
20
4
30
100
6
12
150
450
50
80
8
15
Credentials will be charged in addition, at the cost of R$ 50.00 (fifty reais) from the Exhibitor
and R$ 20.00 (twenty reais) from the support.
The name tags will be nominal to the Exhibitor company allowing a rotation of staff
during the event.
Note - The above mentioned credentials allow access only to the area of exhibition in
Pavilion 3. Exhibitors interested in attending any Scientific Session must register as
participants in the Congress.
Daily the employees of the exhibition and the Exhibitors shall have access to their stands and
warehouse one hour before the opening of the event for replacement of promotional material
being forbidden to drive carts in the middle of the fair after 09:00 am.
The employees responsible for the security of the event will not allow the entry of any
person in the exhibition area without presenting specific and valid name tag.
It will only be allowed the entry of 3 exhibitors per stand to follow up the assembly of the
same. It will not be allowed the entrance of exhibitors wearing shorts, sleeveless shirts,
slippers or open shoes.
We warn you for the use of helmets while monitoring the assembly; helmets must be
provided by the assembler responsible for the stand.
5 - SHIPPING OF MATERIAL
5.1 - MATERIAL FOR INSERTION IN FOLDERS
The Exhibitors/ Sponsors who have the right to insert promotional material in folders
of the event should see that they arrive at
RioCentro - Pav. 3 on day 08/04/2013 (Sunday) from 08:00am to 6:00pm
Amount: 8.000 units
No materials will be received before that day.
Look for a carrier to make delivery on Sundays.
We do not guarantee the insertion of any material that arrives after that day.
5.2 - MATERIAL FOR EXHIBITION
It is the responsibility of the Exhibitors to observe legal procedures for issuing invoices of
any kind for delivery or removal of equipment, materials or consumers’ durables, and it is
their responsibility to pay any charges due. No goods will be received before day
08/04/2013.
The Exhibitors shall issue a Simple Shipping Invoice or Shipping Statement on behalf of
the Exhibitors themselves (establishment’s sender) with his CNPJ and State/County
registration. In the body of the Invoice it should be all listed all goods and products and it
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should include the observation that the goods are for demonstration, mentioning also the
name and date of the event.
The original Invoice must be under the guard of the Exhibitors throughout the event.
It is not permitted the entry of any equipment/product without invoice.
NOTE: Both the material for insertion into the folder and the material for exhibition must
necessarily be identified with the following data:
RIOCENTRO CONVENTION CENTER
Address: Rua Salvador Allende, 6.555 – Pavilion 3
Barra da Tijuca – Rio de Janeiro – RJ – CEP 22 780-160
CNPJ: Of the Exhibitors themselves
State/Country Registration: Of the Exhibitors themselves
Name of the event: XXXVII Brazilian Congress of Ophthalmology and XXX Pan-American
Congress of Ophthalmology
Exhibiting Company:
Responsibility Party and Telephone Number:
Mobile phone and E-mail:
Amount:
Material description:
Stand No.:
Differentiate the final notes:
1 – “MATERIAL FOR INSERTION IN THE FOLDERS”
2 – “MATERIAL FOR EXHIBITION IN THE STAND”
6- LOADING AND UNLOADING
The loading and unloading of goods and equipment shall be made on the docks of Pavilion 3.
Riocentro and the Organizer do not have carts and personnel to transport cargo.
For special cases of transportation of materials or large equipment, we request that the carrier
responsible conducts a technical visit to RioCentro advance for confirmation of measures and
recognition of route, thus ensuring perfect safety in handling the equipment.
No goods or products that are dangerous or troublesome to its users, or patrons will be
admitted, especially those products that are flammable, explosive, noxious to health, corrosive
or of unpleasant fumes.
7 – WAREHOUSE OF THE EXHIBITORS
We will make available during the event a warehouse that will be for the common use of all
Exhibitors.
All the material that arrives as of 08/04/2013 will be received by an employee of the Organizer
and stored in a place to be disclosed at a later date.
Upon receipt of the products, only the amount of the volumes will be checked. The
corresponding invoice will be delivered to the Exhibitors upon arrival.
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We will keep a warehouse employee in the warehouse for the duration of the event and this
employee will be responsible for the permission of entrance of authorized personnel.
For added security we ask that each Exhibitor identifies with our employee all people who can
handle their products.
The warehouse will open one hour before the start of the exhibition so that they can make
replacement of the material for the stands. After 08:30am carts may not circulate around the
Exhibition Area.
The warehouse will be closed at 6:30pm and will reopen only on the next day.
The Organizer will not control the output of material to the stands; therefore, they will be
liable for any loss that may be reported.
We suggest buying some sort of insurance for the goods left in the warehouse.
8 - TRANSPORT
The Exhibitors are responsible for the transportation of materials and equipment on the
premises of the Exhibition Pavilion. The transportation carts should have rubber wheels (tires)
and can only circulate on scheduled times.
When it is necessary to transfer goods from the warehouse to the stands during the event this
can only be performed manually.
9 – INSURANCE
The stands, goods or products and personnel at the service of the Exhibitors are not
covered by insurance, so it is up to each Exhibitor to arrange for their own insurance
against any risk as losses, lost profits, damage and/or loss of any nature that may occur to
exposed products, stands or personnel at work, including from rain, flood, wind, lightening,
infiltration, drop of energy, crowd panic, short circuit, fire and force majeure.
10 - CLEARANCE FOR ASSEMBLY
There will not be clearance for the stand assembly areas for:
A - The Exhibitors who are delinquent with any contractual portion of the lease of the space;
B - The assemblers who have not paid an RRT or ART;
C - The Exhibitors who have not paid the cleaning and electrical fees.
TERMS AND CONDITIONS
Part I - Technical and Security Information
The information, rules and regulations listed below are designed for the protection and safety of
participants of the congress, Exhibitors, all employees and other persons attending the event.
Such standards include Rio Centro rules and should be followed by everyone.
1 – INFORMATION, RULES AND REGULATIONS
1.1
– GENERAL INFORMATION
* All technical issues regarding the assembly of stands should be treated directly with STANDS
Projetos e Decorações. No other company is allowed to present itself as the Official
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Assembler.
* The decorative elements, the exhibition of equipment or promotional materials in the stands,
may not, under any circumstances, exceed the limits of the area of the stand, even in balance.
* It is forbidden to pin, stick, paint or scratch the dividing walls, the aluminum structures or any
other material owned by STANDS Projetos e Decorações, as well as the facilities of the place
of exhibition.
For the case stands with wooden floors, assemblers should provide protection on the
floor of the Pavilion (lining, plastic canvas).
The Exhibitors must take special care to avoid scratches on the floor, using protection to drag
furniture or heavy loads. The Exhibitors that wish to display extremely heavy material,
requiring special support, should provide handling of this equipment without damaging the
structure of the pavilion. For the exhibition of large equipment, the Exhibitors shall have the
authorization of the Organizer.
The materials displayed on the stands must be removed immediately after the
event, always before disassembly. The Promoter, the Event Organizer and the
Official Assembler do not accept responsibility for the keeping or safety of the same
or for any other materials left at the site of the event.
* Any retransmission of music or use of sound device and noises that may disturb other
exhibitors except audiovisual projections with sound of normal human voice is not allowed. The
Organizer may at any time request the interruption of transmissions it deems inconvenient.
*All Exhibitors who wish to use ambient music in their stand must pay taxes relative to
copyright, according to Law No. 9610/98. Taxes must be paid to the ECAD - Central Bureau of
Collection and Distribution (Escritório Central de Arrecadação e Distribuição).
(See Useful Addresses and Telephone Numbers at the beginning of the Manual)
*The installation of any kind of special lighting, such as: spotlights, light guns, laser cannons,
halogen lights, chandeliers, etc.., should be fixed in structures compatible with the weight of
this equipment and must provide full security.
*The use of flammable substances, explosives, hazardous gases, radioactive materials and
combustion engines is forbidden.
* Advertising of symposia or sweepstakes, distribution or exhibition of promotional
printed material is limited only to the area of the stand. The Organizer may seize
material being distributed outside this space.
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* It is flatly prohibited the distribution, placement, display of products or gifts and printed
matter by third parties. The Organizer may stop any kind of promotion, which at his discretion,
will hurt the event.
* The Promoter, Organizer and Official Assembler are exempt from any and all
liability/obligation in all cases and at all times, for any damage, whether personal or
property, caused by the exposed materials, or the loss, theft or disappearance of any
of the goods displayed, during the entire period of the exhibition, including assembly
and disassembly. Thus, we recommend the Exhibitors to arrange their own
insurance against any and all risks, because they are their sole responsibility.
* The Exhibitors are responsible for the replacement costs of the good, restoring or renewing
in all cases of damage or dilapidation of any part of the exhibition premises, whether caused by
him, his agents, contractors, or even person employed or engaged on his behalf.
*Not included in the lease of the area or basic assembly are taxes for services such as
taxes due to public institutions (State Department of Finance ) and Class Associations
(RRT of CAU). All these amounts must be paid by Exhibitors directly to their offices or
agencies. Further details are contained in this manual.
1.2 - FIRE PRECAUTIONS
* It is expressly forbidden to use any kind of equipment that generates fire, including ovens, fire
pits or gas jet. It is also prohibited to operate internal combustion engines or any kind of
equipment emitting any toxic gas.
*We recommend the use of flame-retardant materials for floor covering of the roof of the
stands.
* The hallways and exits of the Exhibition Pavilion cannot be obstructed at any time. Exhibitors
and assemblers are forbidden to store materials behind the stands, including flammable and
packaging materials which must be removed of the site *Every Exhibitor must maintain in his
stand, since the beginning of the assembly, throughout the event and until the end of the
disassembly, fire extinguishers, properly signaled, with the load compatible to the produc ts
which it exposes and with materials used in the assembly of the stand.
When there is no division in the stand
CO2 or DCP (Dry Chemical Powder)
AREA/M2
Up to 50
1
From 51 to 100
2
When there is a partition in the stand
CO2 or DCP (Dry Chemical Powder)
AREA/M2
Up to 50
2
From 51 to up 100
4
* The rental service of fire extinguishers may be requested directly from the official Fire Brigade
company (see Useful Addresses and Telephone Numbers on page 8).
* There should not be removed from their places the fire alarms, fire extinguishers and their
signposts, or articles or objects should be hung blocking such equipment from the.
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You should follow the procedures below if you notice smoke, burning smell, flames in
your stand or in the Pavilion.
A - Immediately notify the Fire Brigade, the Organizer and the Security Team of the
incident.
B - In reporting the incident, give the following information: number or name of the stand, the
site of the incident and the type of problem observed (smoke, flames, smell, etc..).
C - If necessary, disconnect any equipment in the stand or turn off the circuit breakers.
D - In the latter case use the nearest fire extinguisher in accordance with the instructions
indicated.
1.3 - ELECTRICAL INSTALLATIONS
The cost of electricity for each Exhibitor is calculated according to the voltage of the
electrical equipment in his stand; this amount is not included in the rent of the space, will
be charged by the Official Assembler, taking into account completion of Form 3.
This amount must be paid up to the deadline (Form 3)
During the event RioCentro will review this information and will bill for overload not
informed earlier. The Organizer will transfer this charge to the Exhibitor.
* The electrical current available for use in the stands during the exhibition is 220V/380V
three phase and 110V single phase.
* All Exhibitors, including those who have opted for basic stands, will be required to apply
for electricity supply for at least 1 KVA (KW) for each 9m2 of basic stand on Form 3. Stands
Projetos e Decorações will arrange from the company responsible in charge a supply of
electricity in the Exhibitor’s stand, in general located on the back of each stand, of the
peninsula, corner, or line type, where the dividing panels are among the neighboring ones
located. The points requested in islet type of stands or those with special locations must be
accompanied by schemes. If Stands Projetos e Decorações does not receive this
information in time, before assembling the event, the point will be chosen according to the
convenience of the event.
* To calculate the number of KVA (KW) required for the stand, the Exhibitors should
simply add the KW or W indicated on the equipment plates and lighting to be used, or
follow the guidance of their assembler, or may refer to the consumption table included in
Form 3.
* We recommend the use of stabilizers or no-break for equipment that require energy
stable loads, because the Organizer will not be responsible for sudden surges or drops, or
power interruption arising from installations in the Pavilion.
* Please note that for safety reasons each equipment to be used in the stand requires a
plug, not being allowed adapters or multiple dispensers and multipoint systems.
* Only Stands Projetos e Decorações is authorized to provide power points. However, the
Exhibitors may use their own electricians to install electrical outlets and make
adjustments within the perimeter of their own stands.
* No electrical wiring may be hung from the ceiling of the Pavilion or set anywhere in the
structure. The Organizer reserves the right to interrupt the power supply to any
installation deemed dangerous or likely to cause problems for the participants of the event.
* The general switch of the stand should be placed in a location freely accessible to the
security service of the Organizer.
* The inner area of the Pavilion is acclimatized being forbidden the use of airconditioning in the stands.
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* It is the responsibility of Exhibitors to turn off the power of their stand at the end of each
day.
* The devices requiring continuous power supply must necessarily be connected to
separate circuits. The Organizer is not responsible for damage that the Exhibitors may
suffer if they do not comply with this rule.
We suggest putting quite clearly a WARNING NOT TO DISCONNECT" next to circuit
breakers that need to stay connected throughout the entire event .
*The area used for assembly of the stand will be released to the early work of the
automaker by proof of payment of the Form 3 (Electrical).
* To ensure greater safety of the general public the stand installations (lighting,
equipment, wire and cable) may not be visible to neighboring stands and even visitors.
* Any electrical installation must be accompanied of a professionally executed design by a
skilled professional, obeying ABNT (Brazilian Association of Technical Standards) and Light
rules.
* The assemblers should perform the electrical installations with PP, double insulation in
all electrical installations, being forbidden the use of parallel wires.
1.4 - PLUMBING INSTALLATIONS
* The Exhibitors who need water and runoff points must apply for this through Form 4
up to 07/07/2013, just like the determination of where the point should be installed. The
installation will be subject to technical feasibility.
* The execution of extension in water and runoff extension and installation of toilets at the
stands will not be allowed.
* Stands that have a "pantry" must present the project with the same built on removable
floor necessarily on a waterproof lining and with sewer pipe never than 50mm in diameter.
* It will be up to the Exhibitors to complete the distribution installation in their stand,
abiding by the ABNT rules.
* The water point should not be installed close to the power point.
Attention: The electrical and plumbing installations require prior sizing for efficient and
appropriate distribution and use of equipment and components needed. We once again
send you to send Forms 3 and 4 well in advance.
1.5 - CLEANING
* A fee will be charged for cleaning (obligatory for stands with special assembly) during
assembly and disassembly (Form 2).
* The cleaning of streets, halls and circulation areas of the Pavilion will be made daily by
the official cleaning company hired to attend the event from the beginning of the assembly
until the end of disassembly.
* Cleaning of toilets will be under the responsibility of RioCentro and during assembly and
disassembly will work only a female and a male unit.
* During the hours of the event, the waste produced and collected by the Exhibitors
must be accumulated in special container and kept in their stand until the collection by the
official cleaning staff.
* We understand "STAND DELIVERY CLEANING" as the first cleaning for the
inauguration of the event, which in the case of stands with special decoration, should be
performed by the company hired by the Exhibitors as the assembler. In the case of basic
stand, it will be delivered clean by the Official Assembler.
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* During the exhibition, stand cleaning must be contracted by the Exhibitors that can do
it on their own or hire the official company of the event appointed by the Organizer (see
Useful Addresses and Telephone Numbers).
1.6 INTERNET / TELEPHONY
If the Exhibitors need internet connection and telephone services in the stand, they
should get in touch with Link Solution, official supplier at RioCentro (see Useful Addresses
and Telephone Numbers page 7).
1.7 COMPUTER EQUIPMENT FOR LEASE
We suggest contacting the official company for lease to cater the event (see Useful
Addresses and Telephone Numbers page 7).
1.8 SECURITY
The security team hired by the Organizer will ensure access to professionals who have
credentials good only for the exhibition area in Pavilion 3.
* The security team will not be responsible for the individual security of the stands.
* We advise the Exhibitors, to take adequate precautions to ensure that all their valuables are
insured and are kept in secure locations. The Promoter and Organizer are not responsible
for the security of such articles, or any others, brought by the Exhibitors, their employees
or any other person.
* The individual guard and protection of the exhibition stands or part thereof shall be borne
by the Exhibitors and not be covered by the general obligations of the guard mentioned
above.
DURING THE TIMES ESTABLISHED FOR THE CLOSING OF THE EXHIBITION, LIGHTS WILL
BE TURNED OFF AND ALL EXHIBITORS AND SERVICE PERSONNEL MUST LEAVE THE
PREMISES.
THERE MAY ONLY REMAIN IN THE STANDS PROFESSIONALS HIRED EXCLUSIVELY WITH
THE OFICIAL SECURITY COMPANY. THE PRESENCE OF OUTSIDE SECURITY
PERSONNEL WILL NOT BE ALLOWED. . (see Useful Addresses and Telephone
Numbers)
* The Official Security Team may, at any time, block the entry or remove anyone from the
Exhibition Pavilion whose behavior or attire is considered inappropriate with the image of
the Event, or further who refuses to conform to safety regulations.
* All Exhibitors are responsible for their own exhibition material.
2 - BASIC ASSEMBLY
The basic stand consists of:
Stand with assembly with Octanorm system.
Floor lined in graphite color (3mm) on the site flooring
Walls on white Formica panel (TS)
Metal pergola cover with partial use
01 headband for structuring and identification of the stand
identification plate, measuring 1.06 m x 0.46 m with application of logo
in adhesive vinyl cut in up to 03 colors.
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socket S2 (new model with 3 pins; we have no adapter).
Lighting through articulate spots and 100w bulbs, at the ratio of 01 spot unit for each
3m2.
1 round glass table
02 chairs
01 Trash can.
* The Exhibitors with this type of assemble will receive in their stands mounted at 4:00pm on
day 08/05/2013 to begin the decoration works, placement of products and finishing of assembly,
which should be concluded up to 24:00 pm on day 08/06/2013.
* Whoever requires additional elements for decoration just get in contact with the Official
Assembler. Last minute applications are subject to items being in stock and local
payment.
* All basic stands have the right to lighting one (01) powered outlet with use of consumption
equipment up to 1 KVA (minimum charge that must be requested for each stand). To load
additional power outlets or more, please complete and submit up Form 3 up to the limit date.
* Please note that all material used in the basic assembly of the stands is owned by Stands
Projetos e Decorações. The material will be assigned to the Exhibitor, under a lease
during the event period. At the end of the event, all material must be returned in the exact
storage conditions that was delivered; otherwise, the Exhibitor shall repair the damage
caused or the loss to the materials at current market price (in this case are included the 2
chairs and the garbage can).
* Any change, removal or placement of panels or other elements that make up the basic
assembly, can only be performed by trained personnel of Stands Projetos e Decorações.
No financial credit will be granted by the Organizer, in the case of not using any element that
composes the basic assembly. Element exchanges will be accepted on additional payment. Read
in Form 8 (Basic Stand).
3 - SPECIAL ASSEMBLY
3.1 - SPECIAL PROJECTS AND DISCLAIMER
The Exhibitors are free to hire their stand assembler. Stands Projetos e Decorações is able to
design and execute assemblies and special decorations and is at your disposal to make budgets
to meet your specific need.
* The Exhibitors who want to run the assembly and decoration of the stand with another
assembling company should communicate Stands Projetos e Decorações by sending the
composite design of the floor plan, front elevation and side elevation duly quoted for approval
along with the data from the assembler, through Form 1 (Disclaimer).
* It is mandatory to send Form 3 along with Form 4 with the application for energy load, point
marking and other data pointed out by the sampler.
* When submitting the project for approval, the assembler must submit the attached RRT
(Registration of Technical Responsibility) or ART (Annotation of Technical Responsibility) of the
project under progress, collected on behalf of the CAU or CREA – RJ, respectively, with the
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payment receipt.
It is mandatory to keep a copy of this document in the stand during the assembly of the
event.
INFORMATION ON RRT and/or ART:
According to the legislation governing the Boards of Architecture and
Urbanization and Regional Council of Engineering and Agronomy, all projects or
assemblies of stands at events need to have technical responsibility duly
registered with the CAU (Architects) and CREA-RJ (Engineers), where the work or
service is executed, where the respective RRT or ART must be made. The project
of all the architectural set of event should also be noted at CAU, valid throughout
the national territory or at the State CREA where it is run.
To be valid, the document must be duly signed by the professional and the
contractor, as well as accompanied by the banking slip and a copy of the
professional record.
* The project submitted after the deadline may not be approved, leaving the Exhibitor the
option to receive basic assembly performed by the Official Assembly and pay any
complementary difference there may be.
* The assembly of the stands will start on 08/05/2013. As of 08:00am. the entry of
the assemblers will be allowed to get started on the works, which should be finished
irrevocably no later than 24:00pm of day 08/07/2013, when also the streets and
areas should be completed clear. From that time on, final cleaning will be carried out.
* If the Mandatory Forms are not received by the deadline 07/07/2013, the Organizer and
Stands Projetos e Decorações will not be liable for any loss that may occur and the
Assembler / Exhibitor will not be authorized to assemble their stand.
3.2 - STAND FLOOR
* The area of each stand will be demarcated by the Official Assembler on the floor of the
Exhibition Pavilion. It is optional to the Exhibitor to assemble in this area a high floor; we
suggest that it is mounted with workable modulated wood with 10cm high.
* Being the floor of the stand high, it is mandatory that the same contains ramps to
facilitate access for people with special physical needs.
* In case of application of any coating directly on the floor of the Pavilion without the use of
workable wood, it will be required to use 3M double-sided tape ref. 4880 or Cremer 603.
* All buildings should be accommodated on the floor without damaging it, and full lining should
be provided of the assembly area, with or without dais for protection of the granite.
* Any damage caused to the floor of the Pavilion will be charged immediately from the
Exhibitor/Assembler, which can only continue with the assembly or disassembly of the
stand, after payment of the damage caused.
3.3 - SPECIAL DECORATION - PARTITION WALLS
* The maximum height allowed for the construction of exhibition stands in the area will be
5.50m.
* All walls or elements, of any height, with sides turned to the circulation areas should be
painted white by the Exhibitor. All kinds of finish will be accepted other than paint, provided
they are approved by Stands Projetos e Decorações.
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* It is mandatory to build partition walls around the entire perimeter of the stand limiting
it with other stands, with mandatory minimum standard height of 2.20 m (this rule does
not apply to stands that constitute "islets"). Walls exceeding this height will be required
to have external finishes equal to the internal ones, in white.
* Stands that constitute "islets" or "end-cap booth" should be open or when there is closing,
that they are made of clear material.
3.4 - HORIZONTAL STAND PROJECTION
* The horizontal projection of any assembly element or exhibited products must necessarily be
wholly contained within the limits of the leased area.
* Projections on neighboring stands or circulation areas will not be permitted of any
constructive or decorative element, which should also be fully contained within the boundaries
of the leased area.
3.5 - STAND ASSEMBLY WITH UPPER DECK
It shall not be allowed the assembly of stands with an upper deck.
3.6 - OCCUPATIONS AND USE OF THE PAVILION
* The floor of the site of the event as well as the walls, columns or any other structure, cannot
be demarcated, painted, drilled or damaged. Any damage caused will be the responsibility of
the Exhibitor, who must bear the cost of repair or replacement, stipulated by the technical
team of RioCentro.
* No constructions in masonry or similar construction work will be allowed in a definitive nature
(floors, walls, etc...),
* The assembler should be with materials for assembly ready or semi-ready, being
allowed only small finishes of mass or painting. Even these small works must be carried
out by duly covering the Pavilion floor. The damage that is caused will be charged
during assembly and payment will be required for continuity of the work.
* Work with grease, corrosive materials and the like will not be authorized, in order to prevent
harm to people, neighboring stands or facilities of the site of the event.
* Each assembler will be responsible for cleaning of the stand in which work is being
done during assembly and disassembly, and cannot use the circulation routes for the
deposition of debris, materials, packaging, equipment, tools and products to be installed
or used in the stand. Every performance of the services shall be done within the limits of
the stand itself.
* Ornamental gardens, plants and flowers, or even sand and stones for garden composition,
will only be allowed if they are in vases, baskets or other containers, so that, when watered, do
not cause any leakage that might damage the circulation carpet of the event or any other
Pavilion floor.
3.7 GENERAL CONDITIONS
Safety standards for Assembling teams will be strictly charged as follows below:
- Everyone will have to wear helmets, gloves, safety shoes and face respirator for work
that generate airborne particles.
- It will be required the use of uniforms or shirts with the company logo, visibly, by all
professionals and service providers who will pursue activities of assembly, maintenance
and disassembly within the Pavilion.
- It shall not be allowed the use of slippers, clogs, shorts, working without a shirt or any
other clothe that the Organizer deems inconvenient or unsuitable for the job.
- It is not allowed to consume alcoholic beverages and smoking on the premises of the
assembling area of the stands.
- The Assemblers are responsible for all the labor and legal obligations of their
employees, or anyone else who is developing services on their stand.
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 ARRANGEMENTS OF THE ASSEMBLER
A - Submission of Disclaimer (Form 1),
B - Submission of application of electrical and plumbing power (if necessary) with the
installation plant duly marked and corresponding proof of payment (Forms 3 and 4),
C - Submission and approval of the design of the stand along with the CAU and/or
RRT and/or ART of CREA-RJ duly paid;
D - Application and payment of credentials of assembly, maintenance and
disassembly (Form 5).
4 – GENERAL REQUIREMENTS
4.1 – TAX PROCEDURES, IPI AND ICMS
* It is the sole responsibility of the Exhibitor to meet the legal requirements concerning
procedures for shipment of goods, equipment, products, tools, etc...
* The Promoter, Organizer and Stands Projetos e Decorações are not responsible in case of
negligence in observing compliance with the legal requirements of the IPI (Imposto sobre
Produtos Industrializados - Tax on Manufactured Products) and ICMS (Imposto sobre
Circulação de Mercadorias e Serviços - Tax on Sales and Services).
* The Exhibitors must consult their tax or accounting department for guidance regarding the
delivery of goods and products for the event, according to the legislation in force during the
event period.
4.2 - LICENSES FOR TEMPORARY OPERATION
* The State Secretariat of Finance of Rio de Janeiro requires each stand has its
temporary license/business license to work during the event (Resolution SEF
No. 2. 887 of December 18, 1997 ).
* Upon approval, the license shall be kept in the stand throughout the period of the
event due to administrative reasons.
* For further information:
TAX STATION - State Finance Department - IFE 9902 Directed Inspection
Tels.: (21) 2332 3192 / (21) 2334 4300
Address: Rua Visconde do Rio Branco, 55 – 4° andar – Centro
Rio de Janeiro – RJ – CEP
Site: www.fazenda.rj.gov.br
* Check Form 9.
4.3 – ANVISA
ANVISA is the Federal agency responsible for regulating advertising medical/scientific
events. The Exhibitors and Sponsors must follow the rules established. The Promoter
and Organizer of the event are exempted from any liability in the case of failure to comply
with standards set by the Exhibitors / Sponsors. For more information visit site:
www.anvisa.gov.br.
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5 - OTHER IMPORTANT INFORMATION
* PARKING - Riocentro has its parking area administered and controlled by third parties. Any
information regarding parking should be obtained from the Administration of RioCentro, and for
that, see Useful Addresses and Telephone Numbers.
* HEALTH INSPECTION
The Exhibitors who wish to handle food in their stand should proceed in accordance with
the sanitary requirements.
For further information, please get in touch with:
COVISA – CONSULTORIA EM VIGILÂNCIA SANITARIA
Av. Presidente Vargas, 446 / sala 1101 – Centro – (21) 2220 8918
* INSPECTION OF THE MINISTRY OF LABOR - The Ministry of Labor in order to
standardize the different ways of hiring labor, has conducted due diligence with staff of
inspectors on the premises of the event for guidance and inspection. The Exhibitors shall
maintain at their stand during the event, the labor documents of all their employees, as well as
well as any service provider (for example, waiters, waitresses, assemblers of stands, guards,
receptionists, etc...).
* PPE - Personal Protective Equipment - It will be up to the Exhibitors to charge from their
Assemblers to use equipment appropriate to the risks as already emphasized in item 3.7
(General Terms).
* Children under 16 years of age cannot move through the exhibition site during
assembly and disassembly.
TERMS AND CONDITIONS
Part II - Rules for Participation in the Exhibition
1 - PURPOSE OF THE EXHIBITION - ADVERTISING
The hallways of the Convention Center are of common use, and the enticement of members
or distribution of printed matter is not allowed, or of any other promotional items, under
penalty of the same being collected and returned only after the end of the event.
Likewise, it shall not be allowed movement of characterized dressed people with any kind of
costumes that represent the products of the Exhibiting Company/brand alluding to the stand
through common areas.
Advertising materials may only be distributed within the stand. During the exhibition all stands
must be continuously occupied by their team. The placement of inflatable material, ribbons,
panels or any decorative motifs outside the stand will only be permitted after consultation with
the Organizer.
For presentation of advertising lectures, publicity films, slide projection, distribution of samples
of foodstuffs or beverages, one must obtain written permission from the Organizer.
We remind you that the Exhibiting Companies may not advertise their products or services in
any way outside of their stands or at the entrances of the Exhibition Pavilion.
2 - Assembly and Maintenance of Stands
Before installing their stands, the Exhibitors must contact the Official Assembler, and
confirm the location of the stand, as well as obtain information about any special rules related
to their stand.
For any change in the size or structure of the space or for any change of the rented objects,
there must be obtained a specific authorization. The stands must be assembled and fully
equipped during the entire duration of the advertised period.
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Stands Projetos e Decorações reserves the right to require changes in the stands and
materials exposed if they are deemed necessary in view of compliance with the safety
standards, technical requirements and the responsibility to maintain or obtain the best
possible picture for the global exhibition. The sides and back of the stand should be
finished as the inside. All guidelines and instructions of Stands Projetos e Decorações that
relate to the use of the stands, the decoration of the same, the use of design, fixtures and
furnishings of the stands, must be complied with so that the exhibition can have the
minimum possible complications. If the Exhibitor does not follow the administration’s
guidelines or does not proceed promptly in accordance with the rules, the Organizer
reserves the right to take the necessary measures at the expense of the Exhibitor.
3 - SUBLEASE - ACCESS PERMISSION
The partial or total transfer subletting of stands to third parties, as well as exchanging of
spaces between two Exhibitors is not allowed between private agreements. In these cases,
the Organizer reserves the right to veto the use of the stand at any time.
4 - DISASSEMBLY OF STANDS
The Exhibitor must disassemble the stand within the allotted time and return the hired
furniture promptly. The Exhibitor must leave the area and the floor of the stands clean.
All material, at the end of the exhibition, that the Exhibitor deems disposable, must be
properly disposed of by the same.
Parts of the stand that are not transported back should be kept to a minimum in
volume and transported BY THE ASSEMBLERS up the garbage containers located on
the docks
The Exhibitors must bear the cost of repairs in the damaged areas of the exhibition.
When the Assembler does not make the disassembly and removal of the material from
the stand within the stipulated time, the Organizer will arrange for the return of the
vacated and clear area to RioCentro. In such cases the Exhibitor and Assembler cannot
trigger the Organizer for any kind of damage in the structure of the stand that will be
discarded in the garbage containers. The costs of these procedures will be charged later
on from the Exhibitor.
5– ADVERTISING AND MEDIA
Logos of the XXXVII Brazilian Congress of Ophthalmology and XXX Pan-American
Congress of Ophthalmology, and of CBO (Brazilian Council of Ophthalmology) can
only be used in official publications of the Congress or publications that have been officially
approved by the Organizer.
Press Conferences held by industry partners cannot be organized during the Scientific
Program of the Congress.
The Official Program of the Congress will provide a summary table of daily activities
programmed. No activity can be organized during the Opening Ceremony nor during the
Closing Ceremony of the Congress. The companies that organize news conference to the
Press must inform the Organizer as to the date, time and location of these conferences.
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6– PHOTOS, SHOOTING AND RECORDING OF SCIENTIFIC SESSIONS
PHOTOS, SHOOTING AND RECORDING OF SCIENTIFIC SESSIONS ARE NOT ALLOWED
Shooting and interviews can be arranged, as requested from the Organizer. –
- LEGAL ISSUES
Each Exhibitor or Sponsor is responsible for the material and information provided in
Congress and can only display what was proposed in their legally authorized stand, in
accordance with the laws of the country.
Exhibitors and Sponsors should address these issues and any disputes arising from these
matters directly with the Organizer who ultimately will take them to the knowledge of the
CBO (Brazilian Council of Ophthalmology), which will arbitrate any legal issues.
TERMS AND CONDITIONS
Part III - Rules for Satellite Symposium and Workshops
The Satellite Symposium or Workshop organized by the pharmaceutical industry or the
equipment supplier will have as their main objectives, the dissemination of scientific data,
innovation of research and updating of techniques, which will enhance the experience of
Congress for all participants.
All proposals with the Program of the Satellite Symposium must be submitted to the
Scientific Committee of the Congress for review and approval.
Expenses with speakers (registration, travel, lodging, transportation, food and any other
additional expense) will be covered by the sponsor.
ATTENTION:
1 - If the Sponsor wants to hire simultaneous translation into other languages
he shall bear the costs of said equipment.
2 - Receptionists and translators are not included in the package of the Satellite
Symposium and must be hired directly by the Sponsor Companies.
3 - The service of interactivity is not included either.
4 - When the time of the Satellite Symposium happens during the lunch period
there will be the need to hire a lunch box.
Each Satellite Symposium includes the following services:
- Rental of plenary room at RioCentro;
- Standard audio-visual equipment (PowerPoint projection, screen and microphones),
- Access to preview room / media desk;
- Publication of the Program of the Satellite Symposium in the Final Program,
- Permission to use the Congress logo on printed invitations for the symposium, after the
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Organizer Commission approval.
For quotes on additional equipment please contact the official company of the event (see
Useful Addresses and Telephone Numbers).
The companies that will conduct Satellites Symposia during the event will be entitled to
make an insert in the Congress folders, with their invitation so that the Congress
members attend their symposium.
ONCE AGAIN WE REMIND YOU THAT THE SPONSORS MAY NOT USE OR
EMPLOYEES OR RECEPTIONISTS TO DISTRIBUTE THE INVITATIONS OUTSIDE THEIR
STANDS.
The team that will distribute Lunch Boxes and gifts/giveaways/tokens will be provided
directly by the Sponsor Company of the Satellite Symposium.
Eight thousand (8,000) official folders will be produced that will be assembled on site.
Therefore, we recommend that you make the minimum number of invitations for the inserts.
In case there are leftovers when the folders have been distributed, they will be returned to the
stand.
The companies wishing to serve food at their Symposia should seek Top Gourmet, official
catering service of RioCentro for the event (see Useful Addresses and Telephone Numbers page
7). A non-exclusive service, the sponsor who wishes to contract another food supply company,
should inform the Organizer as to the name of the service provider and its contacts up to
07/07/2013 through e-mail: [email protected].
The company that is organizing a Sponsored Satellite Symposium will have exclusive right to
take photographs, shoot and record its Symposium.
IMPORTANT FINAL NOTES
We know how tiring it is to read this entire manual, but find it essential that both you as your
Exhibitor and your Assembler be aware of the standards required for your participation in
this event run with the greatest possible peace.
We call your attention to a few items:
1- The Assemblers always entered to assemble and disassemble stands without any
recommended protection such as helmet, special boots, protective gloves and other accessories
informed in the Manual. We know that this generates extra costs for them, but they will only
have access to the Pavilion to assemble your stand if these standards are met.
2- Riocentro is very picky about the maintenance of its facilities. We always perform a
thorough initial survey and another one at the end by noting every detail that could be a
malfunction of its assets. Ask your Assembler to be careful at the entrance of the material, in
assembly and also in disassembly. We will always be watching for any damage that may happen
and inform the person responsible when it happens so that due payment is made.
3 - Ask your Assembler to provide a technician to act as a "maintenance worker" throughout
the event. The Official Assembler cannot enter the stand another assembler for any type of
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repair.
4 - Another way to delay your assembly may be the failure to pay any fees required. This check
will be held on the first day of assembly before the entry of your assembler in the Pavilion. The
assembly will only be cleared after proof of payments.
5 - We will be covering all areas of the event trying to prevent all the advertisements outside
the stands. If you have a symposium then your material has already been included in the folder
of the Congress members; there is no need to spread receptionists across the pavilion.
6 - The people who get to stay to maintenance or services are considered part of the stand
carrying the image of your company during the event.
They should be reminded that coffee breaks are for the exclusive consumption of
congressmen and exhibitors. Lunch-boxes will be served for the exclusive consumption of
congress members. Also ask them to refrain from asking for gifts at other stands.
7 – Because it is a major event, the inspectors of CAU / CREA, from the Ministry of Labor and
Health Surveillance are always present, to avoid disturbances, so keep all documentation listed
in this manual at the stand.
We will have time to get the assembly done easily. Show your Assembler dates established so
that it can be programmed in order to have enough staff to meet the deadlines. Overtime
disrupts the event, as well, it is very expensive for those who is late.
We are sending this Manual well in advance so you can have time to plan, and any changes
that may happen you will be notified immediately. Do not forget that the most technical part is
of the exclusive interest to the Assembler that you will be hiring; therefore, make sure that it
is aware of the rules described here.
Any questions about this Manual, please may contact Stands Projetos e Decorações (Official
Assembler) or
JZ Brazil - (21) 9682 4601 - Wanderley Paiva - E-mail [email protected].
Thanks and have a great Event.
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